I. Introduction

The Glossary of “Defense – Protection or Military Application – General” is a comprehensive, authoritative resource for anyone engaged in U.S. Department of Defense (DOD) funding, research, and operational environments. It establishes a unified language for commonly used terms, supporting compliance with DOD General Application Instructions (GAI), program announcements, and supplementary documentation. Users include applicants, principal investigators, contracting officials, research administrators, and compliance officers who require precise definitions to ensure smooth progress from application to contract execution and program delivery.

Structured to cover the full spectrum of defense-related activities—from strategic policy to technological advancement—the glossary spans operational defense measures (force protection, homeland defense), research and development (R&D), testing and evaluation (T&E), and administrative protocols for safeguarding personnel, assets, and information. By clarifying terms like “defense,” “protection,” and “military application,” it fosters effective communication and regulatory compliance across government, academia, and industry.

Incorporating standards from the International Civil Aviation Organization (ICAO), NATO STANAGs, and U.S. Federal Acquisition Regulations (FAR), this glossary ensures consistency with global defense and security frameworks, vital for multinational collaborations and addressing the evolving domains of cyber defense, biosecurity, and information assurance.

II. Core Definitions

Defense (General)

Definition & Scope:
Defense comprises all systematic actions, strategic doctrines, operational protocols, and technological systems established to protect a nation’s sovereignty, population, infrastructure, and interests from threats or aggression. This includes offensive and defensive military operations, intelligence, technological innovation, and resilience-building, spanning space, cyber, maritime, and air domains.

Usage in DOD Programs:
In DOD parlance, defense involves activities from operational military defense (e.g., homeland defense, force protection) to RDT&E projects supporting defense objectives. These may be conducted by military agencies, contractors, academic institutions, or allied organizations. U.S. Code Title 10 further details defense functions, including peacetime preparedness and wartime operations.

Protection

Definition & Depth:
Protection comprises proactive and reactive measures to prevent harm, loss, or compromise of personnel, materiel, facilities, and information. Types include:

• Physical: (armored vehicles, blast barriers)
• Electronic: (firewalls, encryption)
• Biological: (vaccines, protective gear)
• Procedural: (security clearances, access controls)

Operational Context:
Protection is integrated at all military levels—for example, PPE and vehicle armor tactically, or cybersecurity and CBRN defense strategically. International frameworks like ICAO Doc 8973 and NATO STANAG 2284 set requirements for physical security and threat assessment.

Examples:
Biometric access controls at installations, missile defense systems, and advanced encryption for communications.

Military Application

Definition & Relevance:
Military application is the targeted use, adaptation, or integration of scientific knowledge, engineering, technology, or operational procedures to meet military requirements or enhance defense capabilities. Includes direct (weapons, surveillance) and indirect (medical countermeasures, logistics) contributions.

Context of Use:
Military application covers innovations and processes tailored or proven effective in DOD operations, including dual-use technologies. Strictly regulated by ITAR and EAR.

Examples:
Commercial drones adapted for reconnaissance, AI in threat detection, telemedicine for battlefield care.

General (Qualifier)

Definition:
“General” indicates that information, guidance, or requirements are broadly applicable, not limited to a specific sub-domain or operational context. Used for foundational, non-restrictive content underpinning specialized instructions.

Application:
General application instructions or technologies apply across programs or services, ensuring consistency and interoperability. In solicitations, “general” announcements provide overarching guidance, while specific calls address targeted topics.

III. Key Terms and Concepts

Pre-Application

Definition & Function:
A pre-application is an initial, abbreviated submission required for some DOD funding, screening for eligibility, innovation, and programmatic fit before a full application invitation. Typically includes an executive summary, PI credentials, technical description, and alignment statement.

Operational Details:
Submitted via eBRAP, with strict deadlines and automatic disqualification for late/incomplete entries. Reviews may involve experts or program managers.

International Context:
Parallels exist in NATO’s Science for Peace and Security Programme, which uses concept notes for screening.

Full Application

Definition & Requirements:
A full application is a comprehensive package submitted after pre-application success or invitation. Includes project narrative, budget, biosketches, support letters, compliance documents, and all forms per program announcement.

Submission Protocol:
Extramural organizations use Grants.gov Workspace; intramural DOD organizations may use eBRAP or Grants.gov. Each submission receives a unique tracking number.

Critical Considerations:
Consistency is required between pre- and full applications (project title, PI info, etc.), or risk administrative rejection.

Performing Organization

Definition & Responsibilities:
The institution (university, non-profit, government lab, company) where the PI carries out the work. Responsible for project execution, scientific integrity, and DOD compliance.

Administrative Role:
Identified in all application phases; must provide adequate facilities, resources, and compliance with ethical standards.

Enhancement:
Consortia or collaborative groups designate a lead performing organization; ICAO defines similar aviation research roles.

Contracting Organization

Definition & Distinction:
The legal entity entering into a DOD award agreement, managing funds, subcontracts, and reporting. Sometimes the same as the performing organization; sometimes a designated foundation manages the contract.

Enhancement:
Requires active SAM registration, UEI, and CAGE code. Registration lapses or misrepresentation can jeopardize funding.

Extramural Organization

Definition:
Any non-DOD entity (U.S. or international)—academic, private sector, non-profit, or other government agency—eligible for DOD funding.

Role:
Primary recipients of DOD grants and cooperative agreements. Must submit via Grants.gov and comply with federal competition and integrity regulations.

Enhancement:
Vital to DOD’s innovation ecosystem; subject to FAR and DODGARS.

Intramural DOD Organization

Definition:
Internal DOD units—military labs, treatment facilities, research centers—where research is conducted by DOD personnel.

Submission:
Apply via eBRAP or Grants.gov as specified.

Enhancement:
Subject to DOD-specific regulations on research integrity and human/animal subject protection.

Intragovernmental Organization

Definition:
Non-DOD federal agencies engaged in DOD-funded research (e.g., VA, NIH, DOE labs).

Collaboration:
Must comply with both DOD and agency-specific rules. Funding transfers governed by the Economy Act; may need interagency agreements.

Enhancement:
Often leverage unique capabilities (e.g., VA clinical trials, NIH biomedical research).

Authorized Organizational Representative (AOR)

Definition:
Individual authorized by the applicant organization to submit applications, sign assurances, and make binding commitments.

Duties:
Ensures compliance with laws, regulations, and policies; only AOR can submit via Grants.gov.

Enhancement:
Distinct from the PI; typically a senior research administrator.

Principal Investigator (PI)

Definition:
The individual with primary responsibility for scientific, technical, and administrative conduct of a research project.

Registration:
Must be registered in eBRAP and linked to the performing organization. Responsible for application integrity and regulatory compliance.

Enhancement:
Must demonstrate qualifications and may include Initiating and Partnering PIs in collaborative projects.

eBRAP (Electronic Biomedical Research Application Portal)

Definition:
A secure, web-based portal by USAMRDC for DOD biomedical research pre-applications, application verification, and post-award documentation.

Capabilities:
Supports registration, submission tracking, uploads, and communication with DOD staff; includes compliance checks.

Enhancement:
Integrated with other federal systems for compliance verification.

Grants.gov

Definition:
The centralized U.S. federal portal for grant opportunities and application submissions.

Usage:
Workspace enables collaborative proposal development and submission by the AOR; each receives a tracking number.

Enhancement:
Integrated with SAM; includes security features and role-based access.

Pre-Application Submission Deadline

Definition & Enforcement:
Exact date/time for pre-application receipt in eBRAP; strict enforcement—late submissions are ineligible.

Enhancement:
Deadlines are typically Eastern Time; early submission is encouraged.

Full Application Submission Deadline

Definition & Consequence:
Precise date/time for full application receipt; missed deadlines result in immediate rejection.

Enhancement:
Applicants should submit early to avoid risks from system load or technical issues.

Registration

Definition & Process:
Procedures for individuals and organizations to establish accounts in eBRAP, Grants.gov, SAM, and obtain a UEI and (if applicable) CAGE/NCAGE code.

Timeline:
Can take weeks; all registrations must be active before submission.

Enhancement:
Discrepancies or expired registrations delay or prevent awards.

IV. Conclusion

This glossary is an essential tool for all stakeholders in DOD defense funding, research, and operational environments. By standardizing definitions, it supports effective collaboration, regulatory compliance, and successful project execution across military, academic, and commercial sectors—ensuring that all parties operate with a common understanding in an era of rapidly evolving defense challenges.