This checklist is intended to assist departing faculty in transferring or closing out their research-related activities. Prior to leaving OSU, please complete all relevant areas below and contact the related units as appropriate. This checklist is for reference and does not need to be returned to the Research Office or Environmental Health and Safety.

All links in this checklist can be accessed from the Research Office homepage: https://research.oregonstate.edu/

Research Office

Office for Sponsored Research and Award Administration (OSRAA)

  • Contact the Office for Sponsored Research and Award Administration when faculty member will transfer to a new institution, in order to initiate transfer of open award(s) or assignment of new OSU Principal Investigator(s)
  • If faculty member will disengage from project(s) during sabbatical, contact the Office for Sponsored Research and Award Administration to initiate request for sponsor approval of interim Principal Investigator(s)

Contact OSRAA
OSRAA@oregonstate.edu
(541) 737-4933

Office for Commercialization and Corporate Development (OCCD)

Property must remain with party having legal title, unless express permission is given to transfer such property.  OSU, not the PI, generally holds title and/or licenses property.  OCCD serves as a resource to make determinations on appropriate action with regard to all dispositions of intellectual property.

Industry-funded research
  • Contact OCCD with a list of all active industry sponsored contracts
  • Determine if industry sponsor wishes to transfer project with PI, obtain new OSU PI, or terminate
  • For projects to be transferred to new institution, please:
    • Provide contact(s) at new institution to effect transfer
    • Inform OCCD of any obligations to OSU graduate students or other personnel on industry-sponsored project.Work with OCCD to effect any necessary subaward back to OSU for continued support
  • For projects to remain at OSU, please provide contact information for replacement PI
  • Ensure that deliverables created at OSU and due before date of departure are delivered to sponsor
  • Make any necessary invention disclosure to declare inventions made to date at OSU
  • Handle disposition of company materials and/or confidential information per provisions of project contract (or in absence of guidance, per MTA and CDA instructions below)
 Invention Disclosures and Patent Applications
  • Provide a final update on previously disclosed inventions
  • Provide a forwarding email and physical address for inventor correspondence related to patent applications resulting from inventions disclosed during tenure at OSU, including patent prosecution, assignments, declarations, royalty distributions, etc.
 Material Transfer Agreements (MTAs)
  • Material in-licensed to OSU from outside party is held in a legal sense by OSU, not PI.Material must remain at OSU or be destroyed, unless new MTA is entered into between owner and new institution (with permission given by owner for OSU to make transfer directly to new institution)
  • For OSU-owned material (generally, material made in PI-administered lab/facility) that PI wishes to transfer to new institution, an outgoing MTA with the new institution should be entered into.
Confidential information (CDAs and NDAs) 
  • Confidential information received from outside parties is held in a legal sense by OSU, not PI.  PI must discontinue use of confidential information and leave all copies at OSU, unless CDA/NDA entered into between owner and new institution (with permission given by owner for OSU to make transfer of information directly to new institution).  Comply with any owner request to destroy copies (except that any copies required to be retained by Oregon Public Records Law and/or OSU records retention policy must be retained).

Contact OCCD
OCCD@oregonstate.edu
(541) 737-3888

Office of Research Integrity (ORI)

Research Conflicts Of Interest
  • Contact the COI Office with your departure date and the name of the institution you are going to. COI management plans, agreements, and memos will be closed when your OSU appointment ends.
  • Ensure your research integrity documentation is up-to-date prior to your departure.Check your iRIS account to update your COI disclosure (annual expiration) and/or CITI training (every 4 years), if indicated.

Contact the Research COI Program Office
coi@oregonstate.edu
(541) 737-2762

Human Research Protection Program (HRPP) & Institutional Review Board (IRB)
  • Submit a Final Report to the IRB for each open protocol to be closed and identify a records custodian and, when applicable, a plan for the destruction or future use of an biological samples
  • Submit a Project Revision to the IRB for each open protocol that is to be transferred to a new PI
  • Notify PI(s) of studies on which you are a co-investigator that you are leaving OSU so that you can be removed from the study team; or, if you intend to continue as a collaborator on an OSU study, the OSU PI must contact to the OSU HRPP so that an agreement regarding IRB oversight can be initiated with your new institution
  • Contact the IRB to confirm that all protocols have been either closed or transferred prior to departure
  • Withdraw any protocols in a pre-approval state
  • Update the status of any studies that you have registered on ClinicalTrials.gov, including the Contact/Location section of the each record to reflect the new institution. There are penalties for failure to comply with requirements related to ClinicalTrials.gov records, including fines and the withholding of remaining or future grant funds.
  • Research drugs (including supplements, placebo, food, etc.) must be disposed of in the manner described in the approved protocol
  • If the departing faculty member is the “sponsor” of an IND or IDE application, contact the FDA to withdraw the application if complete; transfer the application to the new institution; or transfer the application to a new OSU investigator. Provide the OSU IRB with copies of all related correspondence.
  • Contact the Office for Commercialization and Corporate Development (OCCD) to initiate a Material Transfer Agreement if requesting a transfer of human biological samples to your institution (see OCCD section of this checklist for more information)
  • Contact Department Head or Center Director if requesting a transfer of data or approval to copy data

Contact HRPP
IRB@oregonstate.edu
(541) 737-8008

Animal Program Office (APO) & Institutional Animal Care And Use Committee (IACUC)
  • Submit final reports for each current, approved ACUP
  • Submit an amendment to assign an approved ACUP to another OSU PI, if indicated
  • Notify the Animal Program Office to withdraw any documents under review
  • Contact the Attending Veterinarian (AV) at LARC to make final arrangements for all animals held in OSU facilities
  • Contact the LARC office if there is current access to secure animal facilities
  • Individual access codes or cards may not be transferred to other individuals
  • If controlled substances are used for animal work, contact the regional DEA office to arrange for a change of address, and substance destruction or transfer to another DEA license holder if applicable
  • Contact the Office for Commercialization and Corporate Development (OCCD) to initiate a request to transfer proprietary animal model(s), if applicable (see OCCD section of this checklist for more information)
  • Contact Department Head or Center Director if requesting a transfer of data or approval to copy data

Contact APO
APOffice@oregonstate.edu
(541) 737-8556

Scientific Diving
  • Request AAUS Verification of Training and copy of diver file from Diving & Small Boat Safety Officer (DSBSO)
  • Submit all year-to-date dive logs to DSBSO
  • Return all loaner gear to dive locker

Contact DBSO
kevin.buch@oregonstate.edu
(541) 737-6893

Office of Export Controls and International Compliance

  • Contact Export Compliance if working under a Technology Control Plan
  • Inform Export Compliance of post-departure location of research data
  • Provide Export Compliance with details regarding the disposal or re-assignment of all export controlled equipment and materials
  • Turn in all keys and access badges

Contact Export Control
mallory.day@oregonstate.edu
(541) 737-0647

Environmental Health and Safety

Biological, radiological, and chemical safety

  • Contact EH&S to schedule Laboratory Checkout Consultation prior to removal or transfer of any chemicals.  You can do so via the form available here: https://ehs.oregonstate.edu/laboratory-research-safety
  • All potentially contaminated surfaces (e.g., countertops, fume hoods, cabinets, etc.) in vacated labs must be cleaned in accordance with Laboratory Checkout/Intent to Vacate Procedures

Contact EH&S
EHS@oregonstate.edu
(541) 737-2273