As research administrators, you play a vital role in ensuring the smooth management of sponsored projects at Rice University. When a faculty member decides to leave the institution, it is crucial to notify both Research and Cost Accounting (RCA) and the Office of Sponsored Projects (OSP) as soon as possible. This early communication allows us to properly manage the relinquishment, closure, or transfer of awards, ensuring compliance with sponsor and university requirements.
Why Early Notification Matters:
- Award Transfers or Relinquishments – Some awards may need to be transferred to the faculty member’s new institution or officially relinquished to the sponsor. This process takes time and requires coordination.
- Final Invoicing & Financial Reporting – RCA must ensure all allowable expenses are recorded, final invoices are submitted, and financial reports are completed in accordance with sponsor deadlines.
- Effort Certification & Payroll Adjustments – Proper documentation and certification of faculty effort must be finalized before departure to ensure compliance with federal and institutional guidelines.
How You Can Help: If you become aware that a faculty member is planning to leave Rice, please promptly notify both RCA and OSP. This proactive approach allows us to:
- Assess the status of existing awards and determine next steps
- Coordinate with sponsors on award relinquishment or transfer requirements
- Ensure timely and accurate financial reconciliation and reporting
- Address any outstanding compliance matters, including effort certification
Your partnership is invaluable in maintaining the integrity of Rice’s research enterprise. By working together, we can ensure a seamless transition for departing faculty and uphold our commitment to responsible research administration.
If you have any questions or need guidance on this process, please reach out to RCA and OSP. We appreciate your diligence and cooperation!
