Pre-Award Naming Conventions

Important Note: Please note that these naming conventions are only intended for transactions of passing proposal files between unit proposal coordinators and OGCA. Faculty are not expected to use these naming conventions. OGCA only requests that a proposal being submitted via email use the naming convention of S#-Dept-PI Name somewhere in the subject line to facilitate easier tracking of the email, unless sponsor guidelines dictate another naming convention that takes precedence.

  1. Documents in the 鈥淲orking鈥 folder are drafts or backup documentation only that the department uses in preparation of the proposal package.
  2. When the department has a proposal needing OGCA review, the action type for the document(s) should be changed to 鈥淩eview鈥 and placed in the 鈥淥GCA Review鈥 folder.

Example: S29999-CFOS-NSF-Smith-SOW-20150401-Review

  1. Once OGCA reviews a file, the action type will be changed to either 鈥淔ix鈥 if changes are needed. Once the department makes the needed changes, the action type should be changed back to 鈥淩eview鈥.

Example: S29999-CFOS-NSF-Smith-SOW-20150401-Fix

  1. Once OGCA approves a document, the action type will be marked as 鈥淔inal鈥 and place in the 鈥淔inal鈥 folder. 禄These will be the final documents of record.

Example: S29999-CFOS-NSF-Smith-SOW-20150401-Final

  1. Files can be copied and renamed when application guidelines dictate a specific filename, especially for some Grants.gov submissions.

Revisions - Create a new folder for the revision in the base folder of the unit, like a regular proposal. Revision folders use the same naming convention as parent folders with the addition of R1 (R2, R3, R4 etc.) at the end of the S#. If the parent proposal folder is still in the in progress section of the unit folder, the revision folder can be placed inside it for OGCA review. If the parent proposal folder is in the completed proposals section of the unit folder, keep the revision in the in progress section. After review and completion of the revision, OGCA will move the revised proposal folder under the parent proposal folder.

Example: S29999R1-CFOS-NSF-Smith

Subawards - If 蜜桃影像 will be a subaward on a proposal, put the prime agency in parentheses next to the direct sponsor name. Note that Banner FRAPROP should list the direct sponsor (prime awardee that will sub to 蜜桃影像) and never the prime sponsor.

Example: S29999-CFOS-UW (NSF)-Smith

Sponsor Names - Please do not make up acronyms for sponsor names. OGCA uses specific acronyms for post-award management, and can provide this to you if requested.

  • OGCA must review all components/documents/forms that make up any proposal submitted to the agency/sponsor. OGCA understands that documents may have to be reviewed in pieces due to the nature of the proposal. Before final approval of the proposal, all related documents must be included in the review folder.
  • The naming conventions were developed to ensure consistency internally and externally. If the FOA or Sponsor guidelines require specific document names that will take precedence.
  • Only send out documents that have been reviewed by OGCA as indicated in the proposal folder with (1) the proper naming convention and (2) the extension 鈥淔inal鈥.
  • When final documents are sent to agencies and sponsors they should be PDF unless specified as otherwise in the FOA or from the sponsor.
  • Add the following statement within your email and cc: ogca-uaf-preaward@alaska.edu when submitting to the sponsor via email.

Any administrative correspondence related to the official submission of this proposal should be directed to the University of 蜜桃影像 Fairbanks, Office of Grants & Contracts Administration at uaf-ogca@alaska.edu.禄禄 If the information is technical or programmatic in nature please forward to the Principal Investigator.

  • Ultimately, as the authorized organizational representative for 蜜桃影像, OGCA will need to ensure all documents related to the proposal have been reviewed and approved before submission to the agency.
  • When OGCA reviews documents in Word and Excel format for ease of review and editing, the documents will have to be converted to PDF before submittal to sponsor. OGCA will convert them to PDF copy and save as 鈥淔inal鈥 in the proposal folder as part of our review and approval process. If the sponsor requests a single file for e-submission, the filename should be tagged as 鈥淧ROP鈥 per the document type guidelines contained herein, while following the rest of the naming convention.

Sponsor/Agency Document Types

Document Name/Type Abbreviation Comments
Types of Funding Announcements    
鈫&苍产蝉辫;Broad Agency Announcement BAA  
鈫 Funding Opportunity Announcement FOA  
鈫 Parent/Program Application PA  
鈫 Request for Application RFA  
鈫 Request for Proposal RFP  
鈫 Request for Quote/Quotation RFQ  
Letter of Intent/Inquiry/Interest  LOI  
Pre-Proposal PREP  
Proposal (final version with all components)  PROP  This includes a full downloaded copy of the submitted proposal from NSF, NIH, NSPIRES, etc.
Grants.gov Application Package APP   
Cover Letter  CLTR   
Table of Contents  TOC   
Cover Page CP   
Face Page FP  
Standard Form 424 (SF-424) SF424  Application for Federal Assistance
Standard Form 424A (SF-424A) SF424A  Budget Info, Non-Construction Programs 
Standard Form 424B (SF-424B) SF424B  Assurances, Non-Construction Programs
Research & Related Budget (SF-424 R&R) SF424RR  
Programmatic/Technical    
鈫&苍产蝉辫;Statement of Work/Scope of Work SOW  
鈫&苍产蝉辫;Statement of Need SON  
鈫&苍产蝉辫;Statement of Opportunity SOO  
鈫&苍产蝉辫;Project Narrative PN  
鈫&苍产蝉辫;Project Description PD  
鈫 Collaborators and Other Affiliations (NSF)
COA  
鈫 Summary of Proposed Work (NSF Supplement) SPW  
鈫&苍产蝉辫;Justification for Supplement (NSF Supplement)
JFS  
鈫 Data Management Plan (NSF) DMP  
鈫 Postdoctoral Mentoring Plan (NSF) PMP  
Budgetary    
鈫&苍产蝉辫;Budget (Sponsor Format) BUD  
鈫&苍产蝉辫;Budget (蜜桃影像 Internal Spreadsheet) IBUD  
鈫&苍产蝉辫;Basis of Estimate BOE  
鈫&苍产蝉辫;Budget Narrative BN  
鈫&苍产蝉辫;Budget Justification BJ  
鈫&苍产蝉辫;Budget Impact Statement (NSF)
BIS  
Biographical Sketch BS  
Curriculum Vitae CV  
References Cited REF  
Resources RES  
Facilities & Resources FR  
Current & Pending Support CPS  
Collaborations/Partnerships    
鈫&苍产蝉辫;Letter of Commitment LOC  
鈫&苍产蝉辫;Letter of Support LOS  
鈫&苍产蝉辫;Memorandum of Agreement MOA  
鈫&苍产蝉辫;Memorandum of Understanding MOU  
Representations and Certifications RC  
Assurances ASR  
Quote QUO  
Estimate(s) EST  
Vendor Agreement VA  
Salary Rate(s) SR  
Subawards    
鈫 Subrecipient Commitment Form SCF  
鈫 Subaward SOW SSOW  
鈫 Subaward Budget SBUD  
鈫 Subaward Budget Justification SBJ  
Conflict of Interest List COI  

 

蜜桃影像 Internal Document Types

Document Name/Type Abbreviation Comments
Proposal Review, Approval, and Submission (PRAS) PRAS Will replace Routing Form
F&A Waiver WAI  
Matching/Cost Sharing Form MCS  
PI Eligibility Waiver PIE  
CAS Exemption CAS  
Routing Form RF Until new PRAS form is adopted
Submittal Confirmation SC  
Revision Submittal Confirmation RSC  
Update Submittal Confirmation (NSF Proposal File Update) USC  
Final Submittal Email FSE