Change PI

During the life of an award, there are situations that may require a change of the designated PI.  A change in PI may be requested for any of the following reasons:

  • The PI transfers to industry or to another institution and is ineligible to continue the project.
  • The PI transfers to another university that is ineligible to receive funds.
  • Untimely death, serious illness, or injury renders the PI unable to continue work on the project.
  • Change in the percentage of effort available by the PI to work on the project.
  • Long-term absence of the PI from the university or project for more than 3 months (e.g., sabbatical or military leave).
  • Other circumstances determined by the University that necessitate a change in PI.

To request a change in PI, Federal sponsors require notification, in writing, to the Program Officer (PO) and Grants Management Specialist (GMS) from an Authorized Official (AO) in OSP. Some sponsors require a letter from the current PI with OSP co-signing. Other sponsors, especially Federal sponsors, may require submission of a formal request through their online portal. This request includes a justification for the change, the name of both the current and proposed PI, credentials for the proposed PI, and other information specific to the sponsor and project. Most sponsors will require assurance that the original scope of work and deliverables will remain unchanged. Review the terms of the award or sponsor’s policies for additional guidance of specific prior approval requirements. 

While some non-federal sponsors may not require formal approval for a PI Change, best practices require that the sponsor be notified of changes to key personnel.

Requesting a PI Change

To initiate a PI Change, a Change PI request must be entered in GMAS. Enter the required information before locking and routing.

Information Needed:

  • Name of both current and proposed PI
  • Biographical sketch of the proposed new PI, including other sources of support, and certification of human subjects training if the proposed new PI will be working with human subjects
  • The effective date of the requested change
  • Level of effort for the new PI
  • Justification for the change
  • Signed letter by both current and proposed PIs, if required
  • Assurance that the scope of work and deliverables will be maintained, or any proposed changes
  • Sponsor contact information, if applicable
  • Other information as required by the sponsor, department or University

 

PI Change Request Roles and Responsibilities

  • The department is responsible for entering a Change PI request in GMAS.
  • The OSP Central Administrator reviews the request and submits it to the sponsor.
  • If the PI Change is approved, sponsor documentation is required and OSP logs the notice to the PI Change request in GMAS.
  • The OSP Awards Management and Operations team completes the revision in GMAS, generating an action memo that is sent to those listed on the Administrative Team.