Incoming Faculty Award Transfers Office of Research — Research Support Services (RSS) Home Office of Research: Research Support Services > Post-Award Services > Incoming Faculty Award Transfers Award Transfer Support for Incoming UC Irvine School of Medicine Faculty Welcome new UC Irvine School of Medicine faculty! The Research Support Services (RSS) Post-Award Services team provides comprehensive support to ensure a smooth transition of your funded research award from your former (relinquishing) institution to the UC Irvine School of Medicine. View RSS Service Departments As part of the transfer process, you will work with an RSS Post-Award analyst who will: Coordinate the transfer documents and communications between the relinquishing institution, the new UC Irvine department, UC Irvine Sponsored Projects Administration (SPA) and the sponsor. Initiate the transfer budget and associated subawards (as applicable) based on guidance from the sponsor, the relinquishing institution and the incoming faculty member. Prepare and route the transfer application for UC Irvine institutional approvals, coordinate and submit it to the sponsor, following university and sponsor requirements. Assist with the coordination of just-in-time documents. Assist department research administrators (DRAs) with initial post-award services. Transferring awards from one institution to another is not a simple process and requires timely coordination between the sponsor, the relinquishing institution and the new institution. RSS will assist with the communications between the current and former departments, the current and former SPA offices, sub-awardees (as needed) and the sponsor in consultation with the incoming faculty member. Given this complexity, it is important that the incoming faculty member notifies RSS and the sponsor as soon as they know they will need to transfer an award. How to Ensure a Smooth Award Transfer Process Each award transfer is unique and requires time to complete due to the necessity of coordinating information and documents from the associated parties (the relinquishing institution, the sponsor, sub-awardees, etc.). To move this process forward more quickly, incoming faculty should: Contact RSS Post-Award Services The majority of sponsors expect award transfers to be submitted prior to the incoming faculty member's start date. For example, NIH recommends receiving the transfer application (Type 7) 60 days in advance of the start date at the new institution. To avoid unnecessary delays, upon signing an offer letter (TOL), incoming faculty should promptly 1) initiate the relinquishment of award(s) with the previous (relinquishing) institution and 2) contact RSS to begin the transfer process. Contact RSS Post-Award Services by emailing RSSpostaward@hs.uci.edu or completing the Transfer Request Form [need link once ready]. Once the transfer is underway, communicate clearly and regularly with your RSS post-award analyst throughout the project. Please note that RSS provides transfer support to specific service departments. If your new department is not on this list, please contact them directly for information on how to transfer your grants and contracts. Contact Your Department to 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 For NIH award transfers, update your organization to UC Irvine in your profile in the eRA Commons platform. Provide Your RSS Analyst with 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. Research Compliance Information It is important to contact the UC Irvine research compliance offices as soon as possible in the transfer process. The UC Irvine Office of Research website lists all campus research compliance offices (click onto the "Compliance" tab to view), including Human Research Protocols (HRP), Animal Care & Use and Institutional Biosafety. Visit Office of Research Website Incoming Faculty Award Transfer Request Form The fastest way to request assistance is to fill out the UC Irvine School of Medicine Faculty Award Transfer Request Form (link to come), which is sent directly to the RSS Post-Award Services team. Submit Form Contact Us Your concerns are very important to us, so please feel free to reach out at any time to discuss any transfer-related questions you may have. Email RSS POST-AWARD Services TEAM