This article outlines the process for setting up agreement(s) to transfer tangible research materials and/or data when a Principal Investigator (PI) moves between institutions.

Outgoing Lab Move: PI is moving from UC San Diego to another institution
Incoming Lab Move: PI is moving to UC San Diego from another institution

If you plan to transfer any tangible research materials or data as part of a lab move, please follow the process below. Starting early is essential to ensure the necessary agreements are completed in a timely manner. Materials and data may not be transferred until all the necessary agreements are completed.

1. Determination of Materials/Data for transfer

   Determine which materials and/or data you want to transfer to your new institution. Complete the “Outgoing Lab Move Spreadsheet UCSD 2026 version.xlsx” in full and email it to: Sponsored Projects Office/Office of Contract & Grant Administration (SPO/OCGA), researchadmin@ucsd.edu AND Office of Innovation and Commercialization (OIC), mta@ucsd.edu 
   
   

   The spreadsheet includes instructions and examples. If you have any questions, email the offices above. Please note this spreadsheet is not mandatory but is provided as a tool to assist in a smoother lab move process.

2. Confirmation of Information
   SPO/OCGA and OIC will confirm receipt of your email, will review the informationprovided, and may request a Zoom meeting if clarification is necessary.
   
3. Kuali Submission Guidance
   SPO/OCGA and OIC will advise on any requests you need to submit in Kuali. Supporting documentation will need to be included in the Kuali request and may include original transfer documents and permission from any third-party providers.
4. Agreement Negotiation
   An Officer or Analyst in SPO/OCGA or OIC will work with the contracts office at your new institution to negotiate the agreement(s).
5. Transfer of materials/data
   Materials and/or data may only be transferred after all agreements are fully executed.

1. Determination of Materials/Data for transfer
   Determine which materials and/or data you want to transfer to UCSD. Complete the “Incoming Lab Move Spreadsheet UCSD 2026 version.xlsx” in full and email it to: Sponsored Projects Office/Office of Contract & Grant Administration (SPO/OCGA), researchadmin@ucsd.edu 
   
   The spreadsheet has instructions and examples. This spreadsheet is not mandatory but is provided as a tool to assist in a smoother lab move process. If your current institution has its own spreadsheet, you may provide that instead, provided all the necessary information is included. If you have any questions email SPO/OCGA.
2. Confirmation of Information
   SPO/OCGA will confirm receipt of your email, will review the information provided, and may request a Zoom meeting if clarification is necessary.
3. Kuali Submission Guidance
   Once you have your UCSD login credentials, SPO/OCGA will advise which requests to submit in Kuali. (If there is need to complete agreements prior to you obtaining your login credentials, work with your department to determine who will submit the requests on your behalf.) You will need to upload draft agreement(s) from your current institution or any third-party providers requiring an agreement with UCSD.
4. Agreement Negotiation
   An Officer in SPO/OCGA will coordinate with your former institution’s contracts office to negotiate the agreement(s).
5. Transfer of Materials/Data
   Materials and/or data may only be transferred to your new UCSD lab after all agreement are fully executed.

• THE LAB MOVE PROCESS CAN TAKE TIME. Begin as early as possible to avoid delays.
• Questions should be directed to researchadmin@ucsd.edu, with the subject line: LAB MOVE MTA/DUA QUESTION.