Who can sign to transfer a project?

Authorized institutional representatives must sign; the PI's signature alone may not transfer contractual obligations. Verify delegated signing authority in institutional policy and grant terms.

Is an eSignature legally binding?

Yes in most cases under the ESIGN Act (15 U.S.C. ch. 96) and state UETA rules; exceptions include certain testamentary documents and specific court filings.

Do I need IRB approval before moving data?

Yes. Amend or transfer the protocol per IRB requirements before data transfer to avoid noncompliance with human subjects protections.

When is notarization required?

Notarization is required where the receiving or origin institution or state law demands notarized acknowledgements; check state or institutional rules for signature authentication.

How is patient or subject data protected during transfer?

Use encryption in transit and at rest, signed data use agreements, and, when applicable, a HIPAA-compliant BAA per 45 CFR §164.530(j).

Can I amend the form after signatures?

Yes, but amendments typically require the same signing sequence and documentation as the original transfer; record the amendment and retain both versions for audits.

Electronic Signature
Templates
Miscellaneous
Research Project Move Form

Research Project Move Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

RESEARCH PROJECT MOVE FORM

Parties and Recitals

Project Lead: Department / Unit:

Receiving Department: Facilities Contact:

WHEREAS, the Project Lead is responsible for the research project titled "" bearing Project ID: ; and

WHEREAS, the parties desire to relocate ongoing research activities, equipment, and associated materials from the current location to the receiving location described below under the terms and conditions set forth in this form; and

WHEREAS, the parties acknowledge that the move may implicate regulatory, safety, funding, and intellectual property obligations and agree to cooperate to effect an orderly transfer consistent with applicable institutional policies and applicable law.

Project and Location Details

Current Location Proposed New Location

Proposed Move Date: Estimated Downtime (hours):

Scope of Work

Describe the scope and steps required to complete the move, including packing, lab shutdown/startup activities, specialized handling, and any subcontracted services.

Inventory and Special Handling

Provide an itemized list of major equipment, hazardous materials, biological agents, and any items requiring special permits or handling. Attach supporting inventories if necessary.

Responsible Parties and Contacts

Project Lead Contact Facilities Contact

Payment Terms and Cost Allocation

Total Estimated Move Cost: $ Fund/Account Number:

Payment Schedule and Responsibility

Late Payment Fee (if applicable):

Approvals and Compliance

Required approvals (check all that apply):

Biosafety / Institutional Biosafety Committee Radiation Safety Chemical Safety IT / Network Services

Additional required approvals or permits:

Term and Termination

Effective Start Date: Expected Completion Date:

Either party may terminate this project move plan for material breach or upon days written notice to the other party. Termination shall not relieve the party of obligations accrued prior to termination, including payment for services rendered and costs incurred.

Confidentiality

Each party shall maintain the confidentiality of proprietary research data, trade secrets, and personally identifiable information encountered in connection with the move. Confidential information shall not be disclosed to third parties except as required by law or with the prior written consent of the disclosing party. Reasonable safeguards shall be applied to prevent unauthorized access during packing, transport, and setup.

Governing Law and Entire Agreement

This form and the obligations created herein shall be governed by the laws of the state in which the receiving location is situated, without regard to principles of conflict of laws. This document constitutes the entire agreement between the parties with respect to the research project move and supersedes prior oral and written communications on this subject. Any amendment must be in writing and signed by authorized representatives of both parties.

Certifications and Representations

By signing below, each party certifies that it has authority to enter into this agreement, that information provided in this form is true and accurate to the best of its knowledge, and that it will comply with all applicable laws, regulations, and institutional policies in performing its obligations under this form.

Project Lead (Printed Name):

By:

Date:

Receiving Department Representative (Printed Name):

By:

Date:

What the Research Project Move Form Is

The Research Project Move Form documents the transfer of a research project, including personnel, data, materials, funding, and institutional responsibilities. It records the parties involved, key dates, sponsor notifications, intellectual property assignments, required approvals (IRB, grants office), and any equipment or biospecimen transfers necessary to effect the move while preserving regulatory compliance and sponsor terms.

Why a Clear Move Form Matters

A complete Research Project Move Form minimizes administrative delays, protects human-subjects protections and data privacy, preserves funding continuity, and documents transfer of obligations between institutions under grants and contracts.

Typical Users and Responsibilities

Multiple stakeholders complete or review the form to confirm approvals, funding transfer, and compliance requirements before the move.

Principal investigator or project lead: submits form, confirms resource needs, and signs to transfer project oversight.
Institutional official (grants/contracts/technology transfer): verifies sponsor consent, budget adjustments, and IP assignments.
Research compliance officer or IRB liaison: confirms IRB approvals, data transfer agreements, and privacy safeguards.

Use institutional routing rules to ensure each role signs in the correct order and that required attachments are included before submission.

Step-by-step process to complete and route the form

Follow these sequential steps to prepare the form, obtain approvals, and finalize the transfer with minimal rework.

01

Prepare: Collect grant, IRB, and equipment inventories for attachments.
02

Route for Approvals: Send to PI, grants office, IRB liaison, and TTO in role order.
03

Obtain Sponsor Consent: Notify sponsor as required and attach written approvals.
04

Finalize: Confirm signatures, update records, and archive executed form.

How to set up a digital routing workflow

Configure a consistent digital workflow that enforces signer order, required fields, and attachment checks to prevent incomplete submissions.

Field	Configuration
Signer Order	PI → Grants Office → IRB → Receiving Official
Required Attachments	Grant award, IRB approval, equipment list
Authentication	Email link with optional SMS code
Retention Setting	Archival copy saved to institutional records system

Typical electronic submission flow

An electronic workflow reduces handoffs and centralizes audit evidence for each step of the move.

Upload: Origin uploads form and attachments.
Place Fields: Assign signature, date, and checkbox fields.
Send: Route using role-based signer order.
Complete: Signed copies and audit trail are stored.

Technical considerations for eSubmission and eSigning

Choose a platform that supports enforceable electronic signatures, secure storage, and institution-level access controls.

Document formats: PDF and DOCX support
Integrations: Connectors to Google Workspace, Microsoft 365, and institutional repositories
Authentication: Email links, SMS codes, or stronger 2FA

Ensure the platform preserves an audit trail (timestamps, IP addresses, signer attribution) and supports your institution's record retention policy.

Key deadlines and processing expectations

Track deadlines for sponsor notification, IRB amendments, and payroll or billing changes to avoid noncompliance or payment interruption.

Sponsor Notification Deadline:

Follow sponsor terms; many require notice before any substantive change.

IRB Amendment / Approval:

Submit amendment before data transfer or subject contact.

Grant Office Processing:

Allow 2–4 weeks for internal review and budget adjustments.

Payroll / Effort Reporting:

Coordinate before the next payroll cycle to align effort allocations.

Equipment Transfer:

Schedule shipping and inventory reconciliation before handover.

Common pitfalls to avoid when preparing the form

Missing sponsor approval language: failing to attach written sponsor consent can halt the transfer and delay funding.
Incomplete IRB documentation: omitting IRB amendments or approvals risks noncompliance with 45 CFR Part 46 obligations.
Unclear IP or data ownership terms: vague assignment clauses can trigger disputes about future commercialization or data access.
Incorrect signatory authority: using a person without delegated authority may render the transfer unenforceable or require re-execution.

Consequences of errors or incomplete transfers

Sponsor Sanctions: Funding suspension or clawback

Compliance Fines: HIPAA penalties if PHI improperly transferred

IRB Action: Study suspension or mandated corrective actions

Contract Breach: Breach claims or termination

IP Disputes: Litigation or assignment challenges

Operational Delays: Project downtime and lost productivity

Security and compliance items to include on the form

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Audit Trail: Timestamp and IP logging

HIPAA BAA: Business associate agreement when PHI present

Electronic Signature Law: ESIGN and UETA compliance

21 CFR Part 11: Support for FDA-regulated records if required

eSignature vendor pricing and feature comparison

Compare common pricing and feature criteria for organizations evaluating eSignature providers for Research Project Move Form workflows. Values reflect published plan starting prices and feature availability.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about form use and legal effect

Answers to common questions on authority, signatures, legal validity, and data privacy when moving a research project between institutions.

Need help? Contact support

Who can sign to transfer a project?
Authorized institutional representatives must sign; the PI's signature alone may not transfer contractual obligations. Verify delegated signing authority in institutional policy and grant terms.
Is an eSignature legally binding?
Yes in most cases under the ESIGN Act (15 U.S.C. ch. 96) and state UETA rules; exceptions include certain testamentary documents and specific court filings.
Do I need IRB approval before moving data?
Yes. Amend or transfer the protocol per IRB requirements before data transfer to avoid noncompliance with human subjects protections.
When is notarization required?
Notarization is required where the receiving or origin institution or state law demands notarized acknowledgements; check state or institutional rules for signature authentication.
How is patient or subject data protected during transfer?
Use encryption in transit and at rest, signed data use agreements, and, when applicable, a HIPAA-compliant BAA per 45 CFR §164.530(j).
Can I amend the form after signatures?
Yes, but amendments typically require the same signing sequence and documentation as the original transfer; record the amendment and retain both versions for audits.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now