Scope: This policy applies to a Principal Investigator (PI) or co-Investigator (co-PI) named on an individual or multi-investigator Grant, as per the Letter of Offer. For guidance on changes to personnel in an SFI Research Centre please visit SFI Research Centres Award Management.  

The policy: As per SFI’s Grant General Terms and Conditions, the Foundation must be promptly notified in writing and in any event within thirty days, if there is any proposed change to the status of a PI or co-PI as per the Letter of Offer. A change in status may include, but not be limited to, a change of PI or co-PI’s affiliation with the Research Body, as referred to in the Letter of Offer, or any other change that may have a material effect on the Grant stewardship and/or progress relating to the research programme. Please refer to SFI’s Grant General Terms and Conditions for further details relating to changes in PI status. Any proposed change to the status of a PI or co-PI must be approved by SFI in advance of it taking effect. In the unfortunate event of the death or extended illness of a PI or co-PI, the Research Body should endeavour to inform SFI as early as possible.

Who should notify SFI: It is the responsibility of the PI or co-PI (Grant recipients named on the Letter of Offer) and Research Body (as per the Letter of Offer) to inform SFI of changes as noted in the Policy, as described above.

The process: This request will typically be submitted by email to the relevant Scientific Programme Manager within SFI and/or programmatic email address. The request will, at a minimum, contain the following information: 

  1. The background to the request detailing the proposed change in the status of the PI or co-PI. 
  2. A paragraph outlining how the proposed change will impact the operations and research activities supported by the Grant. This paragraph should detail steps being undertaken to manage and/or mitigate any risks identified that the proposed change might have on the Grant stewardship and/or progress relating to the research programme.
  3. The Curriculum Vitae of the proposed replacement and confirmation that the replacement meets the minimum eligibility criteria detailed in the programme call under which the Grant was awarded.
  4. A description of the role and responsibilities of the proposed replacement, where changes are being proposed.
  5. A statement from the proposed replacement that they are prepared to act as PI or co‐PI on the Grant and will assume the responsibilities for the Grant that are attached to that role, as well as a statement of understanding and compliance with SFI’s Grant General Terms and Conditions.
  6. A letter of support from the Research Body(ies) to which both the incoming and outgoing PI or co-PI are affiliated.

What happens next: Once the required documentation (providing sufficient detail) has been submitted to SFI, the relevant SFI personnel will review the documentation provided. Clarification will be sought from the Grant holder(s)/Research Body where required. SFI will make every effort to reach a decision in a timely manner. As detailed above, any proposed change to the status of a PI or co-PI must be approved by SFI in advance of it taking effect.

Additional information: For changes due to sabbatical leave, please consider specific requirements outlined in the SFI Sabbatical Policy. If there are any queries relating to the interpretation of this policy, please contact researchpolicy@sfi.ie and you will receive a response within 5 working days.

Scope: This policy applies to all Science Foundation Ireland (SFI) Grant holders[1] named on an individual or multi-investigator Grant, as per the Letter of Offer.

The policy: Sabbatical leave is an arrangement that will have been agreed between an employee and their respective employer. However, where such an individual is named on an individual or multi-investigator Grant, as per the Letter of Offer, i.e., they are an SFI Grant holder, there are strict conditions attached to maintaining the Grant when taking sabbatical leave. The Grant holder is required to notify SFI in advance of the proposed leave with a detailed management plan describing how the SFI Grant will be managed during the leave period. 

Who should notify SFI: The Research body must ensure that it, or the Grant holder (as per the Letter of Offer) on its behalf, notifies SFI in writing in respect of the proposed Sabbatical, promptly and, in any event, within thirty days of formal approval being granted to take such leave. Failure to comply with this policy in full, may result in the suspension and possible termination of the Grant.

The process: The proposed sabbatical management plan[2] must contain details on the following or explain why they are not required:

  1. Timelines of the proposed sabbatical.
  2. The individual who will be appointed to manage the Grant ‘on the ground’ in the absence of the Grant holder (as per the Letter of Offer) who is taking the sabbatical leave[3].
  3. How postgraduate students will continue to be effectively mentored and team members managed during the leave period.
  4. A revised workplan for the research programme for the remainder of the Grant (including staffing arrangements, budgets, etc.) [4], from the date the sabbatical leave is taken.
  5. A statement of understanding and compliance with SFI’s Grant General Terms and Conditions from the individual who will be appointed to manage the Grant.
  6. Any other relevant information to support the request.

What happens next: Once the required documentation providing sufficient detail has been submitted, the relevant SFI personnel will review the Sabbatical Management Plan provided.  Clarification will be sought from the Grant holder(s)/Research Body where required. SFI will make every effort to reach a decision in a timely manner. As detailed above, any proposed change to the status of a PI or co-PI must be approved by SFI in advance of it taking effect.

Additional information: This policy does not relate to maternity leave. For information regarding maternity or adoptive leave, please refer to SFI’s Maternity/Adoptive Policy. For further clarity on notification requirements, please refer to SFI’s Grant General Terms and Conditions. If there are any queries relating to the interpretation of this policy, please contact researchpolicy@sfi.ie and you will receive a response within 5 working days.

 
[1] Referred to as Principal Investigator or Co-Investigator.
[2] The proposal through which SFI is notified in writing of the proposed sabbatical.
[3] Where there is more than one Grant holder, as per Letter of Offer, it may not be necessary to appoint this individual.
[4] With reference to the original application and approved work plan.