Research Administration Glossary
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- A-21
- "Cost
Principles for Educational Institutions," a circular published
by the federal Office
of Management and Budget (OMB) that establishes the principles
for determining the costs applicable to grants,
contracts, and other government agreements
with educational institutions (also known as Sponsored Projects).
- AAALAC
- American Association
for the Accreditation of Lab Animal Care
- Activity Distribution Report (ADR)
- Effort reporting and certification form required for compliance
with federal regulation.
- AHA
- American Heart
Association
- AID
- Agency
for International Development
- AFOSR
- Air Force Office
of Scientific Research (DOD)
- Allocable costs
- According to the criteria set out in OMB A-21, a cost is allocable
to a sponsored agreement if:
- It is incurred solely to advance the work under the sponsored agreement,
- It benefits both the sponsored agreement and other work of the institution,
in proportions that can be approximated through use of reasonable methods,
or
- It is necessary to the overall operation of the institution and is deemed to be assignable in part to sponsored projects
- Allowable costs
- Per OMB A-21, the tests of allowability of a cost are:
- They must be reasonable,
- They must be allocable to sponsored agreements under the principles
and methods provided herein,
- They must be given consistent treatment through application of those
generally accepted accounting principles appropriate to the circumstances,
and
- They must conform to any limitations or exclusions set forth in these
principles or in the sponsored agreement as to types or amounts of cost
items
- AMA
- American
Medical Association
- Amendment
- See Modification
- ARPA
- Advanced Research
Projects Agency (DOD)
- ASPR
- Armed Services Procurement Regulations
- Assurances
- See Certifications
- Audit
- A formal examination of an organization's or individual's accounts
or financial situation. An audit may also include examination
of compliance with applicable terms, laws, and regulations.
- AUTM
- Association of
University Technology Managers
- Award
- Funds that have been obligated by a funding agency for a particular
project
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- Bequests
- "A type of donation or gift.
Bequests and gifts are awards given with few or no conditions
specified. Gifts may be provided to establish an endowment or
to provide direct support for existing programs. Frequently,
gifts are used to support developing programs for which other
funding is not available. The unique flexibility, or lack of
restrictions, makes gifts attractive sources of support.
- Broad Agency Announcement (BAA)
- An announcement of a federal agency's general research interests
that invites proposals and specifies
the general terms and conditions under which an award
may be made.
- Budget
- The detailed statement outlining estimated project costs to
support work under a grant or contract.(See
also rebudget.)
- Budget Period
- The interval of time — usually twelve months —
into which the project period
is divided for budgetary and funding purposes.
- Budget Adjustment
- The act of amending the budget by moving
funds from one category or line item to another.
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- CAS
- Cost Accounting Standards
- CBD
- Commerce
Business Daily
- CDC
- Centers for
Disease Control and Prevention
- CFDA
- Catalog
of Federal Domestic Assistance
- CFR
- Code
of Federal Regulations
- Challenge Grant
- A grant that provides monies in response
to monies from other sources, usually according to a formula.
A challenge grant may, for example, offer two dollars for every
one that is obtained from a fund drive. The grant usually has
a fixed upper limit, and may have a challenge minimum below
which no grant will be made. This form of grant is fairly common
in the arts, humanities, and some other fields, but is less
common in the sciences. A challenge grant differs from a matching
grant in at least one important respect: The amount of money
that the recipient organization realizes from a challenge grant
may vary widely, depending upon how successful that organization
is in meeting the challenge. Matching grants usually award a
clearly defined amount and require that a specified sum be obtained
before any award is made.
- Change Order
- A written order signed by the contracting
officer, directing the contractor to make changes that the
changes clause of the contract authorizes the contracting officer
to order without the consent of the contractor.
- Close Out
- The act of completing all internal procedures and sponsor
requirements to terminate or complete a research project.
- COGR
- Council on
Governmental Relations
- COLA
- Cost of Living Allowance granted to employees based in a foreign
city, where cost of living is higher than in Washington, D.C.
- Competing Proposals
- Proposals that are submitted for the first time or unfunded
proposals that are resubmitted; either must compete for research
funds. Ongoing projects must compete again if the term of the
original award has expired.
- Consortium Agreement
- Group of collaborative investigators/institutions; arrangement
can be formalized with specified terms and conditions.
- Continuation Project (Non-Competing)
- Applicable to grants and cooperative
agreements only. A project approved for multiple-year funding,
although funds are typically committed only one year at a time.
At the end of the initial budget period, progress on the project
is assessed. If satisfactory, an award is made for the next
budget period, subject to the availability
of funds. Continuation projects do not compete with new
project proposals and are not subjected to peer
review beyond the initial project approval.
- Contract
- A mechanism for procurement of a product or service with specific
obligations for both sponsor and recipient. Typically, a research
topic and the methods for conducting the research are specified
in detail by the sponsor, although some sponsors award contracts
in response to unsolicited proposals.
- Contract/Grant Officer
- A sponsor's designated individual who
is officially responsible for the business management aspects
of a particular grant, cooperative
agreement, or contract. Serving
as the counterpart to the business officer of the grantee/contractor
organization, the grant/contract officer is responsible for
all business management matters associated with the review,
negotiation, award, and administration of a grant or contract
and interprets the associated administration policies, regulations,
and provisions. (For definition of scientific officer, see Program/Project
Officer.)
- Cooperative Agreement
- An award similar to a grant, but in which
the sponsor's staff may be actively involved
in proposal preparation, and anticipates having substantial
involvement in research activities once the award has been made.
- COS
- Community of
Science A web server containing information about scientific
expertise, funded scientific research, and funding opportunities
for research.
- Cost Accounting Standards (CAS)
- Federally mandated accounting standards intended to ensure
uniformity in budgeting and spending funds.
- Cost-Reimbursement Type Contract/Grant
- A contract/grant
for which the sponsor pays for the full costs incurred in the
conduct of the work up to an agreed-upon amount.
- Cost-Sharing
- A general term, used as a noun or adjective, that can describe
virtually any type of arrangement in which more than one party
supports research, equipment acquisition, demonstration projects,
programs, institutions. Example: A university receives a grant
for a project estimated to have a total cost of $100, 00. The
sponsor agrees to pay 75% ($75,000) and the university agrees
to pay 25% ($25,000). The $25,000 is the cost-sharing component.
- CRADA or CRDA
- Cooperative Research and Development Agreement
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- DAR
- Defense Acquisition Regulations
- DCAA
- Defense Contract Audit Agency
- DED
- Department of
Education
- Defense Acquisition Regulations (DAR)
- The source regulations for research projects sponsored by
the Department
of Defense.
- Deficit
- Expenditures exceed funds available.
- DFARS
- Defense Federal Acquisition
Regulation Supplement
- DHHS
- Department
of Health and Human Services
- Direct Costs
- Clearly identifiable costs related to a specific project.
General categories of direct costs include but are not limited
to salaries and wages, fringe benefits, supplies, contractual
services, travel and communication, equipment, and computer
use.
- DRG
- Division
of Research Grants (National
Institutes of Health)
- DOD
- Department of
Defense (includes Air Force, Army, ARPA, and Navy)
- DOE
- Department of
Energy
- DOI
- Department of
Interior
- DOT
- Department of
Transportation
- Donation
- Transfer of equipment, money, goods, services, and property
with or without specifications as to its use. Sometimes donation
is used to designate contributions that are made with more specific
intent than is usually the case with a gift, but the two terms
are often used interchangeably. (Also see Gift)
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- EDISON
- NIH
Extramural Invention Information Management System
- Encumbrance
- Funds that have been set aside or "claimed" for projected
expenses pending actual expenditure of the funds.
- Endowment
- A fund usually in the form of an income-generating investment,
established to provide long-term support for faculty/research
positions (e.g., endowed chair).
- EPA
- Environmental
Protection Agency
- Expiration Date
- The date signifying the end of the performance period, as
indicated on the Notice of Grant Award.
- Extension
- An additional period of time given by the sponsor
to an organization for the completion of work on an approved
grant or contract.
An extension allows previously allocated funds to be spent after
the original expiration date.
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- FAA
- Federal Aviation
Administration
- Facilities and Administrative (F&A)
Costs
- Costs that are incurred for common or joint objectives and,
therefore, cannot be identified readily and specifically with
a particular sponsored project, an instructional activity, or
any other insitutional activity. F&A costs are synonymous
with Indirect Costs.
- FDA
- Food and Drug
Administration
- FDP
- Federal Demonstration Project
- FIC
- Fogarty
International Center (NIH)
- Final Report
- The final technical or financial report required by the sponsor
to complete a research project.
- Fiscal Year (FY)
- Any twelve-month period for which annual accounts are kept
(at DU, July 1 through June 30).
- Fixed-Price (FP) Contract/Grant
- A contract/grant for which one party pays the other party
a predetermined price, regardless of actual costs, for services
rendered. Quite often this is a fee-for-service agreement.
- FOIA
- Freedom of Information Act
- Fringe Benefits
- Employee benefits paid by the employer. (e.g., FICA, Worker's
Compensation, Withholding Tax, Insurance, etc.)
- Funding Cycle
- Range of time during which proposals
are accepted, reviewed, and funds are awarded. If a sponsor
has standing proposal review committees (or boards) that meet
at specified times during the year, application deadlines are
set to correspond with those meetings. For some sponsors, if
proposals are received too late to be considered in the current
funding cycle, they may be held over for the next review meeting
(i.e., National
Science Foundation's Target Dates).
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- Gift
- Gifts and bequests are awards given
with few or no conditions specified. Gifts may be provided to
establish an endowment or to provide direct support for existing
programs. Frequently, gifts are used to support developing programs
for which other funding is not available. The unique flexibility,
or lack of restrictions, makes gifts attractive sources of support.
(Also see Donation.)
- GPG
- Grant
Proposal Guide for the National
Science Foundation.
- Grant
- A type of financial assistance awarded to an organization
for the conduct of research or other program as specified in
an approved proposal. A grant, as opposed
to a cooperative agreement, is used
whenever the awarding office anticipates no substantial programmatic
involvement with the recipient during the performance of the
activities.
- Grant/Contract Officer
- A sponsor's designated individual who
is officially responsible for the business management aspects
of a particular grant, cooperative
agreement, or contract. Serving
as the counterpart to the business officer of the grantee/contractor
organization, the grant/contract officer is responsible for
all business management matters associated with the review,
negotiation, award, and administration
of a grant or contract and interprets the associated administration
policies regulations, and provisions (For definition of scientific
officer, see Program/Project Officer.).
- GSA
- General Services
Administration
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- IDC
- Indirect Costs
- IFB
- Invitation for Bid
- In-Kind
- Contributions or assistance in a form other than money. Equipment,
materials, or services of recognized value that are offered
in lieu of cash.
- Incremental Funding
- A method of funding contracts that provides specific spending
limits below the total estimated costs. These limits may be
exceeded only at the contractor's own risk. Each increment is,
in essence, a funding action.
- Indirect Costs
- Costs related to expenses incurred in conducting or supporting
research or other externally-funded activities but not directly
attributable to a specific project. General categories of indirect
costs include general administration (accounting, payroll, purchasing,
etc.), sponsored project administration, plant operation and
maintenance, library expenses, departmental administration expenses,
depreciation or use allowance for buildings and equipment, and
student administration and services. (See also Facilities
and Administrative Costs.)
- Indirect Cost Rate
- The rate, expressed as a percentage of the base amount of
salaries and wages ( established by negotiation with the cognizant
federal agency on the basis of the institution's projected costs
for the year and distributed as prescribed in OMB
Circular A-21.
- Invitation for Bid (IFB)
- A solicitation issued to prospective bidders. An IFB describes
what is required and how the bidders will be evaluated. Award
is based on the lowest bid. Negotiations are not conducted.
- Investigator-Initiated Proposal
- A proposal submitted to a sponsor
that is not in response to an RFP, RFA,
or a specific program announcement.
- IRB
- Institutional Review Board (for human subjects research at
DU.
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- Key Personnel
- The personnel considered to be of primary importance to the
successful conduct of a research project. The term usually applies
to the senior members of the project staff.
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- Limitation of Cost (LOC)
- A mandatory clause for cost-reimbursement
type contracts. Under the clause, the sponsor
is not obligated to reimburse the contractor for costs in excess
of the stated amount. The contractor, however, is not obligated
to continue performance once expenses reach the stated amount.
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- Matching Grant
- A grant that requires a specified portion of the cost of a
supported item of equipment or project be obtained from other
sources. The required match may be more or less than the amount
of the grant. Some matching grants require that the additional
funds be obtained from sources outside the recipient organization.
Many matching grants are paid in installments, the payments
coinciding with the attainment of pre-specified levels of additional
funding. (Also see Challenge Grant.) Matching
grants are very common in the sciences, especially for equipment.
They are standard practice in some government agencies.
- Misconduct in Science
- Fabrication, plagiarism, or other practices that seriously
deviate from those that are commonly accepted within the scientific
community for proposing, conducting, or reporting research.
It does not include honest error or honest differences in interpretations
or judgments of data.
- Mission
- A sponsor's stated purpose, which is
designed to address a specified set of problems. Almost all
federal research agencies are designated as mission agencies.
- Modification
- An award document that modifies any aspect
of an existing award other than those named above. Example:
Carryover approvals, adding or deleting special terms and conditions,
changes in funding levels (including NSF's
Research Experience for Undergraduates, NIH's Minority Supplement,
DOD's ASSERT Programs), administrative changes initiated by
the agency, extensions that include changes in terms, change
of principal investigator , etc.
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- NACUBO
- National
Association of College and University Business Officers
- NAS
- National Academy
of Sciences
- NASA
- National
Aeronautics and Space Administration
- NCHGR
- National
Center for Human Genome Research (NIH)
- NCI
- National
Cancer Institute
- NCRR
- National
Center for Research Resources (NIH)
- NCURA
- National Council
of University Research Administrators
- NEA
- National
Endowment for the Arts
- NEH
- National
Endowment for the Humanities
- NEI
- National
Eye Institute (NIH)
- New Award
- An award not previously awarded or a
renewal or continuation
award treated as a new award by the sponsor
and given a new agency number.
- New and Competing Proposals
- Proposals that are submitted for the
first time or ongoing projects that must recompete for funding
prior to expiration of the original award.
- NHLBI
- National
Heart, Lung, and Blood Institute (NIH)
- NIA
- National
Institute on Aging (NIH)
- NIAAA
- National
Institute on Alcohol Abuse and Alcoholism (NIH)
- NIAID
- National
Institute of Allergy and Infectious Diseases (NIH)
- NIAMS
- National
Institute of Arthritis and Musculoskeletal and Skin Diseases
(NIH)
- NICHD
- National
Institute of Child Health and Human Development (NIH)
- NIDA
- National
Institute on Drug Abuse (NIH)
- NIDCD
- National
Institute on Deafness and other Communication Disorders
(NIH)
- NIDDK
- National
Institute of Diabetes and Digestive and Kidney Diseases
(NIH)
- NIDR
- National
Institute of Dental Research (NIH)
- NIEHS
- National
Institute of Environmental Health Sciences (NIH)
- NIGMS
- National
Institute of General Medical Sciences (NIH)
- NIH
- National Institutes
of Health
- NIMH
- National
Institute of Mental Health (NIH)
- NINDS
- National
Institute of Neurological Disorders and Stroke (NIH)
- NINR
- National
Institute for Nursing Research (NIH)
- NLM
- National
Library of Medicine
- No Cost Time Extension
- An extension of the period of performance beyond the expiration
data to allow the principal investigator to
finish a project. Usually, no additional costs are provided.
- Notice of Grant Award (NGA)
- The legally binding document that serves as a notification
to the recipient and others that a grant
or cooperative agreement has been
made; contains or references all terms of the
award; and documents the obligation of funds.
- NPR
- National Performance
Review
- NSF
- National Science
Foundation
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- OFPP
- Office of Federal Procurement Policy
- OMB
- Office
of Management and Budget
- OMB Circulars
- Regulatory circulars issued by the
Office of Management & Budget (OMB). (Link
to the OMB circular as well as link to the specific circular
via TRAM.) Definitions included in OMB Circulars A-21,
110, 122, 128 and 133.
- ONR
- Office
of Naval Research
- OPAS
- Organizational Prior Approval System
- OPRR
- Office for Protection from Research Risks (DHHS)
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- Peer Review
- A system using reviewers who are the professional equals of
the principal investigator or program director
who is to be responsible for directing or conducting the proposed
project. It is a form of objective review. Peer review is legislatively
mandated in some programs and in other programs is administratively
required.
- PHS
- Public Health Service
- PHS 2590
- Application
for Continuation of a PHS Grant (National
Institutes of Health)
- PHS 398
- Application
Form for a PHS Grant (National
Institutes of Health)
- PI
- Principal Investigator
- Post-Differential Allowance
- Expenses authorized for employees based abroad to provide
additional compensation for services as a recruitment and retention
tool. When the allowance is authorized, the employee's base
salary is increased accordingly.
- PRDA
- Program Research and Development Announcement
- Pre-Proposal
- A brief description, usually 2-10 pages, of research plans
and estimated budget that is sometimes submitted to determine
the interest of a particular sponsor
prior to submission of a formal proposal. Also termed Preliminary
Proposal.
- Principal Investigator
- The individual responsible for the conduct of research or
other activity described in a proposal
for an award.
- Prior Approval
- The requirement for written documentation of permission to
use project funds for purposes not in the approved budget, or
to change aspects of the program from those originally planned
and approved. Prior approval must be obtained before the performance
of the act that requires such approval under the terms
of the agreement.
- Priority Score
- A score derived from the rating given a research
proposal by each member on a review committee. It is used
to help determine which approved proposals will be granted awards,
based on funds available.
- Program Announcement
- Describes existence of a research opportunity. It may describe
new or expanded interest in a particular extramural program
or be a reminder of a continuing interest in an extramural program.
- Program/Project Officer
- A sponsor's designated individual officially
responsible for the technical, scientific, or programmatic aspects
of a particular grant, cooperative
agreement, or contract. Serving
as the counterpart to the principal investigator/project
director of the grantee/contractor organization, the program/project
officer deals with the grantee/contractor organization staff
to assure programmatic progress. (For definition of business
officer, see Grant/Contract Officer.)
- Progress Report
- Periodic, scheduled reports required by the sponsor
summarizing research progress to date. Technical, fiscal, and
invention reports may be required.
- Project Period (PP)
- The total time for which support of a project has been programmatically
approved. A project period may consist of one or more budget
periods. (Also see Budget Period.)
- Proposal
- An application for funding that contains all information necessary
to describe project plans, staff capabilities, and funds requested.
Formal proposals are officially approved and submitted by an
organization in the name of a principal investigator.
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- Rebudget
- The act of amending the budget buy moving funds from one category
or line item to another. (See also Budget
Adjustment)
- Regs
- Short for "regulations."
- Regulations
- The contractual rules and procedures governing sponsored research
projects.
- Renewal
- Applicable to grants and cooperative
agreements only. A competitively reviewd proposal
requesting additional funds extending the scope of work beyond
the current project period.
- Request for Applications (RFA)
- Announcements that indicate the availability of funds for
a topic of specific interest to a sponsor.
Proposals submitted in response to RFAs
generally result in the award of a grant. Specific grant announcements
may be published in the Federal Register and/or specific sponsor
publications. (Also see Broad Agency Announcements.)
- Request for Proposal (RFP)
- Announcements that specify a topic of research, methods to
be used, product to be delivered, and appropriate applicants
sought. Proposals submitted in response
to RFPs generally result in the award of
a contract. Notices of federal RFPs
are published in the Commerce Business Daily.
- Revision
- A modified and resubmitted request for funding for a project
that was previously not funded either because it was denied
by the sponsor or withdrawn by the principal
investigator.
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- Salaries and Wages (S&W)
- Payments made to employees of the institution for work performed.
- SBA
- Small Business
Administration
- SBIR
- Small Business Innovative Research
- Scope of Work
- The description of the work to be performed and completed
on a research project.
- Senior Personnel
- Professional personnel who are responsible for the scientific
or technical direction of project.
- Small Business Innovative Research (SBIR)
- Agency administered programs supported by ear-marked federal
funds, making grants to small business entities.
- Small Business Technology Transfer (STTR)
- Grant applications and/or programs to fund small business
"teamed" with research institutions.
- Small Grant
- A special type of award, often limited
to a beginning researcher. Typically, such an award may be obtained
for one year only.
- Sponsor
- The organization that funds a research project.
- SRA
- Society
of Research Administrators
- SSA
- Social
Security Administration
- Stipend
- A payment made to an individual under a fellowship or training
grant in accordance with pre-established levels to provide for
the individual's living expenses during the period of training.
- STTR
- Small Business Technology
Transfer
- Subcontract, Subgrant, or Subagreement
- A document written under the authority of, and consistent
with the terms and conditions of an award
(a grant, contract
or cooperative agreement), that transfers
a portion of the research or substantive effort of the prime
award to another institution or organization.
- Subs
- Short for "subcontractors."
- Supplemental (Rebudgeting or Modification)
Proposal
- A request to the sponsor for additional
funds for an ongoing project during the previously approved
performance period. A supplemental proposal may result from
increased costs, modifications in design, or a desire to add
a closely related component to the ongoing project.
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- Task Order Agreement (TOA)
- A legally binding document authorizing work and appropriating
funds as a supplement to a basic contract.
- Teaming Agreement
- An agreement between two or more parties to participate in
a research project or teaching activity.
- Technical Data
- Recorded information, regardless of form or characteristic,
of a scientific or technical nature. Often refered to as the
"science" of a proposal.
- Templates
- Facsimiles of agency forms created with common software (MS
Word, Excel, WordPerfect, etc.) that enable the user to fill
out agency forms with their computer. (TRAM)
- Terms of Award
- All legal requirements imposed on an agreement by the sponsor,
whether by statute, regulation(s), or terms in the award document.
The terms of an agreement may include both standard and special
provisions that are considered necessary to protect the sponsor's
interests.
- Total Direct Costs (TDC)
- The total of all direct costs of a project.
- Total Project Costs
- The total allowable direct and indirect
costs incurred by the institution to carry out an approved
project or activity.
- TRAM
- A WWW
service initially developed by the Texas Research Administrators
Group providing funding opportunity searches, agency form templates,
links to research administration home pages, etc.
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A | B |
C | D | E |
F | G | H |
I | J | K |
L | M | N |
O | P | Q |
R | S | T |
U - Z
- Unrestricted Funds
- Monies with no requirements or restrictions as to use or disposition.
Grants, contracts,
and cooperative agreements are considered
to be restricted funds, while gifts are
usually considered unrestricted funds.
- Unilateral Award
- An award made by a sponsor to an organization
without considering competitive proposals.
Unilateral awards are most often made when unsolicited proposals
receive favorable treatment.
- Unsolicited Proposal Proposals
- Proposals submitted to a sponsor that
are not in response to an RFP, RFA,
or program announcement. (See also Investigator-Initiated
Proposal.)
- USDA
- United States
Department of Agriculture
- USIA
- United
States Information Agency
- VA
- Veterans Administration
- VAH
- Veterans Administration Hospital
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