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The University of Tulsa
Revised 9/10/96

            It is possible that there may arise a situation where a Principal Investigator may need to withdraw a proposal from a consideration after it has been submitted to the prospective funding agency.  This is true when a professor retires or resigns from his/her current position.  It is also a possibility that a key member of the research team is forced to withdraw, and the Principal Investigator is unable to replace the individual, therefore necessitating the withdrawal.  In other instances, the Principal Investigator may already have time commitments to another project that would not allow him to complete the proposed research.  Sometimes a subcontractor pulls out and is unable to be replaced, and this could also force a Principal Investigator to withdraw a proposal. 

            When a Principal Investigator needs to formally withdraw a proposal from a funding agency, the proper procedure is to prepare a letter signed by the PI and the Department Chair.  This letter is then sent to the Office of Research for review and countersignature, routed to the appropriate Dean, and then forwarded to the agency by the Office of Research. 

An example of such a letter is as follows:

Address of Agency (addressed to the administrative contact or program director, as required by the agency)

The referenced proposal was submitted (put date) on behalf of Dr. (name), in response to (agency announcement, if there is one).

Please contact  Office of Research if any further information is required.

____________________________                            ____________________________
Principal Investigator                                                     Department Chair

____________________________                            ____________________________
Dean of Research                                                         Contract and Grant Officer