Periodically, a PI may not be able to work on a project as originally committed to the sponsor. Approval from the sponsor is always needed whenever there will be a significant change in the level of effort. You may also want to review UGA’s Policy and Procedure on Leave of Absence (LOA).
- At the time of submitting a request for LOA, the PI should read the terms & conditions of the award to determine the sponsor’s guidelines for PI LOA, seeking assistance from his or her grants administrator in SPA if necessary.
- The PI will contact his or her department head to discuss the duration of absence and the expectations of the sponsor. The PI and department head will discuss appointment of a co-PI to oversee the project in the PI’s absence.
- The PI will notify SPA of his or her intent to take LOA. SPA will query the Grants Portal for all of the PI’s awards.
- The PI will draft a letter notifying sponsor of LOA and request approval for co-PI to serve as PI. Often a sponsor will require a PI on LOA to assume the role of co-PI. The letter should justify the request for LOA and should include the CV and current and pending support of the proposed co-PI. The PI will provide this letter to SPA for review and signature.
- The PI will complete a new transmittal form naming the replacement PI and, if applicable, showing that the original PI is now a co-PI. This new transmittal form requires signatures and updated Conflict of Interest for all senior personnel on the project, as well as department head’s signature.
- SPA will make the appropriate changes in the mainframe once written approval is received from sponsor.