1. Resignation Process

• Submit resignation letter to department chair by April 15th or as soon as possible.
• Distribute letter to: School Dean, Department chair(s), Committee Chairperson(s), Sponsored Programs and Research Compliance (SPARC), Research and Cost Accounting (RCA), and Human Resources.

2. Types of Departures

• Retirement: Discuss post-retirement resource use with school dean.
• Resignation: Address any special arrangements in the letter.
• Death: Department handles termination form and notifies SPARC.

3. Staff, Students, and Trainees

• Approve all timesheets and ensure proper reassignment or termination of:
  • Undergraduate and Graduate Students
  • Postdoctoral Research Associates
  • Staff
  • Academic/Research Visitors
• Obtain and certify effort reports from RCA.

4. Teaching Responsibilities

• Notify department chair to replace instructors for classes.
• Work with Graduate & Postdoctoral Studies dean for graduate students' degree completion.
• Notify thesis committees and post all grades before departure.

5. Laboratory Cleanup

• Properly dispose of or relocate:
  • Chemicals and reagents
  • Biohazardous wastes
  • Radioactive materials
  • Controlled substances
  • Gas cylinders
• Clean and disinfect laboratory spaces.
• Contact Environmental Health and Safety (EHS) for guidance and disposal services.

6. Regulatory Compliance

• Animal Research (IACUC):
  • Inform Compliance Administrator and Animal Resources Facility Manager 30-60 days prior to departure.
  • Arrange for protocol termination or transfer.
• Human Subjects (IRB):
  • Inform compliance administrator 30-60 days prior to departure.
  • Close out or transfer protocols as appropriate.
• Other Biohazards/rDNA:
  • Inform Compliance Administrator and EHS 30-60 days prior to departure.
  • Follow proper disposal or transfer procedures.

7. Research Records

• Retain research data and notebooks for at least five years.
• Arrange transfer of data with Vice Provost for Research approval.
• Certify final effort reports with Research and Cost Accounting.
• Resolve any pending Material Transfer Agreements.

8. Grants and Contracts

• Discuss disposition of each grant/contract with department chair.
• For transferable grants:
  • Notify sponsor and new institution.
  • Complete institutional approval form.
  • Submit required reports and resolve outstanding commitments.
• For non-transferable grants:
  • Submit final reports and resolve outstanding commitments.
• Work with SPARC and RCA to ensure proper closeout.

9. Equipment and Supplies

• Inventory all equipment and supplies with department administrator.
• For transferable equipment:
  • Initiate transfer request through proper channels (department chair, dean, Property Accounting, VPR).
  • Complete necessary documentation for approved transfers.
• For non-transferable equipment:
  • Ensure proper disposition within the university.
• Negotiate transfer or retention of lab supplies and consumables with department chair.

10. Intellectual Property

• Contact Office of Technology Transfer to address patents and licenses.
• Update contact information for future correspondence.

11. Financial Matters

• Discuss disposition of gift funds with department chair.
• Return unspent startup or designated funds to funding sources.

12. Administrative Tasks

• Redirect or close Rice email account.
• Provide forwarding address and contact information.
• Complete Rice Check-out Form (return university property, settle outstanding balances).
• Ensure final expenditures are posted and cleared.
• Update department listings and lab information signs.
• Turn in purchasing card and complete any outstanding expense reports.