Undergraduate-Research

Forms and Helpful Resources

Preparing Your Application and Internal Review Documents

Grant Proposal Approval Form (GPAF)

The Grant Proposal Approval Form (GPAF) packet must be routed, reviewed, and fully approved before any grant proposal may be submitted. This routing process assures that everyone who needs to be aware of the application is aware and that the budget (and any match/cost-share requirements) have been reviewed and approved. The GPAF packet includes key proposal information and is prepared by the Principal Investigator (PI).  A complete GPAF packet includes:

  • GPAF form/cover sheet,
  • Conflict of interest (COI) forms for all PIs/Co-PIs and key personnel,
  • Project overview/narrative,
  • Project budget spreadsheet, and
  • Budget narrative/justification.

Please note that the GPAF includes the Conflict of Interest Form.  Any other relevant documents regarding unique aspects of the proposal or funding opportunity should also be attached (example: a vendor quote for an equipment purchase).  Our policy requires that the PI allow at least 5 business days before the deadline for the internal approval process to be completed.

Conflict of Interest (COI) Disclosure Statement Form

The Conflict of Interest (COI) Disclosure Statement 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.  The COI form prints out as part of the GPAF form. If you need additional COI forms, you can download them here.  If the answer to any question is “yes,” an explanation must be provided in the notes box. 

Valpo’s Budget Template

This Excel budget template must be used for GPAF internal review purposes (even if the funder has its own required budget format).  This spreadsheet facilitates internal review, recordkeeping, and financial tracking.  You may relabel/add columns to show additional years and match amounts and add/change rows for expenses not included on the template.

Example Budget Justification/Narrative

A budget justification must be included with each proposal to describe each item included in the budget and how it was derived.  The budget justification must be included in the GPAF packet.

Salary Calculator Tool

This is a handy resource to calculate the percent of the academic year and summer months time as well as the salary dollar amount to put in the budget.

Example Budget and Budget Justification

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 assure accurate coordination of salaries and benefits, faculty are required to share information with various internal parties, similar to the internal review process for grants. 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.

Helpful Valpo Information