Glossary of Terms
Authorized Representative: The person or person(s) authorized by Tribal or Organizational resolution to execute documents and other actions required by outside agencies.
Budget Period: The interval of time into which a project period is divided for budgetary and funding purposes, and for which a grant is made. A budget period usually lasts one year (12 months) in a multi-year project period.
Budget Narrative: A description of how the categorical costs are derived and includes the necessity, reasonableness, and allocation of the proposed costs. The budget narrative should include all individual line items found in the line item budget. The budget narrative should be separate from your line item budget and be separated by year.
Carry-Over of Budget (COB): Unobligated balances of funds at the end of a budget period which are carried forward into the next budget period to complete activities that were not completed in the budget period that funds were originally awarded.
Contingency Plan: A plan that identifies specific actions to be taken in the event a specific challenge arises. The purpose of a contingency plan is to reduce the negative impacts on the project. The contingency plan should ensure that the project will be successfully completed within the proposed funding timeframe. A contingency plan is not to pre-empt challenges, but rather to address challenges if they arise.
Direct Costs: Costs that can be specifically identified with a particular project or activity.
Federal Share: The total dollar value of all ANA funded project costs. This is the money that ANA is awarding the project.
Financial Assistance Award (FAA): The FAA document is the official award document used by the Department of Health and Human Services for discretionary financial assistance programs.
Governing Body: A body: (1) consisting of duly elected or designated representatives, (2) appointed by duly elected official, or (3) selected in accordance with traditional Tribal means. The body must have authority to provide service to, and to enter into contracts, agreements and grants under this part on behalf of the organization or individuals who elected, designated, appointed or selected them in accordance with traditional Tribal means.
Impact Indicators: Measurement descriptions used to verify the impact or the achievement of the project goal. Indicators must be quantifiable and documented. Impact indicators include target numbers and tracking systems. As of FY 2008, ANA requires three impact indicators per project. Impact indicators are separate from the results and benefits section of the OWP.
Indirect Cost Rate: An indirect cost rate is a mechanism for determining what proportions of indirect costs each program/project should bear. An indirect cost rate represents the ratio between the total indirect costs and benefiting direct costs, after excluding and/or reclassifying unallowable costs, and extraordinary or distorting expenditures. The indirect cost rate is negotiated between the organization and the cognizant Federal agency. Indirect costs cannot be charged to the project without an indirect cost rate agreement from the cognizant Federal agency.
Indirect Costs: Costs incurred for a common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, program, or activity but are nevertheless necessary to the operations of the organization. For example, the costs of operating and maintaining facilities, depreciation, and administrative salaries. Indirect costs are shared costs between projects, and they are distributed by an indirect cost rate, which is identified by the indirect cost rate agreement between the cognizant Federal agency and the organization or Tribe. Indirect costs are restricted funds that cannot be spent on direct costs. All indirect costs must be negotiated with ANA.
In-kind Contributions: In-kind contributions are the value of goods and/or services that benefit a Federally assisted project. In-kind contributions are provided without charge to a recipient (or sub-recipient or cost-type contractor under a grant). Any proposed in-kind match must meet the applicable requirements found in 45 C.F.R. Part 74 and Part 92.
Language Nests as defined by P.L. 109-394: Site-based educational programs that provide Native language instruction and child care through the use of a Native American language for at least 10 children under the age of 7 for an average of at least 500 hours per year per student, provide classes in a Native American language for parents (or legal guardians) of students enrolled in a Native American language nest (including Native American language-speaking parents) and ensure that a Native American language is the dominant medium of instruction in the Native American language nest.
Language Survival Schools as defined by P.L. 109-394: Site-based educational programs for school age students that provide an average of at least 500 hours of Native language instruction through the use of 1 or more Native American language for at least 15 students for whom a Native American language survival school is their principal place of instruction, develop instructional courses and materials for learning Native American languages and for instruction through the use of Native American languages, provide for teacher training, work toward a goal of all students achieving fluency in a Native American language and academic proficiency in mathematics, reading (or language arts) and science and are located in areas that have high numbers or percentages of Native American students.
Letter of Commitment: A letter documenting the commitment to provide cash or in-kind contributions to meet the match requirement. The letter of commitment may be from the applicant or a third-party. The letter of commitment must state the dollar amount (if applicable), the length of time the commitment will be honored, and the conditions under which the organization will support the ANA project. If a dollar amount is included, the amount must be based on market and historical rates charged and paid. The in-kind contributions to be committed may be human, natural, physical, or financial, and may include other Federal and non-Federal resources.
Leveraged Resources: The non-ANA resources, as expressed as a dollar figure, acquired during the project period that support the project and exceed the 20 percent match required for ANA grants. Such resources may include any natural, financial and physical resources available within the Tribe, organization, or community to assist in the successful completion of the project. An example would be an organization that agrees to provide a supportive action, product, service, human or financial contribution that will add to the potential success of the project.
Line Item Budget: A budget that lists the individual costs of all budgeted items such as personnel participating in the project, fringe benefits, travel, equipment, and supplies. A line item budget should always be separate from the budget narrative and identify each budget period separately.
Non-Federal Share: The total dollar value of all non-ANA funded project costs. These include in-kind contributions and Tribal funds given to the project, but do not include other Federal funds unless those Federal funds have been identified in specific legislation as being available for use as non-Federal funds. An applicant/grantee is required to provide at least 20% non-Federal share (NFS) match of the approved project costs.
Objective Work Plan (OWP): The ANA form that documents the project plan the applicant will use to achieve the objectives and produce the results and benefits expected for each objective. The OWP provides a project goal statement, objectives and detailed activities proposed for the project and how, when, where, and by whom the activities will be carried out. ANA will require separate OWPs per objective for each budget period of the project. The form is found at http://www.acf.hhs.gov/programs/ana/programs/forms.html.
Partnerships: Agreements between two or more parties that will support the development and implementation of the proposed project. Partnerships include other community-based organizations or associations, Tribes, Federal and State agencies, and private or non-profit organizations.
Principal Investigator/ Program Director: This is item #15 on the Financial Assistance Award (FAA). The principal investigator or program director is the person the ANA Program Specialist will contact if they have any questions or concerns regarding the grant. This is the person identified on section f of the 424 form.
Project Period: The total time for which the recipient's project or program is approved for support, including any extension, subject to the availability of funds, satisfactory progress, and a determination by HHS/ACF that continued funding is in the best interest of the U.S. Government.
Resolution: Applicants are required to include a current signed and dated Resolution (a formal decision voted on by the official governing body) in support of the project for the entire project period. Tribally chartered or authorized divisions must submit a Resolution from the Tribe's official governing body if the division falls under the jurisdiction of the Tribe. The Resolution must indicate who is authorized to sign documents and negotiate on behalf of the Tribe or organization. The Resolution must indicate that the community was involved in the project planning process, and indicate the specific dollar amount of any eligible matching funds (if applicable).
Self-Sufficiency: The ability to generate resources to meet a community’s needs in a sustainable manner. A community’s progress toward self-sufficiency is based on its efforts to plan, organize, and direct resources in a comprehensive manner that is consistent with its established long-range goals. For a community to self-sufficient, it must have local access to, control of, and coordination of services and programs that safeguard the health, well-being and culture of the people that reside and work in the community.
Sustainable Project: A sustainable project is an ongoing program or service that can be maintained without additional ANA funds.
Total Approved Project Costs: The sum of the Federal share plus the non-Federal share.