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Research Operations Office

 

The Research Operations Office will try to make the process of transferring your grant as smooth and speedy as possible. The procedures for transferring grants between institutions can involve significant amounts of both time and administration; we aim to minimise delay and to handle the administration on your behalf.

Whether you are transferring into or out of the University of Cambridge, we would urge you to contact us as soon as you know that you will be moving.

Below gives you the key information that you will need, but we are happy to advise on your individual circumstances.

Step-by-step a summary of the main stages in the transfer process
Transferring a grant into the University a summary of the procedures if you are joining Cambridge
Transferring a grant out of the University a summary of the procedures if you are leaving Cambridge
Intellectual Property (IP) and transfers an explanation of how we can help you protect your IP
Contractual issues guidance on transferring grants where a contract or consortium is involved

 

Step-by-step

In our experience, transfers can take up to two months depending on the sponsor, and even longer if the grant is complicated (e.g. staff retention/relocation, equipment and IP). You should prepare for a wait of three to four months before the funds reach your new University.

Your new department will be able to advise on the possibility of bridge funding to ensure that you are able to continue your research while waiting for the transfer.

Please note that the following key steps relate primarily to the transfer of research grants that have set Terms and Conditions; the transfer of research contracts, whose terms require specific agreement of the parties concerned, may take fewer steps because the execution of the agreement itself will serve as confirmation of budgets and acceptance of transfer.

Here are the key steps in the process

1. Notify all parties involved of your intention to transfer your award and offer a proposed date for the transfer to become effective. It may be possible to organise some bridge funding at this stage from your new institution.

2. There may be forms for completion at this stage. The sponsor will let you know what is required when you contact them.

3. The institutions involved will need to contact each other and exchange any necessary paperwork.

4. You will need to confirm any arrangements for staff and equipment on the award.

5. The legal or contracts teams at each institution will liaise with you over any IP issues that will need to be resolved prior to transfer.

6. All forms will be completed and returned to the sponsor.

7. The sponsor will request a final expenditure statement or closing budget that may also need to be reviewed and confirmed by your new institution.

8. The sponsor will re-announce the award, usually in the form of a revised award letter addressed to the new institution.

9. The transfer is complete and the funds are available in your new institution.

IP and contractual issues

In both transfers in and transfers out of Cambridge, it is sensible to document any IP created while at your former institution so as to avoid future ambiguity over ownership. Please send a list of such IP to the Research Operations Offices of both institutions.

It is also important to ensure that your former institution liaises with sponsors and collaborators on existing research agreements to transfer the agreement to your new institution. For transfers out of Cambridge, please contact the Contract Manager for the relevant team as early as possible.

Need further information?

Please contact the Research Support Advisor in your School Team.

Need further information?