What is a Limited Submission?
Some funding opportunities limit the number of proposals that an institution can submit. When more researchers are interested in an opportunity than the sponsor allows, Idaho State University (ISU) uses an internal review process to determine which proposals will move forward. The goal of the limited submission process is to give ISU the best possible chance of success. The process is designed to identify the strongest and most competitive proposals while providing researchers with a clear and consistent way to participate.
Identifying Limited Submission Opportunities
The Office of Research Development monitors funding opportunities and identifies those that limit the number of applications a university can submit. When possible, the office will announce these opportunities, but researchers are also expected to review funding opportunities and reach out to the Office of Research Development if they are interested in applying for a limited submission grant.
Determining Whether an Internal Competition Is Needed
Once a limited submission is identified, the Office of Research Development will communicate with ISU researchers to gauge interest. Researchers who are interested in a limited submission opportunity should notify the Office of Research Development by the announced internal deadline. Please note that these outreach efforts are not intended to solicit interest. If the number of interested and eligible researchers does not exceed the sponsor's limit, all eligible researchers may move forward without an internal competition. If the number of interested researchers exceeds the number of applications ISU is allowed to submit, an internal review process will be announced. If appropriate, the Office of Research Development may suggest that researchers collaborate rather than proceed to an internal review.
For an internal competition, researchers will submit a short description of their proposed project and other materials that will help reviewers assess its competitiveness. The amount of information requested will depend on the funding opportunity and the amount of time available. Materials may include a project summary, the significance and potential impact of the work, a description of the proposed approach, information about the project team, preliminary results or evidence of feasibility, a proposed budget, and an explanation of how the project fits the sponsor's priorities.
In most cases, the Office of Research Development will form a Review Committee to evaluate the proposals. Committee members will be selected based on their ability to provide a fair and informed assessment of the competing proposals. When appropriate, the committee may include faculty from different disciplines or colleges. Reviewers will be expected to disclose conflicts of interest and will not participate in reviewing proposals when they have a conflict that could affect their impartiality.
The Review Committee will consider the factors most likely to contribute to a successful external proposal. These may include:
- How closely the project aligns with the sponsor's priorities;
- The importance and potential impact of the proposed work;
- The strength and originality of the idea;
- The qualifications and expertise of the project team;
- The feasibility of the proposed work;
- Evidence that the project can be successfully completed;
- Institutional resources, partnerships, or other support available to the project;
- How well the proposed project addresses the sponsor's review criteria; and
- The overall potential for the proposal to be competitive.
After reviewing the proposals, the committee will make a recommendation to the Vice President of Research about which proposals should move forward. The Office of Research Development will communicate the decision to the applicants.
Researchers whose proposals are selected will be responsible for developing and submitting the full application in accordance with the sponsor's requirements and ISU's proposal submission procedures. Selection through the limited submission process means that the University has approved the investigator to submit; it does not guarantee that the proposal will be funded.
The Grants Office will strive to establish internal deadlines early enough to allow time for the review process and for selected investigators to prepare their full proposals. Researchers who miss an internal deadline may not be able to participate in the competition.
If a researcher is selected to submit a proposal but does not, the Office of Research Development reserves the right to consider that fact in subsequent reviews.
Occasionally, a sponsor may announce a limited submission opportunity with very little notice. When there is not enough time to use the standard process, the Office of Research Development may use an expedited review process. The office will make reasonable efforts to maintain a fair and transparent process while meeting the sponsor's deadline.
In some cases, limited submissions will align with ISU priorities and will be the subject of multiyear planning efforts. In those cases, the Office of Research may not open up an internal competition. If researchers think that they might be interested in such a grant, they are strongly encouraged to reach out to the Office of Research Development as soon as possible.