Sponsored Projects Forms

Internal Forms

To be used when the sponsor requires a cover page, but doesn't have a form of its own. Occasionally requested by private foundations.


See Columbia's recent presentation on NIH Update: Oversight of Foreign Subawards (presented on 12/13/2023)

The SPA Project Officer requires the following materials and forms, at a minimum, during proposal review if subrecipients are included in the proposal:

Financial Conflict of Interest (FCOI) Policy confirmation:

If the proposed subrecipient indicated they do not have a FCOI Policy at the time of proposal submission, additional follow-up will be necessary.

Currently, we are using the Follow-Up Subrecipient FCOI Policy Form for PHS sponsors. For other sponsors, please contact your SPA Project Officer.

In very unusual circumstances, Principal Investigators can request that subrecipients be covered under Columbia's COI policy.  This form is to be used to request that such an exception be granted for a particular subrecipient on a specific project:

Forms for when Columbia is the Subrecipient (inbound subaward):

  • INBOUND Subaward Face Page (rev 7/11/2022) - an option to use when another institution acts as the pass-through entity (PTE), and Columbia University will be a subrecipient. This form can be used if requested.
  • Attachment 3B - usually requested by the PTE when they are ready to issue a subaward:

Forms for when Columbia University receives a Notice of Award (NoA) for a proposal that included subawards:

Most forms that require institutional approval (IRB, IACUC, Conflict of Interest, etc.) can be found in Rascal. Here are direct links to the Offices involved for further guidance:

You can request the Business Systems division of SPA for grants data.  Download and submit the following request to [email protected]:

Report Requests for Training Grants

SPA can assist you with producing one of the tables required for NRSA Training Grant applications:  "Institutional Training Grant Support Available to Participating Faculty Members, Department(s), or Program(s)" (known as "Table 3").  This table is required for New and Competing NIH training grant applications.  In order to receive this assistance, please complete the following excel form and return it to SPA Business Systems ([email protected]) every time you submit a new or competing continuation training grant application.

As part of processing University appointments, a signed Invention Agreement Letter is required for all full time Officers of Instruction, salaried Officers of Research, Postdoctoral Clinical and Research Fellows, Student Officers of Research and Graduate Students who receive stipends from pre-doctoral training grants or from individual pre-doctoral fellowships. 

The following materials can be located on the Columbia Tech Ventures website at https://techventures.columbia.edu/forms/faculty-handbook-ip-policy

  • Information regarding the Invention Agreement Letter
  • Invention Agreement Letter
  • Sample Cover Letter

See New Procedures for Faculty and Officers of Research Who Take Unpaid Leaves - 9/11/2023

All faculty and officers of research who are principal investigators or other senior/key persons
on sponsored projects must complete the Questionnaire for Faculty and Officers of Research Before Applying for Leaves prior to requesting a leave from Columbia University if the leave will be of at least three months’ duration and will be without salary.

The Provost’s Office will not approve unpaid leaves for individuals with sponsored research unless this form is completed.