Checklist for Departing Researchers: Offboarding Departing Faculty

Prior to faculty members leaving Penn State, Department Heads (or their designee) should ensure that appropriate offices have been notified, that all protocols, grants, and contracts are transferred or terminated, and that all materials, data, and equipment have been disposed of in accordance with university policy. This checklist is provided to Department Heads to ensure an appropriate discussion is held on the relevant points for the protection of both the faculty member and the department. Faculty members, as a condition of accepting sponsored funding, agree to abide by all sponsor terms and conditions and applicable Penn State policies. See also the HR-mandated separation protocols identified in HR102. (Note: This checklist does not apply to ARL employees. ARL supervisors are responsible for completing an ARL Termination Check-out Form no later than the employee’s last day of employment.)
 

  1. (Yes/No) - Have you scheduled an off-boarding meeting with the departing faculty member at least four weeks prior to his or her departure? Click here for more information.
     
  2. (Yes/No) – Is the departing faculty member a PI or Co-PI on any sponsored funds?
    a. (Yes/No) – Have arrangements been made to transfer grants and contracts, as appropriate, to the faculty member’s new institution? Click here for more information.
    b. (Yes/No) – Have arrangements been made to ensure that all required reports and other deliverables will be completed on time and in accordance with contractual terms and conditions? Click here for more information.
     
  3. (Yes/No) – Have arrangements been made to transfer, archive, and/or delete all research data in accordance with Federal, sponsor, and university regulations? Click here for more information.
     
  4. (Yes/No) – Have arrangements been made to transfer, archive, and/or delete all other data (e.g., student records, E-mail, web pages, information technology accounts) in accordance with Penn State policy? Click here for more information.
     
  5. (Yes/No) – Have arrangements been made for appropriate disposition of all equipment and other tangible assets? Click here for more information.
     
  6. (Yes/No/Not Applicable) – Have arrangements been made to ensure that the departing faculty member’s lab space will be decommissioned in accordance with all applicable health and safety regulations? Click here for more information.
     
  7. (Yes/No/Not Applicable) - Have arrangements been made to close out or transfer all IRB protocols? Click here for more information.
     
  8. (Yes/No/Not Applicable) – If the departing faculty member has records listed in ClinicalTrials.gov, has a Federally-compliant records management plan been implemented? Click here for more information.
     
  9. (Yes/No/Not Applicable) – Have arrangements been made for the disposition of animal subjects and/or biohazardous materials? Click here for more information.
     
  10. (Yes/No/Not Applicable) – Have Material Transfer Agreements been put in place to cover the transfer of animals, biological materials, and other consumable research materials? Click here for more information.
     
  11. (Yes/No/Not Applicable) – Have appropriate arrangements been made to protect the interests of the departing faculty member’s graduate students, postdocs, and undergraduate research advisees? Click here for more information.
     
  12. (Yes/No/Not Applicable) – Have arrangements been made to discuss the status of the departing faculty member’s Intellectual Property? Click here for more information.