Research and Innovation Services


Transferring awards from UCL

Find information on transferring an Award from UCL to another institution.

When seeking to transfer an award from UCL it is important to contact Award Services as soon as possible. To transfer an award the following information is needed:

  • Permission from the funder for the transfer
  • The UCL Head of Department acceptance to relinquish the award
  • Confirmation of acceptance from the receiving organisations.

The time taken to transfer an award depends on the funder and the complexity of the transfer (e.g., staff retention/relocation, equipment transfers, intellectual property considerations). Depending on the funder and whether the project has been awarded via a sub-contract several permissions are required before a transfer can take place.

In some instances a novation agreement will be required to replace one institution with another or, for example, with Research Councils, an award will be terminated at the existing institution and a new award letter issued to the new institution.

Key steps in the process

The following key steps relate primarily to the transfer of research grants with set terms and conditions The transfer of research contracts, whose terms require specific agreement of the parties concerned, can take longer.

  • The funder’s approval needs to be obtained, they will outline their requirements at this stage
  • The institutions involved will exchange any necessary paperwork
  • Discussions regarding the arrangements for staff and equipment on the award should be initiated as early as possible.
  • The contracts team at each institution will liaise over any contractual issues that may need to be resolved before the transfer.
  • The funder will request a final expenditure statement or invoice
  • The funder may re-announce the award, usually in the form of a revised award letter or contract.

All parties should be involved in the intended award transfer as soon as possible and the proposed effective date agreed.

As soon as you know you will be transferring your award, you should contact the following people:

  • Your research funder to obtain agreement
  • Your current department who will advise of any specific internal requirements
  • Your new department at your new university
  • Your designated Award Services Post-Award Research Finance Administrator, who will manage the transfer
  • Your Contracts Manager, who will manage any contractual issues relating to the transfer
  • Any staff employed on the project – contact Human Resources for assistance if staff are going to transfer with you, or will need alternative employment once the project is transferred.

As funder requirements vary you should follow the funder’s transfer guidelines along with UCL’s transfer process.

Transferring awards to UCL from another institution

If you are transferring a grant to UCL see Award Transfers to UCL.