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.
Research Development Officer
Sent: 02-21-2023 11:14
From: Anonymous Member
Subject: Internal competition and limited submissions
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?