NIH/DHHS Change of Grantee Institution - Transfer a Grant to the University of Kansas Medical Center Research Institute, Inc. (KUMCRI)

Steps to transfer an NIH/DHHS grant(s) to the University of Kansas Medical Center Research Institute, Inc. (KUMCRI)

1. Before we can submit the transfer application from KUMCRI, the relinquishing (your previous)  institution will have to relinquish your grant.  They will have to process and send the Official Statement Relinquishing Interests and Rights in a Public Health Research Grant (PHS 3734) and the Final Invention Statement (HHS 568) forms to NIH.  Please ask your research office contact at the relinquishing institution to fax a copy of these forms to me (913.588.3225) when they are completed.
   
   A Final Financial Status Report (FSR) will be due at NIH from the relinquishing organization within 90 days of the end of the NIH support.  Ask your contact at the relinquishing institution to be sure the carryover dollars are noted on the FSR.  If the carryover dollars are not included, an official letter signed by our institutional official will have to be submitted to NIH requesting these funds.  This may cause a delay in receiving the carryover funds at KUMCRI. 
2. Be sure and check with the Grant Management Specialist on your grant regarding supplemental instructions for the transfer.  If there are supplemental instructions, please send a copy to me.
3. If the original award was the result of a modular application, modular procedures apply to the request for change of grantee.  Per the NIH Grant Policy Statement, once your previous institution has relinquished the grant, the following paperwork will need to be submitted to NIH by KUMCRI (NIH forms).
   1. KUMCRI Face Page
   2. Budget pages (current and future years) (Under awards resulting from modular applications, the application should include narrative budget information, including total direct and F&A costs for the current budget period (Form Page 4) and, if future budget periods remain, information about the number of modules and the basis for computing F&A costs for all future years)  Non-Modular Format / Modular Format
   3. Updated biographical sketches for the PI and existing key personnel and biographical sketches for any proposed new key personnel
   4. Statement indicating whether the overall research plans/aims have changed from the original submission, and, if so, providing updated information
   5. Updated “other support” page(s) for PI and Key Personnel, if necessary
   6. Resources page
   7. Checklist page
   8. Certification of IRB/IACUC approval, if applicable
   9. Detailed list of any equipment purchased with grant funds being transferred to the new organization (inclusion of this list in the transfer application from the new organization indicates its acceptance of title to that equipment).
4. Once you know if there are supplemental instructions, I would recommend you complete all of the above paperwork (other than the budget) for each application you are transferring as soon as possible.  If these forms are completed early in the process, it will shorten the time between receipt of the relinquishment form and submission of your transfer application to the Grant Management Officer (GMO).
5. If your research project involves animals or human subjects, you need to obtain IRB approval at this time.
6. When all of the above paperwork is ready, if you would like me to do a pre-review of your application, please contact me.
7. When I receive the fax of the relinquishment form from the original institution, I will contact you.
8. When you have a complete (final) application, please bring the following to me:
   1. the original and 2 copies of the application
   2. the internal checklist
   3. the KUMC institutional biosafety form (IRSC 01-10/00)
   4. a copy of the IRB/IACUC approval
9. I will do a final review, obtain institutional sign-off by our Authorized Institutional Official, and return the original to you for mailing to the GMO at NIH.

If I am not available for questions or assistance, please contact Mei-Shya Chen at 913.588.1259 or mchen@kumc.edu.

Thank you.  Vickie

Contact information:

Vickie S. Eaton
Pre-Award Grant Specialist
Sponsored Programs Administration
MSN 1039
6014 Wescoe
Phone:  913.588.1239
Fax:  913.588.3225
E-mail:  veaton@kumc.edu, spa@kumc.edu

Complete NIH guidelines are located in the NIH Grants Policy Statement (12/03)