UFIRST—Awards


UFIRST–Awards is UF’s tool used to collect award requirements and information including terms, compliance, and financial elements.  Ultimately, UFIRST connects to the myUFL Grant system where budgets are finalized for spending. As UFIRST is an award management tool, it tracks the expectations of the Sponsor.  In all cases, it is the intent of the University that the information including budget, identifiers, personnel, effort commitments, and all other administrative elements match the Sponsor’s values.

Instruction Guides are available to support understanding of the use of UFIRST Awards.

To assist with searching and locating awards, standard ID formats should be used when entering award identification numbers into UFIRST.

Project Type Definitions

Project Types

Project Type is an attribute that further defines the purpose reflected in the scope of work. It is used for both institutional reporting and for improving business processes, such as identifying projects not requiring effort commitments, identifying projects with special rebudgeting restrictions, or identifying projects of strategic institutional importance.

UFIRST Project Types:

    • Agricultural Field Trial (FLDTR): A set protocol that outlines the procedures to be followed during the trial and for which the University PI provides little to no intellectual input into the scope of work.  The University researcher involvement is to provide the sponsor with data regarding the protocol results, most often a data set as opposed to conclusions or data analysis. A field trial may test the growth of a seed, the ability of a crop variety to perform under normal cultivation conditions, examine the need for higher crop yields, disease and pest resistance, and hardiness, or look at the effects of treatments (i.e. pesticide applications) on crop yields.
    • Animal Clinical Trial (ANML): The use of non-human animals in drug trials with the explicit intention of determining the safety or efficacy for future treatments, therapies or diagnostic tools(not for any use of animals in the basic discovery of new knowledge which should be research)
    • Career Development (CAR): Programs to foster the development of independent scientists in their career.  Often included protected research time early in a researchers career to develop a foundational research portfolio.
      • Examples: NIH K awards, NSF CAREER
    • Clinical Trial (CT): A subset of Clinical Research where one or more human subjects are prospectively assigned to one or more interventions (which may include placebo or other control) to evaluate the effects of those interventions on health-related biomedical or behavioral outcomes.
    • Clinical Trial Operating Account (CTOA): Operating project to cover incidentals and administrative labor to run the clinical trial program of a unit or individual Principal Investigator’s trial program. Set up in Fund 214.
    • Conference/Workshop (CONF): Conferences or workshops.
    • Curriculum Development (CUDEV): Development of coursework/curriculum.
    • Doctoral Dissertation (DDIG): Support completion of doctoral dissertation – at the direction of the graduate student.
    • Editorship (EDIT): Support for serving as the office of the editor or as the editor for a journal or other such publication.
    • Equipment (EQUIP): Solely for purchase or fabrication of scientific equipment.
      • Examples: DoD DURIP, DoEnergy ERLE; NIH Shared Instrumentation Grant Program; NSF MRI
    • Extension /Public Service(EXTPS): Delivering information and services to the non-UF non-scientific community. If the project is research into public health methods/delivery techniques, then the appropriate research project type applies. Examples: Public Health Services Delivery; engaging community; service not research
    • Fellowship –Graduate (FWSHG): Individualized mentored research training for a graduate student.
    • Fellowship – Other (FWSO): A fellowship not categorized as graduate or post-graduate.  May be for a faculty pursuing other lines in their career.
    • Fellowship Post Graduate (FWSHP): Individualized mentored research training to enhance the potential research career of the candidate or gain new research skills as an independent investigator.
    • Human Subjects /Clinical Research (HSR):   Research with human subjects where the research team interacts with:
      1. Epidemiological and behavioral studies
      2. 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. It includes: mechanisms of human disease, therapeutic interventions, clinical trials, and development of new technologies.
      3. Outcomes research and health services
    • IFAS Faculty Service Program (IFSP): designed for faculty conducting routine services for multiple, external, non-Federal sponsors on a fixed price basis.
    • Institutional Training Grant (ITG): Academic and/or research training programs providing for multiple fellowship appointments.
      • Examples: NIH T32, TL2, T34 and T35
    • Instruction (INSTR): Instruction activities benefitting the students of the University of Florida.
    • Inter-governmental Personnel Assignment (IPA): temporary assignment of personnel between the University and the Federal Government
    • Other Sponsored Activity (OTHSP): Funding for activities not directly related to research, instruction and service. Does not include contractual agreements for services. Where there is no well-defined scope of work or clear appropriate purpose or project type, the “Other Sponsored Activity” code is used.
      • Example: Service Agreements; Exhibits/Collections 
    • Participant Support (PTSUP): Direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. Participant support costs are excluded from the MTDC base when calculating F&A costs.
    • Patient Care (PXCAR): Clinical services that must be segregated for accounting purposes (MTDC and no rebudgeting).
    • Pilot/Internal Project (PILOT): Reallocation to independent research projects of any UF dollars (Office of Research, College or Center) or any externally sponsored dollars where the purpose of the funds as proposed is specifically to fund such programs.
          • Examples: Research Foundation Professorships, Research Opportunity Seed Fund Awards, Sea Grant, CTSI pilot programs, Dentistry Seed funds
    • Renovations/Construction (RENO): Additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations or alterations to capital assets that materially increase their value or useful life (not ordinary repairs and maintenance).
    • Research-Basic (RSHB): Undertaken primarily to acquire new knowledge without any particular application or use in mind.
      • Example: Standard NSF, NIH, USDA grants.
    • Research-Applied (RSHA): Conducted to gain the knowledge or understanding to meet a specific, recognized need.
      • Example: Phase I & II SBIR/STTR awards; FHTCC awards
    • Research-Developmental (RSHD): Systematic use of knowledge or understanding gained from research directed toward the production of useful materials, devices, systems or methods.
      • Example: Design and development of prototypes and processes.
    • Research Training (RSHT): Support for research training and career development for pre- and post-doctoral individuals, for support of theses or dissertation, or other undergraduate scholarly activities.
    • Testing/Services (TEST): A project under which a PI has received a set protocol that outlines the procedures to be followed and for which the University PI provides little to no intellectual input into the scope of work.  The University researcher involvement is to provide the sponsor with data regarding the protocol results, most often a data set as opposed to conclusions or data analysis.
    • Travel (TRAV): Solely for the reimbursement of travel.
    • Undergraduate Research Project (UGRSH): For an undergraduate student to perform scholarly or research activity.

Not available in UFIRST but remain available in myUFL

    • 211 Overhead-Dept (OHDPT)
    • 211 Overhead-Center (OHCTR)
    • 211 Overhead-College (Dean) (OHDN)
    • 211 Overhead-PI (OHPI)
    • 212 Residual
    • IFAS Royalties (FSEED)
    • Program Income

Purpose

Purpose and Project Type Definitions


The award “purpose code” is designated based on the fundamental focus of the scope of work outlined in the proposal or award documentation.

UFIRST has 7 Purpose Choices

  • EXTPS-Extension/Public Service: Delivering information and services to the non-UF non-scientific community. If the project is research into public health methods/delivery techniques, then the appropriate research project type applies. Examples: IFAS Extension Programs; Public Health Services Delivery;
    • Program Code: 3xxx
  • INST-Instruction: Instruction activities benefitting the students of the University of Florida.
    • Program Code: 1100
  • OSA-Other Sponsored Activity: Funding for activities not directly related to research, instruction and service.
    • Program Code: Multiple based on specific activity
    • Example: Service Agreements, Museum Exhibits and Collections
  • RSCHA-Applied Research: Applied research is a form of systematic inquiry involving the practical application of science. It accesses and uses some part of the research community’s accumulated theories, knowledge, methods, and techniques, for a specific, often state-, business-, or client-driven purpose.
    • Program Code: 2200
  • RSCHB-Basic Research: Basic Research is performed without thought of practical ends. It results in general knowledge and understanding of nature and its laws.
    • Program Code: 2200
  • RSCHD-Developmental Research: Developmental research is systematic application of knowledge or understanding, directed toward the production of useful materials, devices, and systems or methods, including design, development and improvement of prototypes and new processes to meet specific requirements.
    • Program Code: 2200
  • RSTRN-Research Training: Support for research training for pre-, post- doc fellowships, thesis, dissertation, or undergraduate scholarly activities. Includes basic, applied and developmental research activity.
    • Program Code: 2200
    • Example: NIH NRSA Training Grants (T); NIH NRSA Fellowships (F); NSF IGERT

Award ID Formats

Punctuation

Description Example
Periods (.) may remain in the Award ID when they are located within a stream of numbers 16.6.114.487
Dashes (-) may remain in the Award ID when they are located within a stream of numbers W81XWH-15-1-0032
Spaces should be removed when within a stream of alphanumeric characters U54NS078059

Task Orders & Work Orders

Description Example
When the Award ID is not a stream of numbers and indicates a Work Order number or a Purchase Order number, leave the spaces intact, removing all periods (.) and number signs (#)

WO No 456-9

PO No 5656

Task Orders issued off of a Master Agreement should reference both Master Agreement ID, as well as the Task Order number FA8651-08-D-0108 TO No 56

Specific Agency Guidance

Description Example
NSF Awards use only the 7-digit numeric code 1234567
New NIH awards use only the core without spaces U54AB123456
Modifications to NIH awards use the entire string without spaces 5U54AB123456-02S1

Other guidance

Description Example
For an award where we only receive a check, use “CHK NO” and the check number.  (This is the same for modifications under an award where we only receive a check (i.e. miscellaneous donor and clinical trials.) CHK NO 12345678
For any award where there is no Award ID provided, use the last date of signature between the two parties, or the effective date of the letter OR if there is no date on the letter, then use the date that UF first received notice or became aware. This could be a date in an email stream. AGR DTD mm-dd-yyyy
For Temporary Awards, where the Award ID is unknown at the time of temp or its modification, enter TEMP TEMP
When the funding is internal through UF and the program manager does not provide an award ID, list as a description of the program. CTSI Pilot Projects, Office of Research Opportunity Fund

Prime Award ID

Prime Award ID should follow the same information as the Award ID but can be left blank when the direct sponsor is a state of Florida entity or the Prime Source is multiple sponsors or miscellaneous donors.

Federal Agency Identification Number (FAIN)

Enter EXACTLY as provided by the sponsor in the award document. If the sponsor is NIH, the format will be R01MH12345.

Modification Award ID format

Description Example
For a modification, enter the sponsor Award ID as received. Do not strip out leading or trailing characters but do remove spaces . 5R01CA123456-01
If the Sponsor uses only modification or amendment number or provides no information, use Modification # Modification #1

Sample Award ID’s

Award ID on document from sponsor Format for entry into UFIRST Awards
02-012 V 9.2 02-012 V 9.2
Research Agreement executed by the Sponsor on 10/20/2015 and by UF on 10/27/2015. AGR DTD 10-27-2015
Email congratulating PI for his receipt of award that is forwarded to DSP. DSP received 10-31-2015 but the PI first received notice 10-15-2015. AGR DTD 10-15-2015
Master Agreement FSGC-08 Task Order #01 FSGC-08 TO No 01