The following steps should be completed by departments prior to an employee separating from the UT Health Science Center. These steps should begin upon notification of separation and must be completed no later than the last day of employment.
Departments should follow up with separating employees to ensure all necessary requirements have been met.
Research and Lab Faculty and Staff - Additional steps may be required for individuals involved in Research. Refer to the Research section below for detailed information.
Department Check List
Note: If the employee returned their parking permit, they may request a temporary permit at any of the security gates on their last day of employment.
Research and Lab Requirements:
This section pertains to faculty and staff members involved in research which may include human subjects, laboratory animals, FDA regulated test articles, internal or external funding, radioactive, chemical or biohazardous materials.
Upon notification of the employee's separation date, direct the individual to immediately contact the following offices, where applicable, to ensure adequate time for any necessary actions to be complete. (Some actions could take up to 10 days to complete.) Departments should follow up with separating employees to ensure all necessary requirements have been met.
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Environmental Health & Safety
Has the employee ever served as a principal investigator of a lab? Are there any radioactive, chemical or biohazardous materials for which the employee is responsible?
For principal investigators, contact EHS for proper decommissioning of the laboratory. Please refer to the Decommissioning Policy. In addition, ensure all equipment, such as radiation dosimeters, is returned to your department.
To request safety records (training, dosimetry, exposure monitoring, etc.), complete the Request for Safety Records Form and fax it to 210-567-2965.
For any questions, call 210-567-2955.
Institutional Animal Care Program
Has the employee ever served as a principal investigator for an animal research study?
If so, the department or employee must contact the Institutional Animal Care Program office by e-mail: firstname.lastname@example.org or by phone: 210-567-8260.
Institutional Review Board
Has the employee ever served as a principal investigator for a human research study?
If so, the department or employee must contact the Institutional Review Board office by e-mail: email@example.com or by phone: 210-567-8250.
Lab Animal Resources
Does the employee have any research animals being housed?
If an employee has any research animals being housed, please instruct the employee to contact Lab Animal Resources at 210-567-6166.
Office of Clinical Research
Has the employee ever served as a Principal Investigator on a project involving human subjects?
For those who have served as a Principal Investigator or staff for any human research projects, the department should instruct the staff or faculty member to contact the Office of Clinical Research prior to separation.
Office of Sponsored Programs
Has the principal investigator and/or faculty member ever participated in an active sponsored award?
For separating principal investigators and/or faculty members that have committed effort on an active sponsored award, please contact the Office of Sponsored Programs upon notification of separation. Separation of non-faculty members does not require notification regardless of their participation on sponsored awards.
For questions, contact the Office of Sponsored Programs at
firstname.lastname@example.org or 210-567-2340.
Has the employee ever submitted an invention disclosure, filed for a patent, or commercialized any intellectual property during their employment with the institution?
If an employee has submitted an invention disclosure, filed for a patent, or commercialized any intellectual property during their employment at the institution, the employee should e-mail STTMPatents@uthscsa.edu or call (210) 562-4000.
If an employee has ever executed any of the following documents through STTM, the employee should e-mail STTMPatents@uthscsa.edu or call (210) 562-4000:
IDF - Invention Disclosure Form
CDA - Confidential Disclosure Agreement
NDA - Non-Disclosure Agreement
MTA - Materials Transfer Agreement