Leaving ISMMS | Research Roadmap
Basic Science Research
Basic Science
Transferring To ISMMS
Leaving ISMMS
Central Resources
Funding Resources
Training
ISMMS Approvals Needed for Research
Technology Commercialization
Agreement Navigator
Grant Applications and Proposals
Budget Development
Grant Submission Process
Annual Report of Outside Relationships (eDMS Disclosure Profile)
Triggering Event (TE)
FCOIR – Research Trigger Form (project-specific form)
Start GCO Application
GCO & Extramural Submission
Regulatory Requirements
IRB and IACUC Approvals – When Do You Need to Submit?
IACUC Submission & Protocol Management
Institutional Biosafety Committee Submission
IRB Submission
Grant Setup, Management & Closeout
Award Setup
Award Management
Award Closeout
Study Management
Study Closeout
Publications
Data Management
Basic Science
Transferring To ISMMS
Leaving ISMMS
Central Resources
Funding Resources
Training
ISMMS Approvals Needed for Research
Technology Commercialization
Agreement Navigator
Grant Applications and Proposals
Budget Development
Grant Submission Process
Annual Report of Outside Relationships (eDMS Disclosure Profile)
Triggering Event (TE)
FCOIR – Research Trigger Form (project-specific form)
Start GCO Application
GCO & Extramural Submission
Regulatory Requirements
IRB and IACUC Approvals – When Do You Need to Submit?
IACUC Submission & Protocol Management
Institutional Biosafety Committee Submission
IRB Submission
Grant Setup, Management & Closeout
Award Setup
Award Management
Award Closeout
Study Management
Study Closeout
Publications
Data Management
Leaving ISMMS
Exit Process
Principal Investigators (PIs) with active research projects who end their employment with ISMMS, whether through resignation, retirement or termination must complete the
PI Exit Checklist
and submit it to Sponsored Projects Finance (SPF). Refer to the PI Exit Checklist as well as the information on this page for the close out and/or transfer process.
Formal Written Notification
Formal written notification is required at least 6-weeks prior to the intended departure date.
Transferring Research Funds
Grants and Awards
All federal awards/grants are awarded to the ISMMS, not directly to the Principal Investigator (PI). The policies and procedures for transferring a project/grant or award to another PI or institution vary from funding agency to funding agency. Principal Investigators leaving ISMMS must contact their assigned
GCO Grants Specialist
for assistance in transferring or terminating grants/awards. It is recommended that principal investigators begin the transfer process at least 60 days in advance of their departure.
Subcontracts/Subawards
Refer to the guidelines outlined in the PI Exit Checklist.
Industry Sponsored Research
Investigators are required to consult industry sponsors as they have final approval over a change of PI and/or institution. Since the contract is with ISMMS, when a PI leaves the institution, an amendment to the contract will need to be executed for a PI change or termination of the study. Amendments to Clinical Trial Agreements handled by FACTS should be submitted through
MediTract
Human Subject Research Transfer Process
IRB
Refer to the guidelines outlined in the PI Exit Checklist.
Transferring Human Subject Research Data
Consult with PPHS (212-824-8200) regarding the HIPAA requirements for the transfer of human subject research data. Please see
Transferring Materials, Samples and Data
below for additional instructions applicable to all forms of data.
Transferring Human Subject Specimens
Consult with
MSIP
regarding a MTA for the transfer of human biological specimens/samples which includes blood, tissue, urine, saliva, RNA/DNA etc. Approval for such transfer must be provided by
PPHS
prior to any transfer of human subject specimens.
ClinicalTrials.gov Records
Principal Investigators who are the record owner of studies registered on ClinicalTrials.gov, must notify ORS in order to transfer, complete or terminate ClinicalTrials.gov study records. Click
here
to notify the ORS.
IND/IDE Sponsors
Principal Investigators who are the sponsor of an IND or IDE application can reach out to the
ORS
for guidance.
Investigational Drug Service (IDS)
The transfer of investigational products (e.g. drugs, biologics, etc.) must have written approval from the sponsor and the IRB, along with proper temperature control and monitoring during transport. Contact Ivy Cohen (non-oncology clinical trials) at (212) 241-2493 or Grace Jiang (oncology clinical trials) at (212) 824-8820 for more information.
In Vivo Research Transfer Process
Institutional Animal Care and Use Committee (IACUC)
Investigators with animal protocols MUST develop a transition plan with IACUC,
GCO
CCMS
and
SPA
to close the protocol, or transfer the protocol to another ISMMS Investigator via an amendment. For more information, contact
IACUC
Center for Comparative Medicine and Surgery (CCMS)
Investigators with animals MUST develop a transition plan with
CCMS
to ensure that all colonies and charges are adequately addressed. Contact the CCMS Import/Export Coordinator at (212) 241-4297 to initiate the transfer of animals to the new institution, or to another investigator at ISMMS. To schedule a consult or for other inquiries, contact (212) 241-3008.
Material Transfer Agreements (MTA)
Principal Investigators who will transfer materials (e.g., human, animal, cell lines compounds, and other biological materials) and/or data  must complete a Material Transfer Agreement. For more information, contact
Mount Sinai Innovation Partners
(MSIP).
Grants and Contracts Office (GCO)
Investigators with animals MUST
develop a transition plan with GCO to ensure that all charges are adequately addressed. Contact the GCO office at (212) 824-8300 for assistance with closing out and transferring grants.
Finance Department
Investigators with animals MUST develop a transition plan with GCO to ensure that all charges are adequately addressed. Contact the Finance Department at (646) 605-4023 for assistance with closing out all grants and associated fund accounts.
Transferring Materials, Samples and Data
Research material, samples and data may be transferred to an outside institution but must only be transferred under a Material Transfer Agreement (MTA) and/or a Data Transfer Use Agreement (DTUA). A new MTA or DTUA is required for the transfer and use of Mount Sinai materials, samples, or data to a third party.
Consult with
Mount Sinai Innovation Partners (MSIP)
regarding the requirements specific to your research. Principal Investigators should also consult with the
Grants and Contract Office (GCO)
regarding the terms of ownership and use in cases where the data was received from a third party via a DTUA negotiated by the GCO.
Laboratory Close-out
Refer to the Laboratory Close-out Procedures section of the
Institutional Biological Safety Manual
, for laboratory closure and decommissioning guidelines. Mount Sinai follows the principles of "cradle to grave" management for all research laboratory materials. As such, laboratories working with radioactive material, chemicals, hazardous material, recombinant DNA, biological specimens are required to notify appropriate departments well in advance of the transfer from ISMMS (listed below) and are financially responsible for ensuring the safe disposal of all materials.
Contacts:
Chemicals and other Hazardous Materials: Contact the Chemical Hygiene Officer at
AskEHS@mssm.edu
Biological Materials: Contact the Biosafety Officer at
biosafety-program@mssm.edu
Radioactive Materials:  Authorized users of radioactive materials who are leaving the institution are required request termination of the permit to the Radiation Safety Office in writing. Refer to the procedures outlined in the
Radiation Safety Office Policy & Procedures Manual
Electronic Waste–
#ehswaste@mountsinai.org
Unwanted furniture or office supplies:
buildingservices@mountsinai.org
For questions regarding the safe disposal of waste not capture on this list, please contact EH&S:
AskEHS@mssm.edu
Transferring Equipment
Principal Investigators transferring assets from ISMMS to another institution are required to follow the procedures outlined in the
Financial Memorandum No.101A
and the
Finance Policy on Fixed Asset Control
All equipment sent to another facility must be decontaminated. Contact the Biosafety and/or Radiation Safety Officer, and complete
Form BSO2-Certificate of Decontamination.
For complete step-by-step guidance, refer to the PI Exit Checklist.
Questions - Contact the
Sponsored Projects Finance Department
at (646) 605-4023.
Transferring Hazardous Materials
For biologicals, including select agents, the PIs should contact the Biosafety Program at
biosafety-program@mssm.edu
Intellectual Property
Investigators with patents, patents pending, copyrights, license agreements, etc. should contact
Mount Sinai Innovation Partners (MSIP)
Data Retention Policy
Refer to the
Data Retention Policy
in the Faculty Handbook.
Find a Researcher & Research Topics
Resources
NIH Grants Policy Statement (8.1.2.7
) – Change of Recipient Organization
National Science Foundation (NSF) (312.8)
– Disposition of a Grant When a PI/PD Transfers from One Organization to Another Organization
Research 411 Portal
Still Need Help?
Submit Request