Glossary

A B C D E F G H I L M N O P R S U V W

Allowable Costs
Determined by the federal Office of Management and Budget (OMB), the sponsor’s requirements, and/or university policy. OMB Circular A-21 defines allowable costs as those that are:

1. reasonable
2. allocable to the project
3. given consistent treatment by the use of generally accepted accounting procedures
4. conform to any limitation or exclusions set forth by the sponsored agreement or OMB Circular A-21.

Award
Funds provided from an external sponsor for support of a project at GS. This term is used for both original awards and supplements; it can mean monies or equipment.

Budget
The spending plan for a proposal or award submitted to and/or approved by the sponsor. Categories include salary, fringe benefits, materials and supplies, travel, student support, equipment, subgrants or subcontracts, publication costs, facilities and administrative (F&A) costs, and other miscellaneous costs.

Bureau of Industry and Security (BIS)
Department of Commerce branch responsible for implementing and enforcing the Export Administration Regulations (EAR), which regulate the export and re-export of most commercial items.

Classified Information
Documents or materials that have been designated as classified by an authorized government official.

Clinical Research
As defined in the PHS 398 Definitions and the Grants policy Statement Glossary

As defined in the PHS 398 Definitions and the Grants Policy Statement Glossary

1. Patient-oriented research.  Research conducted with human subjects (or on material of human origin such as tissues, specimens and cognitive phenomena) for which an investigator (or colleague) directly interacts with human subjects.  Excluded from this definition are in vitro studies that utilize human tissues that cannot be linked to a living individual.  Patient-oriented research includes:

a.  Mechanisms of human disease,
b.  Therapeutic interventions,
c.  Clinical trials, or
d.  Development of new technologies.

2. Epidemiologic and behavioral studies

3. Outcomes research and health services researchNOTE:  Studies that meet the criteria for Exemption 4 are not considered clinical research for purposes of this definition

Clinical Trial

FDA

NIH

defined in the PHS 398 Definitions – a prospective biomedical or behavioral research study of human subjects that is designed to answer specific questions about biomedical or behavioral interventions (drugs, treatments, devices, or new ways of using known drugs, treatments, or devices)

Clinical trials are used to determine whether new biomedical or behavioral interventions are safe, efficacious and effective. Clinical trials of experimental drug, treatment, device or behavioral intervention may proceed through four phases:

Phase I clinical trials are done to test a new biomedical intervention in a small group of people (e.g., 20-80) for the first time to evaluate safety (e.g. determine a safe dosage range, and identify side effects).

Phase II clinical trials are done to study the biomedical or behavioral intervention in a larger group of people (several hundred) to determine efficacy and to further evaluate its safety.

Phase III studies are done to study the efficacy of the biomedical or behavioral intervention in large groups of human subjects (from several hundred to several thousand) by comparing the intervention to other standard or experimental interventions as well as to monitor adverse effects, and to collect information that will allow the intervention to be used safely.

Phase IV studies are done after the intervention has been marketed. These studies are designed to monitor effectiveness of the approved intervention in the general population and to collect information about any adverse effects associated with widespread use.

Complainant
The person who submits a written allegation of misconduct to the Provost.

Confidentiality Clause
A specific clause in a contract that provides for protection of confidential or proprietary information.

Conflict of Interest
A situation in which an individual’s significant financial interest or other interests in an outside entity conflict, or appear to conflict, with that individual’s ability to carry out his/her responsibilities to the University. Those responsibilities include the design, conduct or reporting of research, decision-making in connection with a University business transaction, and commitments to students, trainees, and staff or a business or supervisory relationship that may appear to involve nepotism. A conflict of interest does not imply wrongdoing or misconduct; rather it is a situation in need of management.

Continuation/Renewal Proposal
Additional funding increments for projects beyond the original grant period. See specific sponsor guidelines for submission requirements

Contract
An agreement to acquire, purchase, lease, or barter property or services. For an award to be considered a contract, it normally must contain all of the following elements:
Elements to be included later

Contractor Purchasing Systems Review (CPSR)
A complete and in-depth review and evaluation, by the U.S. government, of GS’s purchasing system. This evaluation, currently performed by the Office of Naval Research (ONR), includes the Purchasing and Business Services system and the system established by the ORSSP for procurements issued under sponsored projects.

Contributed Effort
Effort expended on a sponsored project that the sponsor does not compensate; a form of cost-sharing.

Cost Share
The portion of project or program costs not borne by the sponsor. Cost sharing should not be confused with other applications of internal university resources in support of non-project or non-program-specific activities. Acceptable cost-sharing contributions must meet the following criteria:

1. are not paid by the federal government directly or indirectly under any other award, except where authorized by federal statute to be used for cost sharing or matching
2. are not included as contributions for any other project or program
3. are necessary and reasonable for proper and efficient accomplishment of specific project or program objectives
4. are directly identifiable with the sponsored project as outlined in the proposal budget and/or budget justification, and thus incorporated in the award notice
5. are verifiable by GS records.

There are three types of cost sharing:

1. Mandatory committed cost sharing is cost sharing required by the sponsor in the application request. It must be quantified in the sponsor award notice, budget, or accompanying narratives. Mandatory cost sharing binds the university to provide and account for resources used in completing the award.
2. Voluntary committed cost sharing is NOT required by the sponsor but is included in the proposal budget, budget narrative, and/or quantified in the proposal narrative. Like mandatory cost sharing, voluntary committed cost sharing binds the university to provide and account for resources used in completing the award.
3. Voluntary uncommitted cost sharing represents effort above and beyond commitments made in the proposal. It is not required by the sponsor and is not included in the proposal budget or budget justification. There is no contractual commitment by the university, nor is it tracked by the university.

Deemed Export
A release of technology and/or software subject to export control regulations to a foreign national inside the United States. A deemed export is considered an export to the home country of the exposed foreign national.

Direct Costs
Those costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.

Dual Use
Items that have both commercial and military or proliferation applications.

EAR
Export Administration Regulations, U.S. Department of Commerce. The regulations that control and license the export of commercial and some military items.

Effort
For the purpose of effort reporting, effort is all the work performed for compensation by the university. It does not include work done for supplemental pay. The total effort is always equal to 100 percent even if the employee is part-time or worked only part of the reporting period. If the employee is salaried and works more than 40 hours per week, total effort is still 100 percent.

Equipment
Generally, an article of nonexpendable tangible personal property having a useful life of one year or more and an acquisition cost of $5,000 or more per unit. Equipment is not a replacement part or component returning a piece of equipment to its original condition. If a component increases the capability of the original equipment and has an acquisition cost of $5,000 or more, it is considered a capital item.

Expanded Authorities
Policy implemented by some federal granting agencies that delegates certain prior approval authorities to grantee institutions. This delegation allows for internal university approval of administrative and spending actions, thus avoiding delays in project progress.

Export
The (1) actual shipment or transmission of any goods or items subject to export control regulations out of the United States; and (2) release of any covered technology, software (including source code), or technical data to any foreign national whether in the U.S. or abroad.

Export Administration Regulations (EAR)
The EAR, codified at 22 CFR Parts 730-774, govern the export of items or technologies that are commercial or “dual use” in nature (i.e., they have both military and commercial applications) and are identified on the Commerce Control List (CCL). The EAR are administered by the U.S. Department of Commerce, Bureau of Industry and Security, which is responsible for licensing exports of items on the CCL.

Export Controls
Governs the shipment, transmission, or transfer of certain sensitive items, information, or software to foreign persons or entities. Where applicable, authorization from the U.S. government in the form of an export license may be required. The sources of export control regulations include: the U.S. Department of Commerce (Export Administration Regulations or EAR); the U.S. Department of State (International Traffic in Arms Regulations or ITAR); and the U. S. Department of the Treasury (Office of Foreign Assets Control or OFAC).

F&A Costs
Facilities and administrative costs.

Fabrication
Equipment that is constructed by combining or assembling modular components and/or materials into one identifiable unit. Procurement of the components and/or materials may preclude open competition and will require the cooperation of the principal investigator, ORSSP personnel, and Purchasing and Business Services.

Faculty & Administrative (F&A) Costs
Those costs incurred for common or joint objectives that therefore cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity.
Facilities & administrative costs are real, auditable costs incurred by the university each time it accepts an award for a sponsored project. If the university does not collect full reimbursement for these costs, other university resources must be used to subsidize them.

Facilities & Administrative (F&A) Cost Rates
The rates used to recover the facilities & administrative costs of a sponsored project. Negotiated, approved rates are to be used for all agreements with the federal government and for most nonfederal projects, as allowable. Information on current facilities and administrative cost rates is available from the ORSSP.

Facility Security Officer
A position responsible for the oversight and handling of classified materials and obtaining, maintaining, and adequately controlling security clearances held by the university.

Faculty Positions
All rank of professors; visiting, clinical, and adjunct faculty; lecturers; and faculty associates.

FERPA-Family Educational Rights and Privacy Act
A Federal law administered by the Family Policy Compliance Office in the U.S. Department of Education (DOE) that applies to all educational institutions that receive funding under any program administered by the DOE. Public schools, Public and Private postsecondary schools are required to maintain a program to protect students against unauthorized disclosure of identifiable information derived from educational records.

Federal-wide Assurance
A contract with the federal government stipulating responsibilities of institutional officials, Office of Human Research Administration, the Institutional Review Board, and principal investigators for the conduct of research involving human subjects.

Financial Conflict of Interest (FCOI)
A significant financial interest (SFI) that could directly and significantly affect the design, conduct or reporting of funded activity.

Fixed Price Agreement/Award
In a “fixed price” award, the principal investigator/GS agrees to accomplish project objectives within a specific timeframe for a set dollar amount. If the deliverables are not completed within the award period, the PI must continue the project until the deliverables are met. Although this may result in an extension of the project period of performance, an amendment to the agreement is not necessary. The award amount also remains constant, even if actual costs for the project are above or below the amount received from the sponsor.

Foreign National
A “foreign national” is anyone who is not a U.S. citizen, a lawful permanent resident of the U.S. (i.e., a “green card” holder) or a “protected individual” as defined in 8 U.S.C. §1324b(a)(3) (e.g., refugees or persons seeking asylum in the U.S.). A foreign national also means any foreign corporation, business association, partnership, or any other entity or group that is not incorporated or organized in the U.S., including international organizations, foreign governments and agencies, and subdivisions of foreign governments. Where a foreign national is a citizen of more than one foreign country, or has citizenship in one foreign country and permanent residence in another, the general rule is that the last permanent resident status or citizenship obtained governs.

Foreign Travel
Foreign travel includes travel outside of the United States and its territories and possessions (Guam, American Samoa, Puerto Rico, the Virgin Islands, and the Canal Zone). A trip is considered foreign travel for all legs of the itinerary if the traveler does not return to his or her duty post prior to departure for a foreign destination.

Freedom of Information Act (FOIA)
Enacted in 1966, the Freedom of Information Act (FOIA) is a federal law that established the public’s right to obtain information from federal government agencies. The FOIA is codified at 5 United States Code §552. “Any person” can file a FOIA request, including U.S. citizens, foreign nationals, organizations, associations, and universities. In 1974, after the Watergate scandal, the Act was amended to force greater agency compliance. It was also amended in 1996 to allow for greater access to electronic information.

Full and Open Competition
The solicitation of bids that is used to assure that all responsible bidders are permitted to compete for the procurement.

Fundamental Research (EAR and ITAR)
Basic or applied research in science and engineering performed or conducted at an accredited institution of higher learning in the United States where the resulting information is ordinarily published and shared broadly in the scientific community. Fundamental research is distinguished from research that results in information that is restricted for proprietary reasons or national security reasons (EAR) or pursuant to specific U.S. government access and dissemination controls (ITAR).
University research will not be deemed to qualify as fundamental research if:

1. the university or its researchers accept any restrictions on publication of the scientific and technical information resulting from the project or activity, other than limited prepublication reviews by research sponsors to prevent inadvertent disclosure of proprietary information provided to the researcher by the sponsor or to insure that publication will not compromise patent rights of the sponsor or
2. the research is funded by the U.S. government and specific access and dissemination controls protecting information resulting from the research have been accepted by the university or the researcher. [The citation for the official definition of fundamental research under the EAR is 15 CFR §734.8; the ITAR citation is 22 CFR §120.11(8).]

Gift
A unilateral transfer of money, property, or other assets from a donor to the recipient for the recipient’s ownership and use, without restrictions on the recipient in connection with the gift. Unrestrictive gifts and grants normally have the following characteristics:

1. the Statement of Work allows the principal investigator significant freedom to manage the project and determine how the assets will be utilized
2. the award does not require deliverables or detailed technical reports
3. the award does not require separate accounting procedures or detailed financial reports
4. the award does not include provisions for audit by or on behalf of the sponsor
5. the award does not require regulatory oversight in areas such as animal care, human subjects, biosafety, or financial conflict of interest and
6. the award does not utilize background intellectual property nor stipulate the ownership rights for foreground intellectual property.

Grant
An agreement to transfer money, property, services, or anything of value to accomplish a purpose, such as support or assistance in an area of interest to the grantor. For an award to be considered a grant, it normally will contain the following elements:

1. the statement of work allows the principal investigator significant freedom to change emphasis within the general area of work as the project progresses
2. deliverables are minimal, usually consisting of reports only and
3. separate accounting procedures are required.

“High-risk” Receivable
Any performance-based contract or award from a private, for-profit company with insufficient advance funding to cover current obligations.

Human Subject
A living individual about whom a researcher obtains:

1. data through intervention or interaction with the individual or
2. identifiable private information.

IDC
Indirect Costs
See Facilities & Administrative (F&A) Costs

Identifiable Information
Information from which the identity of the subject is or may be readily ascertained or associated.

Immediate Family Member
A researcher’s children, spouse, domestic partner, parents, siblings, grandparent, grandchild and equivalent relatives by marriage or other legal association. It also refers to any individual who resides on a regular basis in the researcher’s domicile. (See Relative)

Indirect Cost Rates
See Facilities & Administrative (F&A) Cost Rates

Indirect Costs (IDC)
See Facilities & Administrative (F&A) Cost Rates

Informal Proposal
See Preproposal

Informed Consent
The voluntary agreement obtained from a subject (or the subject’s legally authorized representative) to participate in research or related activity, before participating in that activity. The consent must permit the individual (or legally authorized representative) to exercise free power of choice without undue inducement or any element of deceit, fraud, force, duress, or other form of coercion or constraint.

Inquiry
Information-gathering and fact-finding to determine whether an allegation or apparent instance of misconduct warrants investigation.

Institutional Responsibility
An Investigator’s professional responsibilities on behalf of the Institution, including activities such as research, research consultation, teaching, clinical or other professional practice, academic activities, scholarly events, institutional committee memberships, fiscal management, administrative or supervisory roles, and service on panels such as Institutional Review Boards or Data Safety Management Boards.

Institutional Review Board
A board or committee organized at the university to provide review at the institutional level for ethical concerns in research, such as laboratory animal care and the use of human subjects in research.

Interaction
Communication or interpersonal contact between researcher and subject.

Intergovernmental Agreement (IGA)
An agreement whereby two or more public agencies may contract with each other provided that such contracts are authorized by the governing bodies of each agency and that the contracts are executed in accordance with Georgia.

Internal Control
A process, affected by an entity’s management and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in

1. effectiveness and efficiency of operations
2. reliability of financial reporting and
3. compliance with applicable laws and regulations.

International Agreement
Any agreement with a foreign country or an agency of a foreign country (including companies, organizations, or governments), or any agreement in which the university will be acting in a foreign country.

International Traffic in Arms Regulations (ITAR)
The ITAR, codified at 22 CFR Parts 120-130, govern the export of articles, services, and related technical data that are inherently military in nature. The U.S. Munitions List (USML) identifies the defense articles, services, and related technical data that are inherently military in character and could, if exported, jeopardize national security or foreign policy interests of the United States. The ITAR are administered by the U.S. Department of State, Directorate of Defense Trade Controls.

Intervention
Both physical procedures by which data are gathered and manipulations of the subject or the subject’s environment for research purposes.

Investigation
The formal examination and evaluation of all relevant facts to determine whether misconduct has occurred.

Investigator
The project director, principal investigator and any other person regardless of title or position (“investigator”), who is responsible for the design, conduct, or reporting of research or work product funded in whole or in part by either a public funding entity or a private, for-profit funding entity or that is proposed for funding, in whole or in part, by either. (For “Conflict of Interest” reporting this definition includes sub-awardees, contractors, subcontractors, consortium participants, collaborators and consultants and relatives.)

Invitation to Bid/Request for Proposal (RFP)
Written documents soliciting pricing and/or technical proposals to supply goods or services as specified in the requesting document. Use of RFPs constitutes full and open competition.

Lead Unit
The academic unit to which the tenured or tenure-eligible principal investigator (PI) is assigned. This unit is designated on the faculty or academic professional’s Notice of Appointment or Joint Appointment. In the case of a Joint Appointment, an academic school, department or program appointment supersedes a center or institute appointment as lead unit.

Legal-Age Subjects
Persons over 18 years, except where research involves the legal age for consumption of alcohol (21 years).

Mandatory Committed Cost Sharing
See Cost Share

Matching Funds
Term often used interchangeably with Cost Share

Materials
Materials shall mean tangible materials, including but not limited to research tools, biological materials, prototypes, and records used or produced in the course of university research projects.

Minimal risk
The probability and magnitude of physical, psychological, or social harm that is normally encountered in daily life or in routine medical or psychological examination. In any assessment of degree of risk, the age of the subject must be considered.

Misconduct
Fabrication, falsification, plagiarism, and other practices that seriously deviate from those that are commonly accepted within the academic community for proposing, conducting, or reporting research. Instances of honest error and honest differences in interpretations or judgments of data are not considered misconduct.

Modification
Any change made to an existing sponsored agreement.

Modified Total Direct Costs
The portion of direct costs on which the facilities and administrative (F&A) costs are based, namely: salaries and wages, fringe benefits, materials and supplies, services, tuition, travel, and up to $25,000 on each subgrant and subcontract.

National Security Decision Directive 189
The concept of “fundamental research” was established by National Security Decision Directive 189, which established a national policy with regard to how such research should be treated for purposes of the various export control regimes.

Nondisclosure Agreement
Any agreement signed by both parties that agrees to protect proprietary or confidential information of one party or both for a specific period of time.

OFAC
The Office of Foreign Assets Control, in the U.S. Department of Treasury, administers and enforces economic and trade sanctions based on U.S. foreign policy and national security goals against targeted foreign countries, terrorists, international narcotics traffickers, and those engaged in activities related to the proliferation of weapons of mass destruction.

Pass-through Entity
A nonfederal entity that provides a federal award to a subrecipient to carry out a federal program.

Principal Investigator (PI)
Typically, a faculty member who submitted a proposal that was accepted and funded by an external sponsor. The principal investigator has primary responsibility for technical compliance, completion of programmatic work, and fiscal stewardship of sponsor funds.

Private, For-Profit Funding Agency
Any private partnership, un-incorporated business, sub-chapter S corporation, or corporation to which an application for funding has been made or with which a contract for funding is being negotiated.

Private Information
Information that an individual has provided for specific purposes and that the individual can reasonably expect will not be made public, or information about behavior that occurs in a context in which an individual can reasonably expect that no observation or recording is taking place.

Project Director
See Principal Investigator (PI)

Proposal
Any written presentation/application to a potential source of external funds, referred to as a sponsor, for a research or other sponsored project that provides pricing or cost estimates is considered a proposal. All proposals submitted by a university employee to an outside entity that may directly lead to a sponsored project award require initial review and coordination through the ORSSP prior to submission to a potential sponsor, utilizing a Proposal Routing and Approval Form. Proposals are generally grouped as formal proposals or preproposals:
Formal proposals prepared and submitted to a sponsor outline the scope of activities to be undertaken in response to sponsors’ Request for Proposal (RFP) or other requests from a potential sponsor (e.g., RFQ). Informal discussion may also result in the submission of a written formal proposal to be evaluated by the sponsor before a commitment is made to provide funds to support the program or project envisioned. All formal proposals require an institutional endorsement by an official authorized to commit university resources.

Preproposals

Proposal Revision
Any substantive change made by the principal investigator to the proposal after submission to a potential sponsor and before an award has been received.

Propriety Information
Any agreement signed by both parties that agrees to protect proprietary or confidential information of one party or both for a specific period of time.

Public Agencies
The federal government, any federal department or agency; all agencies, departments, boards, and commissions of the state of Georgia; counties; school districts; cities; towns; municipal corporations; and any other political subdivisions, including Indian tribal councils, of the state of Georgia or any other state.

Public Funding Entity
Any public agency to which an application for funding has been made, or from which a grant has been received.

Recognition
The institutional measurement that provides credit to investigators for their sponsored projects activities.

Re-export
The shipment, release or transmission of an item subject to regulation from one foreign country to another foreign country or to a national of another foreign country.
An actual shipment or transmission of tangible items, software, or information subject to export control regulations from one foreign country to another foreign country. The export or re-export of controlled tangible items, software, or information that will transit through a country or countries, or will be unloaded in a country or countries for reloading and shipment to a new country, or are intended for re-export to the new country, are deemed to be exports to the new country.

Regular employee
An employee who is employed to work for a period of six or more months at a minimum of 50 percent FTE.

Relative
An investigator’s children, spouse, domestic partner, parents, siblings, grandparent, grandchild and equivalent relatives by marriage or other legal association. It also refers to any individual who resides on a regular basis in the researcher’s domicile. (See Immediate Family Member)

Release
Technology, software, or technical data is “released” for export through:

1. visual inspection by a foreign national of U.S.-origin equipment, facilities, or documentation
2. oral or written exchanges of information in the United States or abroad or
3. the application to situations abroad of personal knowledge or technical experience acquired in the United States.

Research
A systematic investigation undertaken in order to discover (new) information or reach a (new) understanding or advance knowledge in a field of study. Most research will result in the ability to draw conclusions, inform policy or generalize findings beyond a single individual. the protection of human subjects standard, 45CFR46.102(f), defines research as a systematic investigation, including research development, testing and evaluation, designed to develop or contribute to generalizable knowledge.

Researcher
The principal investigator and any other person (“investigator”) who is responsible for the design, conduct, or reporting of research funded in whole or in part by either a public funding entity or a private, for-profit funding entity or that is proposed for funding, in whole or in part, by either

Respondent
The researcher accused of misconduct.

Sensitive but Unclassified Information (SBU)
SBU is information of a character such that its disclosure, loss, misuse, alteration, or destruction could adversely affect national security or other interests of the federal government. National security interests are those unclassified matters that relate to the national defense or the foreign relations of the U.S. government. Other government interests are those related, but not limited to, a wide range of government or government-derived economic, human, financial, industrial, agricultural, technologic, and law enforcement information, as well as the privacy or confidentiality of personal or commercial proprietary information provided to the U.S. government by its citizens.

Significant Financial Interest (SFI)
A financial interest consisting of one or more of the following interests of the investigator (and those of the Investigator’s relative) that reasonably appears to be related to the Investigator’s institutional responsibilities including:

  • salary or other payments for services (e.g., in-kind compensation, consulting fees or honoraria);
  • equity interests (e.g., stocks, stock options, or other ownership interests);
  • intellectual property rights (e.g., patents, copyrights, and corresponding royalties)
  • Travel that is prepaid or reimbursed by any source other than a federal, state or local government agency, institution of higher education or academic teaching hospital, medical center or research institute affiliated with an institution of higher education that is provided based upon the investigators professional expertise or University association.
  • Family relationships that preclude an arm’s length business transaction.

The term does not include:

  • salary, royalties, or other remuneration from GS
  • income from seminars, lectures, or teaching engagements sponsored by public or nonprofit entities
  • income from service on advisory committees or review panels for public entities
  • income from service on advisory committees or review panels for non-profit entities NOT affiliated with “for profit” companies.
  • an equity interest that when aggregated for the investigator and the investigator’s relatives over the preceding 12 months meets both of the following tests: does not exceed $5000 in value as determined through reference to public prices or other reasonable measures of fair market value, and does not represent more than a the value of $5000 in aggregate ownership interest among family members in any single publicly traded entity. (Note: there is no exclusion for interest in a non-publicly traded company.)
  • salary, royalties, or other payments (excluding dividends) from a single corporate entity that, when aggregated for the investigator and the investigator’s spouse and dependent children over the preceding 12 months, does not exceed $5,000.

Single Source Acquisition
Issuing an award to a subcontractor without full and open competition. This may be done if an award is the result of a collaboration (where the ideas, concepts, and methodology were developed by the two parties jointly) or in those cases where performance of the prime contract would be jeopardized or delayed by going through the competitive process. There are restrictions on the use of this means of procurement under federally sponsored awards, and documentation must show justification for using single source acquisition.

Sole Source Acquisition
A procurement that does not provide full and open competition, but is effected because only one source is available.

Solicited Proposal
An application submitted by interested, eligible faculty or staff in response to a specific program announcement or call for proposals issued from a sponsor.

Sponsor
An external funding source that enters into an agreement with the university to support research, instruction, public service, or other sponsored activities. Sponsors include private businesses, corporations, foundations and other not-for-profit organizations, other universities, and federal, state, and local governments.

Sponsored Project
An “exchange transaction” between an external sponsor and the recipient under a grant, contract, cooperative agreement, purchase order, or any other mutually binding agreement that restricts the use of funds or property and stipulates conditions with which the university must comply. A sponsored project meets at least one of the following criteria:

1. the proposal responds to a formal RFA, RFP, or other formal solicitation and the project is initiated by a notice of award

2. the Statement of Work specifies programmatic objectives that are to be accomplished within a delimited period of time and budget

3. the award requires deliverables or detailed technical reports

4. the award requires separate accounting procedures and detailed financial reports

5. the award includes provisions for audit by or on behalf of the sponsor

6. the award involves the disposition of property, whether tangible or intangible, that may result from the project (e.g., equipment, records, inventions, copyrights, or rights in data)

and

7. the award requires regulatory oversight in areas such as animal care, human subjects, biosafety, or financial conflict of interest.

Sponsored Research Project or Other Sponsored Program
Includes a variety of possible activities and not research alone. Sponsored Programs can include curriculum development activity, public service projects, instrumentation and infrastructure awards, training grants, conference grants and any other activity funded either directly, or indirectly, by an agency of the federal government.

Staff Positions
This includes:

1. classified staff (positions in the Georgia Personnel System for which generic job description and corresponding pay grade ranges are established) and
2. administrative staff (positions with appointment not to exceed one year that have direct roles in planning, organizing, directing, evaluating, and controlling a major university function).

Subcontract
A contract issued under a prime contract, agreement, purchase order, or grant for the procurement of services or program-related tasks over $25,000. Purchase orders for the procurement of goods and supplies do not qualify as “subcontracts” and fall under the purview of Procurement. Issuance of subcontracts under federal prime awards is subject to compliance with federal law and all subcontracts are subject to the terms and conditions of the prime award and the normal purchasing requirements of the state of Georgia.

Subrecipient
Nonfederal entity that expends federal awards received from a pass-through entity to carry out a federal program.

Subrecipient Agreement
This type of contract may be in a different format than a subcontract, e.g., subgrant or sub-services agreement. Procedures for these agreements are the same as for subcontracts.

Suitable Means of Verification
Includes but is not limited to: first-hand observations of the work being performed, written confirmation from the individual, physically verifiable information, notebooks, and/or sign-in sheets.

Supplemental Pay
Compensation for work performed for a different department or different duties beyond normal work assignment.

Supplemental Proposal
Additional support requested to assure adequate completion of the original scope of work.

Uncompensated Effort
Effort expended by PI’s and/or key personnel on a sponsored project that the sponsor does not compensate and/or require and is not considered a form of cost sharing.

Unsolicited Proposal
A request for support submitted to a sponsor or donor without formal solicitation from the funding entity.

Voluntary Committed Cost Sharing
See Cost Share

Voluntary Uncommited Cost Sharing
See Cost Share

Workplace
All property owned, used, leased, or controlled by GS where university work is performed.

Last updated: 9/29/2016

Office of Research Integrity • PO Box 8005, Statesboro, GA 30460 • (912) 478-5465 • irb@georgiasouthern.edu