1. Community Engagement Pilot Grants Program Orientation January 11 and 13, 2010

2. AGENDA Welcome and Introductions Grant Expectations Save the Date: Open House Pilot Grant Program Staff Contact Information Q & A

3. GRANT EXPECTATIONS Provide complete contact information on all academic and community partners (and updates during project period) to CE staff. Submit human subjects research to your institutional review board (IRB) -- must be reviewed and approved BEFORE any funding is released. Participate in CE Training – three sessions. Complete Six Month Progress Report, One Year Final Report. Track and report budgets monthly (both community and academic partners). Participate in CCTSI Evaluation. Attend and present a poster at our February 23 rd Open House!!

4. INFORMATION SHEET Send form to Dee Smyth by January 25 th. Update information as it changes throughout your project. A complete list of CE Pilot Grant Awards and Abstracts will be sent by mid February.

5. Human Subjects Research and Institutional Review Boards (IRB) Pilot Grant Expectations and Processes

6. No Funding Until IRB Approval (IF YOUR PROJECT INVOLVES HUMAN SUBJECTS RESEARCH) Some partnerships will not be conducting human subjects research during their funding period. – Examples: meetings, planning, literature review, project design, grant writing. – Must determine if you are not conducting human subjects research using Colorado Multiple Institutional Review Board (COMIRB) Decision Tree. – Send documentation that you are not HSR to Julie Slater and Debbi Main – initial funds will be released February 1—after determination. All projects conducting human subjects research must submit protocol to COMIRB or other IRB.

7. Community Engagement Pilot Program with COMIRB All exempt or expedited COMIRB protocols will be reviewed by special Community Engagement Panel in early March. All protocols must be submitted by mid February for special review. Once reviewed and approved, half of project funds will be released. Make sure you clearly state in your cover letter that your project is part of community engagement pilot grant program to be reviewed by community engagement special panel!

8. TRAINING We expect all grantees to attend community engagement training. Academic and Community Partners from each funded grant should plan to attend together at one of the dates for each session. Location and other details will be distributed at a later time. Session A Friday, March 19, 2010 from 9 am – 12:45 pm Monday, March 22, 2010 from noon – 2:45 pm Session B Friday, May 21, 2010 from 9 am – 12:45 pm Monday, May 24, 2010 from noon – 2:45 pm Session C: Friday, July 16, 2010 from 9 am – 12:45 pm Monday, July 19, 2010 from noon – 2:45 pm

9. PROGRESS REPORTS Six Month Progress Report – two pages; once submitted and reviewed, remaining funds released to community and academic partners. Prompts will come from CE staff to turn in Progress Reports. Final Report – up to 5 pages.

10. CFPHE and CCTSI Fiscal Administrator for CCTSI community engagement activities and PACT council activities. Fiscal Administrator of community arm of the pilot projects for CCTSI/PACT.

11. Now that you have your grant—We can do two things: Grantor/Grantee – You have capability to house and distribute funds (pay bills, checks etc) – Funds go directly to you: ½ at beginning and ½ at the middle of project. – Letter of Agreement – Monthly reporting Fiscal Agent – We house funds (pay bills, issue checks etc.) – Letter of Fiscal Agency – Separate accounting process – Project Director responsibilities – Monthly reporting

12. GRANTOR/GRANTEE CFPHE will: – Issue ½ of total community award at beginning of project – Establish a LOA for accountability for money – Report to CCTSI fiscal progress on project Project will: – House funds at your organization – Pay all project related bills/invoices/etc. – Submit Monthly Fiscal Report – House all fiscal related files (receipts, communications etc.)

13. FISCAL AGENT CFPHE will: – House funds for project – Issue a fiscal agency LOA – Provide accounting of funds related to project – Pay bills/invoices etc – Issue 1099s and related tax requirements Project will: – Provide written documentation on who to pay etc. (Project Director/PI?) – Provide Monthly Report of Expenditures

14. REVIEW OF FORMS Letter of Agreement for Fiscal Agency Letter of Agreement for Grantor/Grantee Fiscal Report Academic Fiscal Report Community Travel Reimbursement (for today’s meeting)

15. WHAT YOU CAN AND CANNOT SPEND MONEY ON: Approved budgets shall drive your expenditures Any movement away from these should be preapproved in writing. Receipts/Invoices etc kept for ALL activities related to project. If you buy food, please have a written list of attendees to meeting plus purpose. Keep good files for AUDITs If you are in doubt…..ASK!

16. PILOT GRANT TIMELINE: January: – Relationship defined – LOAs in Place – Verify and document if project does not involve human subjects research or COMIRB application prepared February: – COMIRB applications due by February 15 – For projects not requiring IRB (as verified by staff) - 1st half of funds released March: – Community Engagement COMIRB review of low risk protocols – 1st half of funds released upon IRB approval April: – Projects must have IRB approval by April 30, 2010 Monthly: – Fiscal Reports turned in by 15th of the following month (for BOTH) Mid Year – Report Due – 2 nd Half of Funds – Random Site Visits for Fiscal Audit

17. OPEN HOUSE February 23rd: 5-8 pm, Anschutz Medical Campus Pilot Projects are STRONGLY encouraged to submit a poster. Guidance on Posters By January 15 th. Please bring others interested in CCTSI and Community Engagement Opportunity to meet each other!

18. KEY PROGRAM STAFF CONTACTS Debbi Main-mid year and final reports, IRB Sara Miller-CFPHE Fiscal and Community Financial Issues/Technical Assistance Lisa Wilkenson-Academic Financial Issues Charlene Ortiz-Training Kady Nearing-Evaluation Dee Smyth and Julie Slater-CCTSI Administration

19. How to reach us Debbi Main 303 556-6743 – debbi.main@ucdenver.edu debbi.main@ucdenver.edu Sara Miller 303-910-4682 – smiller@cfphe.org smiller@cfphe.org Lisa Wilkenson 303-724-2528 – lisa.wilkenson@ucdenver.edu lisa.wilkenson@ucdenver.edu Dee Smyth 303-724-2447 – dee.smyth@ucdenver.edu dee.smyth@ucdenver.edu Julie Slater 303-724-2466 – julie.slater@ucdenver.edujulie.slater@ucdenver.edu

20. QUESTIONS AND ANSWERS