The CU Anschutz | CU Denver Sponsored Projects Policies and Procedures Handbook

The Handbook is not changing any policy guidance or procedures at this time, but instead is updating, clarifying, and streamlining existing policies and guidance.

If your school/college/unit references current policies, those links and references will need updated to the newest guidance located on the Office of Grants and Contracts website. Your day-to-day operations and understanding of current procedures will remain exactly the same.

• Fiscal Compliance Office Hours (held on the first and third Monday of every month)
• Direct inquiries to [email protected] 
• FAQs - Continuous Development related to navigation and driven by campus conversations/incoming questions post-launch.

Shane Jernigan – S[email protected] 

Caroline Quane – [email protected]     

Recording of the Team Talk 

The Preface provides the scope, authority, and intended use of the Sponsored Project Handbook. The preface defines key terms, outlines user responsibilities, and emphasizes the importance of compliance with evolving federal regulations.

 

Chapter 1 introduces the foundational policies, responsibilities, and structures related to managing sponsored projects at CU Anschutz Medical Campus and CU Denver. It defines sponsored projects, outlines sponsor types, and emphasizes compliance with sponsor terms, University policies, and federal/state laws.

 

 

Chapter 2 of the Sponsored Projects Handbook outlines the essential steps and responsibilities involved in the pre-award phase of a sponsored project. It covers topics such as the roles of Principal Investigators (PIs) and research administrators in proposal development, finding funding opportunities, and preparing budgets. The chapter also includes guidelines for handling proposal elements, compliance requirements, and cost-sharing. Additionally, it explains the routing process for proposals, including submission deadlines and procedures for post-submission requests.

Chapter 3 outlines the procedures and responsibilities during the award phase of a sponsored project. It covers key processes such as receiving a new award, reviewing and revising the award budget, setting up the project in the financial system, and managing pre-award spending.

Chapter 4 identifies the requirements for financial administration for sponsored projects, including: the cost principles, direct and indirect charges, time and effort reporting, cost sharing, financial reconciliation, and cost transfers.

Chapter 5 outlines the administrative requirements for managing sponsored projects, focusing on compliance with sponsor regulations and federal guidelines. It covers essential processes such as obtaining prior approval for changes, managing property, submitting progress reports, and ensuring proper record retention.

Chapter 6 explains the procedures and requirements for requesting, monitoring, and managing subagreements. 

Chapter 7 outlines the procedures and requirements for transferring a sponsored project both to the University and to another institution. It covers the steps required when a PI leaves an institution, the process for transferring awards, and the responsibilities of both the University and the PI to ensure compliance with sponsor requirements.

Chapter 8 outlines the roles and responsibilities of PIs, administrative units, and OGC during the closeout process of sponsored projects. It provides guidance on meeting sponsor closeout requirements, including financial reconciliations, final reporting, and post-closeout responsibilities.

Chapter 9 outlines regulatory requirements governing sponsored projects and identifies the relevant University offices responsible for ensuring compliance. Topics covered in this chapter include the protection and oversight of human and animal subjects, conflict of interest disclosures, export control laws, HIPAA compliance, and intellectual property management.

Chapter 10 identifies additional University and sponsor requirements for award administration, including University HR and IT policies.

The appendices provide additional guidance and support to the Handbook.