Grantseeking Guidelines, Procedures & Forms : Lumina Center : Valparaiso University

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Grantseeking Procedures and Forms

Grantseeking Procedures

If you have a project idea that requires external funding, please follow these five easy steps:

Step 1
Talk to your colleagues, your department chair, and others in your professional network to see if your project idea is feasible and aligned with the University mission and priorities (see link below). It would be helpful if you prepare an outline of your idea including timelines and a cost estimate. If you have not identified a funding source, you may want to begin looking for funding sources.

Please contact the Director of the Lumina Center and the Foundations and Corporations Coordinator in OIA early in the proposal development process to discuss ideas, deadlines, potential funding sources, and any other relevant information that will maximize efforts and minimize last minute delays.

Valparaiso University Mission Statement

Valparaiso University Strategic Plan

Step 2
Submit your proposal idea electronically by completing the online Grant and Project Information Page (GPIP) on the Lumina Center web page at:

http://www.valpo.edu/organization/lumina/GPIP.html.

This form requires details about the proposed project, including names of campus partners, a brief description, budget estimate, project start date and duration, potential funding sources, and the level of support that may be needed from the Lumina Center and/or OIA. If you have identified a funding source, please make sure to provide this information so that we can determine if the University has any current or past relationship with the funding source that might be helpful in obtaining funding.

We will also check to be sure there is no conflict between your project and other current projects that may be presented to the same funding source. If there is a conflict, the Grants Management Group, comprised of representatives from the Provost’s Office, OIA and the Lumina Center, will determine which project will be submitted to this funding source. Alternative funding sources may then be considered. Once you submit your proposal idea, you will receive feedback in a timely manner about its status.

Step 3
Begin to write your proposal and prepare the budget as soon as possible. It is important that you have your colleagues, those familiar and unfamiliar with the project, read the proposal before it is submitted. Ask them to specifically focus on content and clarity and be sure to provide them with the program guidelines required by the funding source. Please welcome constructive comments that you receive from your colleagues who participate in this informal review. This is your opportunity to edit material that the funding source might misconstrue, misread, or misunderstand.

If requested in a timely manner, the Director of the Lumina Center and the Foundations and Corporations Coordinator will proofread your proposal, check your budget, review the guidelines, or provide any other assistance that may be required.

Step 4
Make appointments with the appropriate people to discuss your proposal. In all cases, proposals should be reviewed and approved by the Chair of your Department and must be approved by the Dean of your College or the appropriate administrator for your Department. If a project requires a significant commitment of University resources, ongoing conversations with the University administration should begin early in the proposal development process.

Approximately two weeks before the submission of a proposal, a final draft of the proposal should be circulated on campus with the Grant Proposal Approval Form. The GPAF requires five signatures: the Lumina Center Director or the Foundations and Corporations Coordinator (OIA); the appropriate Dean, Associate Provost, or Vice President for non-academic areas; the Provost and Vice President for Academic Affairs; the Accountant/Grant Specialist; and the Vice-President for Administration and Finance.

If concerns are identified during this internal review process, you will be asked to address these before the proposal is submitted to a funding source. Please make sure that you allow sufficient time to secure required signatures taking into account travel schedules and other possible conflicts. Please note that if you engage the appropriate people with the project early in the development process, this is not likely to occur.

Step 5
When the completed Grant Proposal Approval Form is returned to you with all required signatures, please send copies of the form and the entire proposal to the Director of the Lumina Center and the Foundations and Corporations Coordinator in OIA.

Links To Internal Forms

Grant Project Information Page (GPIP)

Grant Proposal Approval Form (GPAF)