The Office of Sponsored and Student Research is committed to ensuring timely submission of complete and competitive proposals. In order to do so, it is crucial that OSSR receive proposals in advance of the deadline to provide for adequate internal review. The purpose of this policy is to ensure that proposals submitted by Valparaiso University faculty and/or staff can be reviewed and submitted in compliance with all sponsor and University requirements with minimal time constraints. This policy applies to all proposal submissions, including preliminary proposals and subcontract proposals.
A Grant Proposal Approval Form (GPAF), final budget, budget justification, and draft project description are required and should be received by OSSR a minimum of five (5) business days prior to the submission deadline. Any cost share commitments should be well-documented in the GPAF and budget. The draft project description must be developed enough to allow for the accurate identification of any potential compliance issues. OSSR will review proposals received five business days or more in advance of the sponsor’s deadline to provide greater assurance that the proposal can be submitted without errors. In addition, this allows time for the internal approvers to review and approve the project and to address any financial or project-related questions that arise. Submission of the GPAF and supporting documents does not guarantee University approval of the proposal. Proposals that fail to meet this deadline will receive a basic review to the extent reasonable, given the nature of the proposal and arrival date in OSSR. Proposals that are not submitted to OSSR by the five-business-day deadline will not be guaranteed complete internal approval or submission to the funding agency.
Conflicts of Interest in Sponsored Projects Policy
To further the ideals of integrity and ethical behavior, and in accordance with state and federal regulations, Valparaiso University’s Policy on Conflicts of Interest in Sponsored Projects strives to reduce, manage, or eliminate any conflicts of interest that may affect, or reasonably appear to affect, the sponsored projects of Valparaiso University employees.
Valparaiso University understands that relationships exist that could result in a conflict of interest. The purpose of this policy is to identify and manage such conflicts so that objectivity is ensured and research projects that are beneficial to society may proceed.
In correlation with the Grant Proposal Approval Form (GPAF), investigators will be required to disclose all significant financial interests (including those of the investigator’s spouse and/or dependent children) on the Disclosure Statement Form (DSF). Investigators will be required to provide an updated DSF on an annual basis. Investigators also have an obligation to disclose, by filing an updated DSF, any newly acquired or discovered significant financial interests within 30 days.
To access the full policy and Disclosure Statement Form, click below.
- Policy on Conflicts of Interest in Sponsored Projects (PDF)
- Conflict of Interest Disclosure Statement Form (DSF) (PDF)
Indirect Costs Policy
Effective March 1, 2020, 40 percent of indirect funds (sometimes called facilities & administration or overhead costs or funds) received from outside grants will be transferred to the dean of the college or the vice president of the administrative unit from which the grant proposal originated. The remaining 60 percent of the indirect funds will remain in the University’s general operating budget for costs associated with administering grants including, but not limited to, accounting, administration, utilities, and facilities maintenance. If a grant originated from more than one college or administrative unit, the 40 percent return of indirect funds will be divided equally unless the dean(s) and/or vice president(s) mutually decide otherwise.
The dean or vice president may use these funds at his or her discretion. However, using the model of the College of Arts and Sciences, the following distribution is recommended: 50% to the principal investigator (or PI), 25% to the department of the PI, 25% to the Office of the Dean.
To access the full policy, click below.
Maximum Faculty Summer Salaries Policy
Valparaiso faculty have nine-month contracts and are able to work during the summer months as needed or desired. The maximum allowable summer pay is tied to the faculty member’s Institutional Base Salary.
External Faculty Appointments Policy
Faculty members are encouraged to pursue external faculty appointments or fellowships from public and private sponsors to support their research, teaching, or on-going professional development.
Faculty members are required to work with the Office of Sponsored and Student Research (OSSR) when developing a fellowship application. If the faculty member is on a visa, the faculty member must also notify the Office of International Programs of the fellowship application to ensure compliance with visa requirements. A Fellowship Application Form (FAF) or Proposal Approval Form (GPAF), final budget, budget justification, and draft project description are required and should be received by OSSR a minimum of five business days prior to the sponsor’s submission deadline. Any cost share commitments should be well documented in the GPAF and budget.
To access the full policy, click below.
PI Change in Employment Relationship Policy
The University supports faculty and staff seeking grants and fellowships. Sometimes, the Principal Investigator’s (PI’s) relationship with the University changes. This policy outlines how various situations might be addressed.
The full policy can be found here: