|
THE OFFICE OF RESEARCH
RESEARCH INVESTIGATOR HANDBOOK
6. LEAVING OR TRANSFERRING FUNDS/SPECIMENS
OUTSIDE UCSF
• Process for Closing Research Programs
• Closing the Laboratory
• Working with the Department
• Disposing of Hazardous Materials
• Managing Laboratory Equipment and Supplies
• Working with Moving Services
• Closing Animal Research Studies
• Closing Human Research Studies
• Transfer of Biological Specimens and Protocols to another Institution
• Closing Fund Accounts, Grants, and Contracts
• Transfer of Grants to
another Institution
Process for
Closing Research Programs
If you decide to close your research projects or your
faculty appointment has ended, you must notify the
appropriate UCSF administrative and regulatory
groups.
You must carefully coordinate with laboratory
safety, laboratory staff, and regulatory committees
to close your approved protocols and
funding accounts. Work with your Department and your
Department Safety Advisor (DSA) to create a checklist
covering everything needed to properly
close laboratory spaces, office spaces, research
protocols, and funding accounts.
Do not assume that your approvals and
accounts will automatically close when you leave!
For example, just closing your laboratory may require coordinating the:
| • |
Removal and/or transer of inventories (chemical, animal, etc) to other investigators or institutions, |
|
| • |
Waste disposal, |
|
|
| • |
Surveys and decontamination of lab areas and equipment, |
|
|
| • |
Removal of hazardous materials signs, postings, and labels, |
|
|
| • |
Clearance of phyical space, |
|
|
| • |
Retiring active protocols (RUA, BUA, CSA, etc), |
|
|
| • |
Transfer of students to other faculty, |
|
|
| • |
Meeting the ethical and regulatory requirements for closure of animal and human subjects research, |
|
|
•
|
Coordinating shut down of phone, email, IT, web services, and turning in keys, proximity cards, and ID cards to your Department. |
In this example,
you would need to communicate and coordinate with your
DSA, the OEH&S,
the technical committees, IACUC, LARC, CHR, OTM, and
your Department who will then work with your funding
agencies and sponsors.
Top of page
Closing the Laboratory
As the PI, you are responsible for the clearance of your laboratory
and the proper disposal of any remaining materials. Specific safety and
hazardous materials containment includes:
| • |
Decontamination, |
|
|
| • |
Waste disposal, |
|
|
| • |
Equipment decontamination, |
|
|
| • |
Equipment transport, and |
|
|
•
|
Any potential transport of hazardous
materials to another site. |
Notify your Department
Safety Advisor (DSA) from
the Office of Environmental Health and Safety (OEH&S) as soon as
you know when you will be leaving. They will work
with you to ensure that appropriate methods are used
to clear your laboratory space. OEH&S will inspect your laboratory
space for proper clearance.
Specific forms, guidelines, and services for closing your laboratory
at UCSF include:
| • |
Working with your Department: |
| |
• |
Your payroll and your staff’s
payroll closeout, |
| |
• |
Keys, email, identification/proximity
cards, space closeout procedures, |
| |
• |
Closure of your fund accounts,
and |
| |
• |
General moving guidance and
coordination. |
|
| • |
Disposing of Hazardous
Materials (website of OEH&S forms) |
| |
• |
Call OEH&S for chemical and medical waste disposal: 476-1771 for Parnassus, 514-4107 at Mission Bay, and 502-1129 for Mt. Zion |
| |
• |
Controlled Substance Disposal
Form |
| |
• |
Laboratory
Clean Out (Project) Request (chemicals) |
| |
• |
Radioactive Material Transfer
Form (RSM CHapter 6 Section H) |
| |
• |
Radioactive Waste Disposal Form |
| |
• |
Hazardous Materials Management Program |
|
| • |
Managing
Laboratory Equipment and Supplies: |
| |
• |
All equipment must be decontaminated prior to transport, surplus, or disposal |
| |
• |
Compressed
gas cylinders (arrange
for pickup of campus cylinders) |
| |
• |
Recycling (standard paper, glass,
and plastic recycling) |
| |
• |
SEP (Surplus Equipment Program) – usable
equipment donated to local high
schools |
|
| • |
Working
with Moving Services: |
| |
• |
General
Moving Services (discounts
for moving to and from UCSF) |
|
•
|
Laboratory and equipment services:
check with your Department |
Top of page
Closing out Animal Research Studies
The first thing to do when closing out your animal studies is to make
arrangements with LARC for the welfare of your animals. Call the LARC
business office at 476-2204 to find outif you have animals currently being housed under this protocol. If so, you will need to transfer these animals to one of the following:
| • |
Another PI at UCSF; |
| • |
You or another
PI at another institution; or |
•
|
LARC. |
In order to transfer the animals, please complete
and submit for processing the Animal
Transfer Form which you can find on the IACUC website.
Secondly,
| • |
f your are retiring your study, please send written confirmation to the IACUC via e-mail to iacuc@ucsf.edu or via hardcopy to the IACUC at Box 0547 that you will be leaving the University and will be retiring your study. If you have questions, call the IACUC Office at 476-2197. |
|
•
|
If you are transferring a protocol or protocols to another PI, you must write and personally sign a letter to the IACUC stating that you will be transferring your protocol(s). This letter must be co-signed by the PI who will be assuming the responsibilities for your protocol(s). Send via e-mail to iacuc@ucsf.edu or via hardcopy to the IACUC at Box 0547. If you have questions, call the IACUC Office at (415) 476-2197.. |
Top of page
Closing Human
Research Studies
The first thing to do when closing your human
research studies is to consider what is needed for
the safety and well being of the human subjects.
If human subjects are enrolled in the study, then you
will either need to transfer the study to
another PI or ask for CHR approval for a plan to take
the subjects off the study. If you are using human
data or biological specimens, then you need to make
arrangements either to retire the study or transfer
the data or materials.
| • |
To close the
study: |
| |
• |
Complete
all procedures, including all necessary follow-ups
for subject
safety. |
| |
• |
Please notify
the CHR by telephone (476-1814) by e-mail at chr@ucsf.edu or
by
letter that you will be retiring your study.
You can also use the Status
Report
Form to do this. |
| |
• |
Work with your department or
unit to make sure the signed consent forms and
any adverse event reports are available in case
Legal Counsel needs them for audits. CHR maintains
copies of CHR-approved applications, but does not
keep individual subject information. |
|
|
| • |
To transfer
the study to another PI at UCSF: |
| |
• |
As the current CHR-approved
PI, you must submit a letter signed by
you to the
CHR requesting that the study be transferred to
another PI. |
| |
• |
Include with this letter a
modification request that includes a revised
CHR
Cover Page and revised recruitment and consent documents, if any of these list
your name. Be sure to delete your name and include the name of the new PI where
appropriate. Please refer to the information about Modifications for details. |
| |
| • |
To take
data or biological specimens with you, for
studies that do not have subjects enrolled and
if all
follow-up has been completed: |
| |
• |
Make arrangements for the appropriate
IRB approvals at your next institution or company
and, |
| |
• |
Complete a Material
Transfer Request Form to transfer human biological
specimens (such as tissue, DNA, blood, serum). |
| |
| • |
To close the study
completely and not keep any data or materials,
simply notify the CHR by
telephone (476-1814), by e-mail at chr@ucsf.edu or
by letter that you will be retiring your study.
You can also use the Status
Report Form to do this. |
|
|
|
|
Top of page
Transfer of Biological Specimens/Protocols to another Institution
The University of California has ownership of
any materials received or developed while you were
employed at UCSF. Therefore, any transfer
of human or research biological specimens require that
a Materials Transfer Agreement be used when shipping
specimens. There are also procedures
for transferring your current animal or human subjects
research protocols to other institutions:
Top of page
Closing Fund
Accounts, Grants, and Contracts?
Funding agencies and UCSF policies requires
that your final project report be filed in a timely
manner in order to close out accounts. Your
accounts do not automatically close when the
grant expires, when you run out of money, or leave
UCSF. Your department will coordinate the
closing of specific fund accounts with the various
units of the Office of Sponsored Research and the Controller's Office once they
have received the
final project reports
from you.
Top of page
Transfer
of Grants to another Institution
Government and nonprofit grants can be transferred
outside of UCSF but the Sponsor, your Department Chair,
the Dean, and Contracts and Grants must approve the transfer.
There are strict guidelines imposed by both funding agencies
and the university to document the transfer of funds,
Note: Industry clinical trial balances and
gift balances stay within your department. To request
transfer of funds:
|
