Information Classification for Sponsored Program Services

Information Owner: Director of Sponsored Programs Administration

Office Responsible for System: Sponsored Program Services

Data Steward: Kay Parker

Date: September 2003

Proposal/Award information is described below. Most situations are addressed except highly classified awards that are covered by federal security policy.

Proposal Related Information:

Information about requests for funding of a Sponsored Program. Data is entered into the system based on information contained in the Proposal prepared by the Faculty/Staff and the Proposal Transmittal check sheet.

Award Related Information:

Entered into system based on the Sponsors Award document (Grant, Contract, etc.)

Proposals Not Funded Information:

Proposal requests that are not funded are recorded as such.

Information NameDescriptionClassifications
Proposals Information about proposals for research, instruction or other sponsored programs and the proposal itself. This includes Title, PI Name, Sponsor, Amount Requested and workpapers contained in a proposal file folder. Details of data fields:
Award Information on a proposal that has been funded or a project that received funding for which there was no formal proposal. Data in SPTS includes Award Amount, Grant/Contract number, Regulatory data (RDNA, Animals/Human Subjects, etc.). The award document in the project folder. Details of data fields:
Proposals Not Funded Same information as proposal with the addition of a not funded date.     X
Statistics and Trend Information Statistical information regarding SPS activity for the University or Trend Information by School
Statistics and Trend Information Statistical information regarding SPS activity for a Department   X  

Project Accounting Information

Summary and detailed budget and expense data for a project.


Billing and Letter of Credit Information

Amounts billed for a project or cash draws for projects within a sponsoring entity.


Note: All requests for data from individuals outside the University should process through the public record office. If information is requested for a department or school outside your area, then you need to get concurrence from that area's department head (Dean, Director or appropriate business person) to release the data.

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