Forms and Helpful Resources
Forms and Resources for Grant Preparation
The GPAF includes several terms that have specific definitions as set by higher education standards and government regulations. Refer to this resource document for definitions.
The Conflict of Interest (COI) Disclosure Form is required for all PIs/Co-PIs and key personnel before any proposal is submitted to the funding agency and ensures that potential conflicts of interest are captured at the proposal stage. If the answer to any question is “yes,” an explanation must be provided in the notes box. If in doubt, err on the side of transparency. Updated COI Forms are required 1) if there is a change in circumstances and 2) annually for as long as the PI/Co-PI/Senior Personnel has an active grant. One COI form prints out as part of the GPAF form above. Additional COI Forms can be downloaded here.
NIH Conflict of Interest Training
All PIs/Co-PIs and key personnel applying for NIH funding must complete NIH’s Financial Conflict of Interest (FCOI) online training module
The Salary Calculator Tool is a handy resource to calculate the percent of the academic year and summer months time as well as the salary dollar amount to include in the budget.
Valparaiso University has four tiers for student jobs defined by the level of responsibility and knowledge/experience the position requires. Each tier has a pay range that should be used when preparing budgets for grant proposals.
Here is an example of a completed budget and its accompanying budget justification. Take a look for best practices!
For Changes After The Grant Has Been Awarded
The Prior Approval (Change) Form and related attachments must be submitted to OSSR before any no-cost extensions, significant budget revisions, or pre-award costs can be approved. Please complete this internal process prior to contacting the funding agency.
Need help revising your budget after the grant is awarded? Here is an Excel spreadsheet that can help you compare the original budget to the proposed revisions. The spreadsheet includes line items frequently included in grant budgets but you may need to tailor the spreadsheet to your needs. Formulas are included so if you change the spreadsheet, double-check the formulas! Feel free to attach this spreadsheet to your Prior Approval (Change) Form.
Fellowships and Travel Grants
Valpo encourages faculty to apply for fellowships to support their research interests and creative work. To ensure accurate coordination of salaries and benefits, faculty are required to share information with various internal parties, similar to the internal review process for grants. There is no requirement to submit this form before submitting a fellowship with grants, instead we ask that faculty seeking a fellowship send the form to the OSSR after submitting the fellowship to the respective external organization.
This form is also used for travel grants where the PI is only requesting travel support and no funds are requested for any other project or activity.
Research Ethics Training
In-person training, facilitated by Valpo faculty, will be held on the following days. Each session will last 2 hours and is required for all faculty, staff, and students involved in NSF- or NIH-funded research. Other researchers are welcome to participate pending space availability. Please note that CITI certificates confirming the completion of online training must be uploaded as part of the registration process. Click here for additional information on research ethics training sessions.
Additional Resources
- General Grant, IRB, and IACUC Information – Contact information, registrations, and other important numbers, updated January 2024
- Federally Negotiated Indirect Cost Rate Agreement – Ending 6/30/2027
- IRS 501c3 Determination Form
- List of required sub-award documents
Grants and Fellowships