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Glossary
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  • 990-AR - form of the annual reports that foundations submit to the Internal Revenue Service and to the state attorney general's office.
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  • ABSTRACT - a brief overview of a project, usually 1/2 page or less immediately following the face page or cover sheet.
  • APPLICATION - a request for funds; may imply the use of a special form supplied by the funding source. (See Proposal.)
  • APPROPRIATION - a federal, state or local legislative enactment which allows government agencies to incur obligations to spend or lend money during specific time periods, usually a fiscal year. Congress may appropriate funds only on the basis of an existing authorization.
  • ASSURANCES - statement concerning the institution's or organization's compliance with Civil Rights, Title IX, Section 504 guidelines, lobbying, etc. Assurances are required with many proposal applications.
  • AUTHORIZATION - basic substantive legislation that sets up a program or agency. Such legislation sometimes sets limits on the amount that can subsequently be appropriated but does not actually provide money or guarantee that monies will be appropriated in any given fiscal year.
  • AUTHORIZED SIGNATURE - signature of person legally responsible for making agreements on behalf of an organization; must appear on an application before it can be considered an official request; implies that if an award is accepted, the responsibility for its proper administration is assured.
  • AWARD LETTER - written notification from the funding agency indicating that a project has been funded, for how long, and in what amount.
  • AWARD - the document, which may be a letter, a special form, or a contract, prescribing the amount of funds and restrictions imposed; an agreement between two parties.
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  • BOILERPLATE - sections of a proposal applicable to a variety of requests, e.g., organizational descriptions, professional resumes, etc.; often maintained by organizations submitting numerous proposals in order to reduce preparation time.
  • BRICKS AND MORTAR - Grant opportunity offered for construction of a facility.
  • BUDGET DETAIL - an itemized list of expenditures and income that accompanies a narrative proposal.
  • BUDGET JUSTIFICATION (BUDGET EXPLANATION) - a detailed clarification of the budget; explains how dollar amounts were determined.
  • BUDGET - financial plan for conducting a project; should include whole dollar amounts only. It is the estimated cost of performance of the project as set forth in a proposal or in the notification of grant award or contract.
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  • CAPITAL CAMPAIGN - Also referred to as a Capital Development Campaign, a capital campaign is an organized drive to collect and accumulate substantial funds to finance major needs of an organization such as a building or major repair project.
  • CFDA (Catalog of Federal Domestic Assistance) - A comprehensive listing and description of Federal programs and activities that provide assistance or benefits to the American public.
  • CONSORTIUM GRANT - award made to one grantee in support of a project being conducted in conjunction with one or more other participating organizations.
  • CONSORTIUM - a group of organizations sharing in the finances, administration, and/or activities of a single grant.
  • CONSULTANT - a person with expertise who is brought in to lend insight, advise, do workshops, etc.
  • CONTINUATION GRANTS - An extension for additional funding budget period for a Project with a projected completion date.
  • COST SHARING - financial contribution by the grantee; typically less than one third of the total cost; more common to research grants; a form of matching. (See Matching Contributions.)
  • COVER LETTER (TRANSMITTAL LETTER) - letter of transmittal accompanying a proposal submission.
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  • DEADLINE OR DUE DATE - date after which a proposal will not be accepted for review; often stated as a receipt date or a post mark date. (See Post Mark Date.)
  • DIRECT COSTS - expenses which can be itemized and for which vouchers or payroll records can be presented for payment. They include salaries and wages, fringe benefits, supplies, travel, equipment, printing, duplication, etc.
  • DUNS (Data Universal Number System) - A nine-digit number assigned and maintained by Dun and Bradstreet to identify unique business establishments. DUNS numbers are assigned worldwide and include US, Canadian, and international organizations.
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  • EFFECTIVE DATE - date award is made, allowable project costs may not be charged to the project until this date.
  • EMPLOYEE BENEFITS - direct expenditures by an organization on behalf of its employees for such items as workman's compensation, disability insurance, unemployment compensation, Social Security, life and health insurance, and retirement. Usually fringe benefits are calculated as a percentage of salaries. (See Fringe Benefits.)
  • EQUIPMENT GRANT - award to be used exclusively for the purchase of equipment; typically for educational or research purposes; usually requires a 50% match by the grantee.
  • EVALUATION - a quantitative assessment of what was, or was not, accomplished by a project; a comparison of project objectives and actual project outcomes; an increasingly important part of proposal writing and project management.
  • EXPIRATION DATE - last date of a project; no charges may be made to a project after this date. (See Grant Period.)
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  • FACE PAGE (COVER SHEET) - first page of a proposal; identifies project title, agency to which proposal is submitted, project director's name, title, address, project duration, total dollar request, submitting organization's name and address and the name, title, and signature of person authorized to sign for submitting organization.
  • FEDERAL REGISTER - A 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.
  • FELLOWSHIP - an award directly to an individual in support of specific educational pursuits.
  • FISCAL YEAR (FY) - usually a 12-month period for which funds are appropriated and during which expenditures must be made. The federal fiscal year runs from October 1 to September 30 and is designated by the calendar year in which it ends. For example FY 2001 covers the period October 1, 2000, to September 30, 2001. PCC's FY, along with that of state and local governments, is July 1 to June 30. FY for many corporations is the same as the calendar year, January 1 to December 30.
  • FORMULA GRANT - funds made available on the basis of a specific formula used by the granting agency and prescribed in legislation, regulation, or policies of that agency. The funds are awarded on the basis of demographic and economic data.
  • FOUNDATION - organization established to disburse funds for philanthropic purposes; usually privately endowed.
  • FRINGE BENEFITS - benefits such as life and health insurance, retirement, unemployment compensation and workers compensation that are paid in addition to salary.
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  • GOALS - general statements of anticipated project outcomes; usually more global in scope than objectives and not expected to be measurable; if used, goals should be supported by well-stated objectives.
  • GRANT PERIOD - begins on the effective date and ends on the expiration date; the period of time agreed upon by the grantor and grantee during which a funded project is in operation; allowable project costs may be charged to the project only during this time. (See Expiration Date.)
  • GRANTEE - any legal entity that assumes financial responsibility, accountability for managing awarded funds, supervision of grant-supported activities and submission of final reports.
  • GRANTOR - funding source which has agreed to provide financial support in the form of a grant.
  • GRANTS.GOV - The online, centralized portal for posting and submission of fall Federal grant opporutinites.
  • GUIDELINES - directions to follow in preparation and submission of a proposal; usually but not always provided by the funding source; more commonly available from government sources or larger foundations.
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  • IN-KIND CONTRIBUTION - a service or item donated in lieu of dollars to the operation of a funded project; usually given by a third party; e.g., donated equipment, percentage of an administrator's time, or guest speaker's time.
  • INDIRECT COSTS (OVERHEAD) - the expenses indirectly associated with the sponsored project. Included are administrative expenses, utilities, maintenance, library facilities. They are usually expressed as a percentage of total direct costs.
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  • LETTER OF INTENT - a brief letter containing a description of a proposed project, an estimated budget, and information on the applicant. Sometimes it is required to allow the funding source to screen out ineligible applicants or projects not consistent with the program's priorities. This screening saves considerable time for both the source and the applicant.
  • LOGIC MODEL - A logic model is a visual representation, a road map, showing the sequence of related events connecting the need for a planned program with the programs’ desired results/outcomes.
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  • MATCHING FUNDS - cash or "in-kind" support contributed by the college to fulfill objectives of project. Amount of needed matching funds varies with program.
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  • NOFA (Notice of Funding Availability) - A NOFA file provides information on available funding within specific departments and/or agencies, funding priorities, eligibility criteria and other useful information. Normally posted with government grants.
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  • OBJECTIVES - specific statements of anticipated project outcomes; should identify clearly what will be different as a result of the project having been funded as opposed to what the project is going to do (activities); usually measurable and directly related to project evaluation. (See Goals.)
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  • PLANNING GRANT - an award made in support of the planning stages of a future project.
  • POC (Point of Contact) - Single person or department within an agency/organization assigned to disseminate grant information.
  • POST MARK DATE - the last date which may be affixed by the Post Office in order for a proposal to be considered for funding; set by the funding source. (See Deadline.)
  • PRE-APPLICATION - a prospectus following a prescribed format developed by an agency and utilized to screen proposals. (See Preliminary Proposal.)
  • PRELIMINARY PROPOSAL - occasionally required by a funding source as a first step in the submission process; a proposal containing only the essentials necessary to convey the idea to be proposed more formally at a later date. (See Pre-Application.)
  • PRIORITIES - funding sources develop annual program plans that include objectives and areas of emphasis. The areas of emphasis are called priorities, and the source awards grants for projects which most closely relate to those priorities. Priorities for federal grant programs are published in the Federal Register.
  • PROJECT DIRECTOR (PRINCIPAL INVESTIGATOR) - the person responsible for directing and managing the project for the college.
  • PROJECT PROGRAM OFFICER - the federal or state agency representative who has the task of monitoring the project, providing technical assistance to the project and insuring that the objectives are carried out within the framework of regulations.
  • PROPOSAL - a written document submitted to a funding source requesting financial support to undertake a project.
  • RFP (REQUEST FOR A PROPOSAL) - announcement distributed by a funding source to potential grantees defining in a general way the type of project proposals desired, same as a Request For An Application (RFA) or Request For Qualifications (RFQ).
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  • SEED MONEY - a small grant for the purpose of getting a project started; it is assumed that the project will be able to attract additional external funds following the "seed grant" period.
  • SITE VISIT - a final step in the review of some proposals; involves a team of evaluators from the funding source who examine the project facilities on location; includes a review of project plan and objectives with key personnel; an encouraging sign to the project director, occasionally conducted during the life of a project.
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  • TITLE - a major section of a piece of legislation, e.g., Title I Higher Education Act, 1965.
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