Valparaiso University Forms For Grants and Fellowships


Preparing Your Application and Internal Review Documents

Grant Proposal Approval Form (GPAF)

The Grant Proposal Approval Form packet must be fully approved before any proposal may be submitted. The GPAF form includes basic proposal information: investigator information, budget figures, and project and funding agency details.  The bottom part of the GPAF form is for the signatures of the required internal reviewers.  The Principal Investigator (PI) prepares the GPAF packet for review.  A complete GPAF packet includes:

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

Any other relevant documents regarding unique aspects of the proposal or funding opportunity should also be attached (example: vendor quote for an equipment purchase).  Our policy requires that the PI allow at least 5 business days before the submission deadline for the internal approval process to be completed. Click on the link for a flow chart of the GPAF Process.

Conflict of Interest Disclosure Statement Form 

The Conflict of Interest (COI) Disclosure Statement Form is required 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.  Completed and signed COI forms are part of the GPAF packet that is routed for internal approval.

Budget Spreadsheet

This Excel budget spreadsheet must be used for internal routing and review purposes (even if the funder has its own required budget format).  This spreadsheet facilitates internal review, recordkeeping, and financial tracking.  The project budget spreadsheet must be included in the GPAF packet. You may relabel columns to correspond to the number of years the grant will cover and add space for any required match amounts.

Budget Justification

A detailed 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.


For Changes after the Grant has been Awarded

Budget Revisions

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!

Prior Approval Form

The Prior Approval Form and related attachments must be submitted to OSSR before any no-cost extension, budget revision, or pre-award costs can be approved.


Fellowships and Travel Grants

Fellowship Application Form (also used for travel grants) 

Valpo encourages faculty to apply for fellowships.  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.


Resources for New Grant Writers


Helpful Valpo Information


Federal Agency Information

COVID-19 Related Information

NSF Information

Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 20-1) – Effective June 1, 2020

New Required Biosketch and Current and Pending Formats for NSF and NIH Grants – Originally Effective June 1, 2020, Delayed to October 1, 2020

Biographical Sketch Training Resources

Current and Pending Support Training Resources