AAAH||American Association for the Advancement of Humanities|
AAALAC|| American Association of Animal Laboratory Accreditation Council|
AAAS|| American Association for the Advancement of Science|
AAC|| Association for American Colleges|
AACD|| American Association of Counseling and Development|
AACUO|| Association for Affiliated College and University Offices|
ACC|| Application Control Center|
ACE|| American Council on Education|
ACLS|| American Council for Learned Societies|
ACO|| Administrative Contracting Officer|
ACS|| American Cancer Society|
ACYF|| Administration for Children, Youth and Families|
ADAMHA|| Administration on Drug Abuse, Mental Health and Alcoholism|
AFDC|| Aid to Families with Dependent Children|
AFOSR|| Air Force Office of Scientific Research|
AHA|| American Heart Assocation|
AID|| Agency for International Development|
AOA|| Administration on Aging|
ARI|| Army Research Institute|
ARO|| Army Research Office|
ASAP|| As soon as possible|
AUTM|| Association of University Technology Managers|
AVA|| American Vocational Association|
BAA|| Broad Agency Announcement|
BIA|| Bureau of Indian Affairs|
BLS|| Bureau of Labor Statistics|
CAS|| Cost Accounting Standards|
CASB|| Cost Accounting Standards Board|
CASE|| Council for the Advancement and Support of Education|
CBD|| Commerce Business Daily|
CFDA|| Catalog of Federal Domestic Assistance|
CFR|| Code of Federal Regulations|
CIES|| Council for the International Exchange of Scholars|
CPB|| Corporation for Public Broadcasting|
CO|| Contracting Officer|
COP|| Certificate of Proposal|
COS|| Community of Science|
COGR|| Council on Governmental Relations|
CURI|| College and University Resource Institute|
CWS|| College Work Study|
DA|| Departmental Administration|
DARPA|| Defense Applied Resarch Projects Agency (formerly ARPA)|
DC|| Direct Costs|
DCA|| Division of Cost Allocation (HHS)|
DCAA|| Defense Contract Audit Agency|
DCE|| Direct Cost Equivalent|
DEA|| Drug Enforcement Administration|
DEAR|| Department of Energy Acquisition Regulations|
DFAR|| Defense Federal Acquisition Regulations|
(D)HHS|| Department of Health and Human Services|
DOD|| Department of Defense|
DOE|| Department of Energy|
DOEd|| Department of Education|
DOT|| Department of Transportation|
EDGAR|| Educational Department General Administration Regulations|
EDI|| Electronic Data Interchange|
EEO|| Equal Employment Opportunity|
EFT|| Electronic Funds Transfer|
EO|| Executive Order|
EPA|| Environmental Protection Agency|
ERIC|| Education Resources Information Clearinghouse|
ERA|| Electronic Research Administration|
ERS|| Economic Research Service|
ESEA|| Elementary and Secondary Education Act|
ETA|| Employment and Training Administration|
F & A|| Facilities and Administrative Costs (formerly Indirect Costs)|
FAR|| Federal Acquisition Regulations|
FDP|| Federal Demonstration Partnership|
FIE|| Federal Information Exchange|
FIPSE|| Fund for the Improvement of Postsecondary Education|
FMC|| Federal Management Circular|
FOIA|| Freedom of Information Act|
FR|| Federal Register|
FSR|| Financial Status Report|
FY|| Fiscal Year|
FYI|| For your information|
GA|| General Administration|
GAO|| Goverment Accounting Office|
GEPA|| General Education Provisions Act|
GPRA|| Goverment Performance and Results Act|
GPO|| Government Printing Office|
GSA|| General Services Administration|
GSL|| Guaranteed Student Loan|
HEA|| Higher Education Amendment|
HEARS|| Higher Education Administrative Resource Service|
HED|| Higher Education Daily|
HENA|| Higher Education and National Affairs|
HHS|| Department of Health and Human Services|
IACUC|| Institutional Animal Care and Use Committee|
IACP|| Institutional Animal Care Program|
IDC|| Indirect Costs (now called Facilities and Administrative Costs)|
IG|| Inspector General|
IHE|| Institution of Higher Education|
IPATNT|| Intellectual Property Administration and Technology Transfer (at
IRB|| Institutional Review Board|
IR&D|| Independent Research and Development|
IREX|| International Research and Exchanges Board|
LAR|| Laboratory Animal Resources|
LEA|| Local Education Agency|
MTA|| Material Transfer Agreement|
MTDC|| Modified Total Direct Costs|
NA|| Not applicable|
NASA|| National Aeronautics and Space Administration|
NCES|| National Center for Educational Statistics|
NCURA|| National Council of University Research Administrators|
NEA|| National Education Association|
NEA|| National Endowment for the Arts|
NEH|| National Endowment for the Humanities|
NFAH|| National Foundation on the Arts and Humanities|
NIA|| National Institute on Aging|
NIAAA|| National Institute on Alcohol Abuse and Alcoholism|
NIDA|| National Institute on Drug Abuse|
NIE|| National Institute on Education|
NIH|| National Institutes of Health|
NIHR|| National Institute for Handicapped Research|
NRA|| National Rehabilitation Association|
NRSA|| National Research Service Award|
NSF|| National Science Foundation|
OERI|| Office of Educational Research and Improvement|
OFCC|| Office of Federal Contract Compliance|
OMB|| Office of Management and Budget|
ONR|| Office of Naval Research|
OPRR|| Office of Protection from Research Risks|
ORM|| Office of Regional Management|
OSHA|| Occupational Safety and Health Administration|
OSI|| Office of Science Integrity|
OSTP|| Office of Science and Technology Policy|
OTA|| Office of Technology Assessment|
PA|| Program Announcement|
PETA|| People for the Ethical Treatment of Animals|
PHS|| Public Health Service|
PI|| Principal Investigator|
RDA|| Recombinant DNA|
RFA|| Request for Applications|
RFP|| Request for Proposal|
RFQ|| Request for Quotation|
SBA|| Small Business Administration|
SPA|| Sponsored Programs Administration|
SPIN|| Sponsored Programs Information Network|
SRA|| Society of Research Administrators|
|| Sponsored Research Office
SEA|| State Education Agency|
SRA|| Society of Research Administrators|
TDC|| Total Direct Costs|
TGA|| The Grant Advisor|
UBIT|| Unirelated Business Income Tax|
USC|| United States Code|
USDA|| United States Department of Agriculture|
Glossary of Terms
Regulations that implement (1) guidance from
the Office of Management and budget (OMB) contained in circulars that apply
to the administration of all federal grants and cooperative agreements, (2)
Presidential Executive Orders (where regulation is necessary), and (3)
legislation that affects all applicants for or recipients of federal grants
and cooperative agreements; see also EDGAR (defined below).
Application Control Center.
The area of the Department of Educational [in
the Grants and Contracts Service (defined below)] that is officially
authorized to receive applications for discretionary grants and cooperative
A notice published in the Federal Register that
invites applications for one or more discretionary grant or cooperative
agreement competitions, gives basic program and fiscal information on each
competition, informs potential applicants when and where they can obtain
applications, and cites the deadline date (defined below), for a particular
A package that contains the application notice for
one or more programs and all the information and forms needed to apply for
a discretionary grant or cooperative agreement.
A law passed by the Congress to provide a
certain level of funding for a grant program in a given year.
A listing of a variety of requirements, found in different
federal laws, regulations, and executive orders that applicants agree in
writing to observe as a condition of receiving federal assistance.
A conclusion about a monetary or nonmonetary matter related
to an auditor's examination of an organization, program, activity, or
function, which frequently identifies problems and provides recommendations
for correction action in order to prevent their future recurrence.
Audit Resolution Process.
The process by which the Department determines
whether costs under a grant that have been identified in an audit report as
questioned or unsupported are actually allowable or unallowable and
initiates action to have recipients return unallowable expenditures.
Audit Resolution Specialist.
The Department staff member who reviews audit
reports on recipients' projects and develops the proposed recommendations
to management for settling cases of expenditures not allowed under
discretionary grants or cooperative agreements; these recommendations
become the basis for decisions issued in the program determination letter
A law passed by the Congress that establishes or
continues a grant program.
An interval of time into which a project period is divided
for budgetary purposes, usually 12 months.
Catalog of Federal Domestic Assistance.
Publication and database produced
by the General Services Administration that lists the domestic assistance
programs for all federal agencies and gives information about a program's
authorization, fiscal details, accomplishments, regulations, guidelines,
eligibility requirements, information contacts, and application and award
process; also called the CFDA.
A statement, signed by an applicant or recipient as a
prerequisite for receiving federal funds, that is (1) meets or will adhere
to certain conditions and/or (2) will undertake or not undertake certain
Identifying number for a federal assistance program, composed
of a unique two letter prefix to identify the federal agency ("84" for the
Department of Education), followed by a period and a unique three-digit
code for each authorized program.
The process during which the Department determines that the
recipient has performed all required work of a discretionary grant or
cooperative agreement and undertakes all necessary administrative actions
to make any final fiscal adjustments to a recipient's account.
Code of Federal Regulations (CFR).
Compilation of all final regulations
issued by federal agencies and published annually by the National Archives
and Records Administration; divided into numbered "Titles"; Title 34
contains the regulations of the Department of Education.
Competitive Review Process.
The process used by the Department of
Education to select applications for discretionary grants and cooperative
agreements for funding, in which applications are scored by subject-area
experts and the most highly scored applications are recommended for funding.
Additional funding awarded for budget periods
following the initial budget period of a multi-year discretionary grant or
A type of federal assistance; essentially, a
variation on a discretionary grant (defined below), awarded by the
Department when it anticipates having substantial involvement with the
recipient during the performance of a funded project.
The date by which the Department must receive a
discretionary grant or cooperative agreement application for it to be
considered for funding.
An award of financial assistance in the form of
money, or property in lieu of money, by the federal government to an
eligible recipient, usually made on the basis of a competitive review
The acronym for the U.S. Department of Education (I.e., Education
An electronic bulletin board service (BBS) of the Department of
Education that gives information on discretionary grant, cooperative
agreement, and contract opportunities at the Department.
EDGAR (Education Department General Administrative Regulations).
Administrative regulations governing ED discretionary grant and cooperative
agreement programs found in Parts 74, 75, 76, 77, 79, 80, 81, 82, 85, and
86 of Title 34 of the Code of Federal Regulations (defined above); a book
issued by the Department that contains a reprint of these regulations.
Employer Identification Number (EIN).
The number the Internal Revenue
Service assigns to every employer; used by the Department as the basis for
the entity number (defined below).
The number the Department creates, using the employer
identification number (defined above), to identify a recipient (as distinct
from the award itself) in its dealings with the Department; enables the
Department to be able to establish an account and to identify the correct
recipient to receive the funds awarded under a discretionary grant or
Daily compilation of federal regulations and legal
notices, presidential proclamations and executive orders, federal agency
documents having general applicability and legal effect, documents required
to be published by act of Congress, and other federal agency documents of
public interest; prepared by the National Archives and Records
Administration for public distribution by the Government Printing Office;
publication of record for ED regulations.
Financial Operations Division (Accounting and Financial Management
The administrative unit of the Department of Education that
makes payments of federal funds to recipients of discretionary grants and
cooperative agreements and receives recipients' completed SF-272 reports.
(See financial report, below).
A document the recipient sends to the Department showing
the amounts and/or types of expenditures made under an ED discretionary
grant or cooperative agreement; usually made on a federal form, SF-272; for
some grants, the financial report is also made on another federal form,
A grant that the Department is directed by Congress to make
to recipients, for which the amount is established by a formula based on
certain criteria (e.g., population) that are written into the legislation
and program regulations; directly awarded and administered in the
Department's program offices (defined on the next page).
Activities, identified by the Department in advance of
a discretionary grant or cooperative agreement competition, that applicants
are asked to include in an application so as to receive preference in the
review process; they include absolute priorities (the applicant must
address them in order to be considered for funding), competitive priorities
(the applicant can choose whether or not to address them and the
application might receive additional points for doing so, depending how
well the applicant addresses the priority), and invitational priorities
(the applicant is encouraged to address the stated priorities, but the
application does not receive extra points for doing so).
Grant Application Reviewer ('Reviewer').
An individual who serves the
Department by reviewing new discretionary grant and cooperative agreement
applications; also referred to as "field reader" or "peer reviewer."
Grant Award Notification.
Official document signed by the grants officer
stating the amount and the terms and conditions of an award for a
discretionary grant or cooperative agreement.
For the purposes of this booklet, a program of
discretionary grants and/or cooperative agreements administered by the
Department of Education.
Grants and Contracts Service (GCS).
The organizational unit of the
Department of Education that has authority for overseeing the Department's
assistance (grants) and procurement (contracts) processes; holds
responsibility for the related functions of establishing indirect cost
rates and developing automated systems for processing grants and contracts.
The administrative unit of the Grants and Contracts
Service (defined above) responsible for negotiating, awarding,
administering, and closing out all of the Department of Education's
discretionary grants and cooperative agreements.
The only person in the Department of Education who has the
authority to award its discretionary grants and cooperative agreements and
to establish or revise their terms and conditions.
The staff person in the Grants Division (defined above)
who reports to the grants officer and who negotiates discretionary grants
and cooperative agreements and handles the details of administering them on
a daily basis.
Costs of an organization incurred for common or joint
objectives, which cannot readily and specifically be identified with a
particular grant project or other institutional activity.
Activities undertaken by ED staff members to review and
evaluate specific aspects of a recipient's activities under a discretionary
grant or cooperative agreement; they include (1) measuring a recipient's
performance; (2) assessing a recipient's adherence to applicable laws,
regulations, and the terms and conditions of the award; (3) providing
technical assistance to recipients; and (4) assessing whether a recipient
has made substantial progress.
Preaward discussions conducted by the Grants Division
(defined above) to establish the conditions and amount of a discretionary
grant or cooperative agreement; based on recommendations from the cognizant
Principal Office, a cost analysis of the applicant's budget, and a review
of proposed activities.
Notice of Proposed Rulemaking.
An announcement published in the Federal
Register (defined on the preceding page) of proposed new regulations or
modifications to existing regulations; the first stage in the process of
creating or modifying regulations.
An entry made by a grants officer in the Department's
automated accounting system that authorizes the Financial Operations
Division (defined on the preceding page) to make payments of federal grant
funds to a recipient.
Office of Management and Budget (OMB) Circulars.
documents that give instruction to federal agencies on a variety of topics,
including the administration of federal grants and cooperative agreements.
Payment Identification Number (PIN).
A number associated with a
recipient's entity number (defined above), which enables the recipient to
draw down cash payments authorized by a discretionary grant or cooperative
A report of the specific activities the recipient of a
discretionary grant or cooperative agreement has performed during the
budget period or the project period.
The Department official who is head of one of the six
principal offices listed above; holds the rank of assistant secretary or
A subunit of a principal office that conducts the daily
work of administering ED discretionary grant and cooperative agreement
programs, including the review and ranking of applications.
Program office staff person responsible for (1)
developing program regulations (defined below), application notices, and
application packages (defined above); (2) overseeing the review and ranking
of applications submitted under their programs; (3) providing detailed
funding recommendations to the Grants Division for applications; (4)
participating in negotiations, as necessary; (5) providing technical
assistance to applicants and recipients; (6) monitoring funded projects;
and (7) making recommendations to the Grants Division about recipients'
requests for revisions to project activities and budgets.
Program Determination Letter (PDL).
An official written notice from an
authorized Department of Education management official to an audited
recipient that sets forth the Department's decision on findings in an audit
report, including all necessary actions and repayment of funds for which
the recipient is responsible.
Regulations that implement legislation passed by
Congress to authorize a specific grant program; they include applicant and
participant eligibility criteria, nature of activities funded, allowability
of certain costs, selection criteria under which applications will be
selected for funding, and other relevant information.
The total amount of time (sometimes several years) during
which the Department authorizes a recipient to complete the approved work
of the project described in the application; project periods of more than
one year are divided into budget periods.
The identifying number for a discretionary grant or
cooperative agreement award, composed of seven parts (e.g., H029A31234-01C):
The first five parts remain the same throughout the life of the project
period while the last two parts change by budget period.
- Principal office designator (H)
- CFDA numeric suffix of the program (029)
- Alphabetic subprogram identifier (A)
- Last digit of the fiscal year of the competition (3)
- Unique application identifier (1234)
- Fiscal year of the funding (01)
- Sequential order of the most recent funding
action in a Fiscal Year (C)
Federal rules of general applicability that are authorized by
federal laws or other federal authority and contained in the Code of
The official list of recommended applicants and award amounts in a
discretionary grant or cooperative agreement competition.
Standard Form 424 or SF-424.
A standard grant application form, sometimes
referred to as the application "cover page," used by the Department of
Education and other federal agencies.