Grants (Sponsored Projects) Policy
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Document Number: ACAD--109
Revision #: 3.0
Document Owner: Provost & Vice President for Academic Affairs
Date Last Updated: 02/04/2020
Date Originally Created: 11/14/2011
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Description: This document concerns the rights and obligations of faculty, staff and students pertaining to privately and governmental grants (sponsored projects) at CU.
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Policy Provisions
1. Research
The University recognizes the right of faculty, staff and students to solicit, conduct, or participate in privately and governmentally sponsored research, whether such research is classified or not, so long as it is within the limits of existing CU policies.
2. Sponsored Work
Sponsored work at CU is justified when it is derived from the CU mission, contributes toward the professional development of the faculty or staff, or provides opportunities for enriching students' educational experience.
3. Sponsored Project Proposals
The President has designated the Provost & Vice President for Academic Affairs and/or the Vice President for Advancement as the reviewing and coordinating officers for all grant (sponsored project) proposals submitted to outside agencies. These officers review and approve grants based on feasibility for the University and compatibility with the University's mission, provide access to grant materials, direct completion of grant proposals, help locate sources of potential funding, advise and assist with proposal presentation and University administrative procedures, and review the work plan, commitments and budget. These two officers will also coordinate negotiations between the sponsoring agency and the University. The source of funds normally determines which officer has jurisdiction, with government or corporate funding defaulting to the Provost & Vice President for Academic Affairs and private funding and foundation grants to the Vice President for Advancement.
4. Supplemental Procedures
The University has established supplemental procedures (ACAD -- 109p), available online or from the Office of Academic Affairs and from the Office of Advancement, to ensure the effective implementation of the University's policy concerning sponsored work.
5. Designated Fiscal Approval Authority
The Provost & Vice President for Academic Affairs and/or Vice President for Advancement are designated with the prior fiscal approval authority for the University. The Vice President for Finance will ensure that modification of grant and contract budgets in force and prior approval requirements are in accordance with the regulations of the sponsoring agency. The Vice President for Finance is also responsible for all fiscal billing for sponsored projects.
6. Final Authority for Accepting and Signing Contracts and Grants
Final authority for accepting and signing contracts and grants is vested in the President of the University, who may designate such responsibility to the certifying officer (i.e., appropriate Vice President).
7. Faculty Compensation for Sponsored Projects
A faculty member (during the regular academic year) or staff person (year-round) whose salary is paid in full by the University may not engage in sponsored projects for extra remuneration except under specific conditions and when deemed by the administration to be in the best interests of the University and the individual involved. Conditions that must be met for extra compensation are:
a. Funds must be provided in the grant or contract to compensate the specific responsibilities to be assumed by the faculty or staff person; and
b. Such duties will not interfere with the faculty or staff's duties to the University.
c. Such exceptions require written approval of the dean, chairperson or department director and the appropriate Vice President.
8. Faculty Release Time for Contracts or Grants
Cumberland recognizes that some (but not all) contracts or grants may call for faculty release time from regular University duties during the regular academic year. The reassigned time will be compensated from contract or grant funds at the basic salary rate. Conditions that must be met for reassigned time are:
a. The written approval of the dean or department chairperson and the Provost & Vice President for Academic Affairs is required.
9. Income and Expenses for Sponsored Projects
Any and all income and expenses generated by a sponsored project shall be assigned specific accounts established through the Vice President for Finance. Use and allocation of income shall be determined by applicable regulations of the sponsoring agency and/or an agreement between the Project Director or Principal Investigator and the certifying officer for the project. All expenditures of project income must be approved by the Vice President for Finance.
10. Equipment Purchased with External Funds
Any and all equipment purchased with external funds is the property of CU unless otherwise specified by the sponsoring agency. Upon request, the Provost & Vice President for Academic Affairs and/or the Vice President for Advancement will negotiate equipment ownership issues with sponsoring agencies.
11. Project Director or Principal Investigator Role
The Project Director or Principal Investigator must conduct the sponsored project and apply all applicable University policies and procedures in the management of the project in accordance with all terms agreed to and stated in the grant or contract agreement.
12. Purposes of Policy
For the purposes of this policy, sponsored projects shall be construed to include sponsored research, service and training projects, and other categories of awards for all except basic capital construction and maintenance projects. Grants and contracts involving CU personnel that do not involve University resources and do not contractually bind the University are exempt from this policy.
13. Review
This policy, in whole or in any part, is subject to review, update and change.
14. Preparing Proposals
Project Directors/Principal Investigators preparing proposals should also contact the Provost & Vice President for Academic Affairs or the Vice President for Advancement for information if any of the following are applicable to a proposal:
•Classified research
•Patent and revenue sharing
•Human beings as subjects in research
•Use of animals in education and research
•Conflict of interest
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