Transfer of Property to Other Institutions
The Ohio State University's ability to conduct research programs depends, in part, on access to research equipment obtained through sponsored agreements. Therefore, it is not always possible to release property to another institution when a principal investigator transfers. In exceptional cases, specialized items of research property may be essential to the continuation of a principal investigator's research program at his/her new institution and such property may be authorized for transfer if not required by Ohio State for other projects and if approved by the sponsor.
To initiate the transfer process, the principal investigator first contacts Office of Sponsored Programs Procurement to obtain a list of all property purchased with grant funds. The principal investigator selects those items to be transferred and obtains approval from his/her department or college to make the transfer. Arrangements should be made with the new institution for the physical transfer of authorized property. The next steps depend on the status of the project (see transfer guidelines below).
Any principal investigator considering transferring a project or equipment to a new institution is encouraged to discuss the matter with the assigned sponsored program officer.
Transfer of Equipment on Active Projects
The principal investigator must submit a letter of request to the department chair and dean which includes:
- the purpose of the transfer
- the name of the intended receiving institution
- the name and address of the property administrator at the new institution
- a Office of Sponsored Programs "Property Status Change Form" (form PR-036) for all Office of Sponsored Programs tagged equipment
- a proposal for compensation to other contributors if any of the items were acquired with funding from multiple accounts
Once approved by the department chair and dean, the request is forwarded to the Office of Sponsored Program's property administrator for processing. Transfer of equipment or property on an active grant or contract must be approved in writing by the sponsoring agency. The Office of Sponsored Programs property administrator will alert the property administrator at the receiving institution of the pending transfer and request written acknowledgement of the transfer and the institution's willingness to provide relief of accountability for the items. The principal investigator makes arrangements with the receiving institution for the physical transfer of authorized property.
Transfer of Equipment on Inactive Projects
The principal investigator must submit a letter of request to the department chair and dean which includes:
- the purpose of the transfer
- the name of the intended receiving institution
- the name and address of the property administrator at the new institution
- a "Release of Surplus Property" form for all Office of Sponsored Programs tagged equipment
- a negotiated proposal for university compensation from the receiving institution or request for donation to the receiving institution that has been approved by the department chair and dean
Once approved by the department chair and dean, the request is then forwarded to the Office of Sponsored Programs property administrator who will secure Office of Sponsored Programs approval before forwarding the request to the office of Surplus Materials Disposal. Surplus Materials Disposal will review the proposed offer of compensation or request for donation for final approval and processing. The principal investigator is responsible for making arrangements with the receiving institution for the authorized physical transfer of equipment.
