Event 17
A key member of the project team is leaving. Marcus must help the team protect project continuity, review sponsor notification requirements, and document the transition plan.
Story Background
As the project moves deeper into Year 3, the team is focused on final outreach activities, reporting, data cleanup, and preparing for closeout.
Then Dr. Brown informs Marcus that Jasmine Lewis will be leaving the university for a new opportunity. Jasmine has been central to day-to-day operations, participant tracking, incentive records, outreach coordination, and communication with CHAN.
The departure is not a problem by itself. People change roles and projects adapt. But because Jasmine supports important operational and compliance records, Marcus must help the team plan the transition carefully.
The question is not only who will replace Jasmine. The question is whether the project can continue responsibly and whether the sponsor must be notified.
Trigger Issue
Hi Marcus,
I wanted to let you know that Jasmine Lewis has accepted a new position and will be leaving the university next month.
She has been managing several important project activities, including participant tracking, incentive records, outreach coordination, and communication with CHAN.
We are beginning to think through a transition plan. Can you help identify what administrative items we need to review before she leaves?
Thank you,
Dr. Aneka Brown
Training Concept
A departure can create gaps in project knowledge, documentation, pending tasks, system access, and sponsor commitments. Marcus must determine whether the person is key personnel and whether the change affects approved project plans.
The ability of the project to continue work, maintain records, and meet obligations during a staffing change.
Individuals identified as critical to the project by the sponsor, proposal, award, or institution.
Some personnel changes require sponsor notification or approval before the change is implemented.
A documented plan for transferring responsibilities, records, access, and unfinished work.
Ensures departing staff no longer have access they should not retain and replacement staff receive appropriate access.
Ensures project files, logs, communications, and tracking tools are complete and available to the remaining team.
What Marcus Reviews
Identifies whether Jasmine is named as key personnel or whether sponsor approval is needed for personnel changes.
Shows Jasmine’s planned role, responsibilities, and how her work supports the approved project.
Identifies tasks Jasmine currently owns, including participant records, incentives, outreach coordination, and CHAN communication.
Helps confirm whether files, logs, trackers, and documentation are complete before Jasmine leaves.
Explains who will cover Jasmine’s responsibilities and how the project will avoid disruption.
Clarify whether the sponsor must be notified of the departure or replacement plan.
Continuity Review
Transition Risk Snapshot
Marcus focuses on continuity. A staffing departure should not leave the project unable to explain what happened, where records are stored, or who owns the next step.
Marcus’s Analysis
Marcus checks the proposal, Notice of Award, and institutional records to determine whether the sponsor considers her role critical.
Marcus evaluates whether the project can still complete planned activities on schedule.
If the departure affects key personnel, project leadership, or approved commitments, sponsor communication may be required.
The transition plan should assign each task to a new owner with dates and expectations.
Marcus ensures participant logs, incentive records, CHAN files, and outreach documentation are current.
Departing staff access should be removed when appropriate, and replacement staff should receive needed project access.
Decision Point
Jasmine is leaving the project. She manages participant tracking, incentive records, outreach coordination, and CHAN communication. What is Marcus’s best next step?
Resolution
Personnel Transition Review Notes
Personnel changes do not have to become compliance problems. They become risky when responsibilities, records, and sponsor requirements are not reviewed before the transition occurs.
Common Misconceptions
Other individuals may be identified as key personnel or may hold responsibilities that are critical to project continuity.
Personnel changes can affect project leadership, effort, timeline, deliverables, and sponsor expectations.
In sponsored projects, transitions affect documentation, access, reporting, compliance, subrecipient communication, and closeout readiness.
Year 3 Connection
Closeout depends on complete records, clear responsibility, and continuity. A staff departure late in the project can create problems if knowledge leaves with the person.
Logs, trackers, correspondence, and supporting documents should be stored in the project file, not only with one individual.
Each task should have a new owner so reporting, reconciliation, and closeout work do not stall.
If the role is key to the award, sponsor notification or approval may be needed before the change is finalized.
Resources
These references show why personnel changes require more than a staffing conversation. A post-award research administrator should review the award terms, confirm whether the departing person is named as key personnel, assess the impact on project continuity, coordinate with the appropriate institutional offices, and document the transition plan before the change creates gaps in records, access, reporting, or sponsor commitments.
The Notice of Award identifies sponsor-specific terms, key personnel expectations, effort commitments, prior approval requirements, and any special conditions that may apply when project staffing changes.
Connection to Event 17: Marcus checks whether Jasmine is named in the award record or whether her departure affects sponsor expectations.
This section matters when a change affects approved project plans, key personnel, committed effort, project direction, or other elements that may require sponsor notification or prior approval.
Connection to Event 17: Jasmine’s departure may require review if her role is treated as key personnel or if the change affects approved project commitments.
A continuity plan assigns responsibilities, transfers knowledge, identifies pending work, confirms documentation ownership, and helps the project continue without losing operational or compliance support.
Connection to Event 17: the transition plan protects participant tracking, incentive reconciliation, CHAN communication, and project documentation.
Institutional procedures guide how system access is removed or added, how files are retained, how project records are transferred, and how replacement staff receive the access needed to continue project work.
Connection to Event 17: Marcus coordinates with the appropriate teams so records remain available and access changes are handled correctly.