Incoming Faculty Award Transfers (DCT Edits)

The majority of sponsors expect award transfers to be submitted prior to the incoming faculty member's start date (e.g., NIH recommends receiving the application (Type 7) 60 days in advance). To avoid unnecessary delays, this must be your first priority.

Check Eligibility & Notify RSS

• Before proceeding, please confirm that your department is currently supported by the Research Support Services (RSS) team for Post-Award services.

View RSS Service Departments

Prompt Action: Upon signing your offer letter (TOL), you must promptly

1. Initiate the relinquishment of award(s) with your previous institution and
2. Contact RSS to begin the transfer process.

Contact RSS

The fastest way to initiate the transfer process is to complete the UC Irvine School of Medicine Faculty Award Transfer Request Form, which is submitted directly to the RSS Post-Award Services team.

Submit Form

You may also contact RSS Post-Award Services by emailing RSSpostaward@hs.uci.edu.

These steps must be completed early in the process to ensure institutional readiness and prevent delays in project routing.

Obtain UC Irvine Credentials

Contact your UC Irvine department research administrator (DRA)/CAO to establish a UC Irvine username and email. This will take a few weeks and is required to route your project for internal approvals.

• If you are not sure who your DRA/CAO is, please email RSS at RSSpostaward@hs.uci.edu.

Update eRA Commons (NIH Awards Only)

For NIH award transfers, update your organization to UC Irvine in your profile in the eRA Commons platform.

Required Documentation & Communication

Provide Key Contact Information

Provide your RSS analyst with contact information for relevant key players at your previous (relinquishing) institution and with the sponsor.

• Remember to copy your RSS analyst on all transfer-related emails to ensure clear and regular communication.

Fulfill Research Compliance Documentation

It is essential to contact the UC Irvine research compliance offices as soon as possible during the transfer process.

• The UC Irvine Office of Research website lists all campus compliance offices (click on the "Compliance" tab to view), including Human Research Protocols (HRP), Animal Care & Use, and Institutional Biosafety.

Visit Office of Research Website

This section outlines the specific actions and support you will receive from your Research Support Services (RSS) Post-Award analyst as part of your award transfer process.

Our Coordination Role

Transferring awards is a complex process requiring timely coordination between the sponsor, your relinquishing institution and UC Irvine. Your RSS analyst manages this complexity by handling the essential administrative communications:

• Document Management: Coordinating the transfer documents and communications between the relinquishing institution, the new UC Irvine department, UC Irvine Sponsored Projects Administration (SPA) and the sponsor.
• Budget Initiation: Initiating the transfer budget and associated subawards (as applicable) based on guidance from the sponsor, the relinquishing institution and you.
• Institutional Approvals: Preparing and routing the transfer application for UC Irvine institutional approvals, coordinating and submitting it to the sponsor, following university and sponsor requirements.

Ongoing Departmental Assistance

In addition to the core transfer tasks, your RSS analyst provides continuous support to your department during and immediately following the transition:

• Just-in-Time Documents: Assisting with the coordination of just-in-time documents required by the sponsor.
• Initial Post-Award Services: Assisting department research administrators (DRAs) with initial setup and post-award services.