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  • 1.  Internal competition and limited submissions

    This message was posted by a user wishing to remain anonymous
    Posted 02-21-2023 11:15
    This message was posted by a user wishing to remain anonymous

    Hello Connect Community,

    Something we're trying to figure out is how to handle sponsors that only allow one submission (or a limited number) from an institution when multiple people want to submit. How do you decide who gets to submit a full proposal?

  • 2.  RE: Internal competition and limited submissions

    Posted 02-22-2023 03:19

    We announce an internal competition months in advance of the deadline and then, where there are enough applicants, we have a multiple-step process.  Once we have enough applicants, people from The Research Office and faculty with the right expertise gather and review the proposals.  Everyone gets comments and is invited to revise and re-submit in about two weeks.  Then the committee meets again and choose the one(s) that will go forward to the sponsor.  The general idea is that the faculty chosen then have time to work closely with Research Development to put the strongest proposal forward.

    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University

  • 3.  RE: Internal competition and limited submissions

    Posted 02-22-2023 06:27

    We do an internal competition. All those wishing to submit to a limited-submission program must declare their intention. We usually ask for a list of the proposed team members who'd be working on the project and a short (2-3 pages) summary of the project. If there's cost-share involved, or any explicit contribution of resources to the project, we also require the lead PI to produce evidence (letters or emails) from all those contributing as part of the internal competition. If they can't meet the requirement for cost-share, then their internal proposal doesn't advance.

    Once the internal deadline has passed (we try to do these at least a month before the sponsor's submission deadline, to give the successful team(s) plenty of opportunity to put together a competitive full proposal after being selected), we review the submissions for completeness, and then convene an ad hoc committee to review all the submissions. (Typically that's the cognizant research development officer, the director of sponsored programs, the vice president for research, and 2-3 faculty who have relevant subject-matter expertise but who are not associated with any of the project teams.) The committee makes a recommendation to the VPR, who makes the final selection(s).

    We use InfoReady Review to run our internal competitions; it works pretty well for us.

    Michael Spires
    Research Development Officer
    Oakland University
    Rochester, MI

  • 4.  RE: Internal competition and limited submissions

    Posted 02-22-2023 08:17
    Good morning,

    At App State, our Grants Resources and Services team has a well established process using InfoReady Review to manage internal competitions for limited submissions.  This includes collecting materials which are then reviewed by peers.  Check out their Web page at .


    Ms. Charna K. Howson, MA
    Director, Sponsored Programs
    Office of Research
    Appalachian State University
    POB 32174, 385 JET Bldg.
    287 Rivers Street
    Boone, NC 28608-2068
    828-262-7311 (Office)
    828-262-2641 (Fax)
    (She, Her, Hers, Charna)
    1) Proposal routing for internal approvals should start 15 calendar days prior to the sponsor's and must be completed before proposal submission.  Remember, you can use  "good working drafts" and obtin help from your grants manager as needed. 
    2) Send me secure files using this link:" target="_blank">

  • 5.  RE: Internal competition and limited submissions

    Posted 02-22-2023 09:33

    At CSUN, we follow a similar process as Charna, Michael, and Andrea have shared. We send regular notices out as Limited Submission opportunities are posted and we require interested PIs/teams to submit a pre-proposal via InfoReady. Pre-proposals must include a project summary, narrative (3-pg max), draft budget and justification, biosketch, and current & pending support. Those proposals are then routed to the appropriate college dean for ranking and approval. Successful applicants are notified at least 6 weeks prior to the deadline for submission (time permitting). The criteria used in the selection process include: 1) rank by college; 2) likelihood of success using criteria stated in the program announcement; and, 3) outcomes of previous attempts. For 3, we encourage submissions for previously submitted proposals that received meritorious reviews but were not funded. Proposals that were submitted in previous cycles but received poor reviews are discouraged; and, applicants who were selected in a previous cycle but failed to submit a final proposal to the agency are barred from applying to the same program for at least one cycle. 

    Sherrie Hixon
    Director, Strategic Research Initiatives & Innovation
    California State University, Northridge (CSUN)

  • 6.  RE: Internal competition and limited submissions

    Posted 02-22-2023 14:35

    Not sure if this email response will work.

    We have a portal that posts the limited submission opportunities, interested faculty respond and provide specific aims and biosketches.

    The information is collated and shared with senior leadership and they "vote" on who should be the individual candidate.

    And then we communicate back the decision to the interested and selected candidates


    Judith Epstein, MS, CRA   she/her/hers

    CCSG Administrator | Director, Grant and Foundation Development

    Roswell Park Comprehensive Cancer Center

    Elm and Carlton Streets; Buffalo, NY 14263

    Phone: 716-845-4158; Fax: 716-845-1744


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  • 7.  RE: Internal competition and limited submissions

    Posted 02-23-2023 18:14

    We send out a heads-up email about the opportunity to the appropriate committee in charge of institutional nominations/limited submissions.  They figure out who's eligible (if necessary), then request LOIs from appropriate faculty.  The committee (with a helper from us) then uses InfoReady to run an internal competition to choose the final nominee/applicant(s).  If you'd like more info, I could connect you with the folks in my office who assist the process.


    Lisa Churchill (she, her)
    PH (858) 453-4100 x1309  FX (858) 535-9663
    Salk Institute Logo
    Salk Institute for Biological Studies
    10010 N Torrey Pines Rd  La Jolla, CA 92037

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