Limited Submissions

Limited submission opportunities are programs that limit the number of applications an organization is allowed to submit in response to a particular program announcement. Sponsors may impose restrictions on the number of submissions per institution, school and/or discipline. When such limitations are stipulated in program guidelines, an internal review and selection process may be necessary to select the best-qualified candidate or proposal to represent Kent State University.

The limited submission process is coordinated by the Office of Research Development (ORD). Limited submission opportunities are posted in the table on the Current Limited Opportunities Page and are announced by email through internal research listservs. Investigators interested in submitting a proposal to a limited submission opportunity must submit a Letter of Interest (LOI) to ORD by 5:00 pm of the established internal deadline. In cases where more applications are received than allowed by the sponsor, an ad hoc committee of domain expert reviewers is convened by the Director of Research Development. If fewer internal applications are received than the number of submissions allowed, the remaining slots are distributed on a first-come, first-serve basis.

Limited Submission Process

Before submitting a proposal to an opportunity with submission limits, follow Kent State’s limited submission process to secure authorization from the university (or, as appropriate, your college, school, department or regional campus). The Vice President for Research provides the authorization for “per institution” or “per university” submission opportunities. The dean, director or chair will determine authorization for those opportunities with college, school, department or campus limitations, as appropriate.

If an institution submits more than the allowable number of applications to a program with submission limitations, all applications from that institution will likely be disqualified. Therefore, it is imperative that the proper steps are followed and authorization is secured. Selected proposals must be submitted through the Office of Sponsored Programs and follow university policies and agency guidelines.

Definitions of Limitations

Often the language used in requests for proposals (RFPs) or Funding Opportunity Announcements (FOA) can be ambiguous regarding the nature of the limitation. Among the more common limitations are:

  • “per EIN” (Employer Identification Number): The limitation is specific to all of Kent State University (all eight campuses)
  • “per UEI” (Unique Entity Identifier): The limitation is specific to all of Kent State University (all eight campuses)
  • “per school” or “per college” or “per department:” This limitation is specific to a school, college or department and it may be possible for the university to submit multiple proposals through the institution.

Instructions for Internal Submissions

Those interested in applying to a limited submission program must submit a LOI to ORD using the Limited Submission Internal Proposal Form by 5:00 pm of the posted internal deadline.

Required Documents

  • Completed Limited Submission Dynamic Forms cover page
  • Brief narrative (3 page limit) including the following:
    • A description of the proposed project, including its broader impacts and a statement as to why your proposal would be competitive. Any narrative over the 3-page limit will not be considered.
    • If a funding agency requires cost sharing, the narrative must include a description of intended cost sharing sources.
    • A reference list may be included and does not count towards the 3-page limit. 
  • 2-page curriculum vitae or bio-sketch of the principal investigator (PI). Do not include personal information such as home address or phone number.
  • Any additional information requested that is specific to the funding opportunity.

Formatting

All documents must be submitted in PDF format. Use a page size of 8.5" x 11" and text in an easy-to-read 11-point font or larger, using 1" margins on all sides.

Review and Selection

Limited submission LOIs will be reviewed by an ad hoc committee of domain experts coordinated by the Director of Research Development. LOIs will be evaluated using the following criteria:

  • Scientific/scholarly strength of the proposal
  • Presentation of the project (completeness, clarity, clear action plan, grammar)
  • Relevance between the proposed project and program requirements
  • Importance (broader impacts) of the proposed project
  • Principal Investigator’s previous submissions (if any) to the same program and the outcome
  • Competitiveness of the PI or PI's team; individual and collective credibility to do the work
  • Relevance to the university's research/instructional objectives
  • Grant renewals will be given preference over new submissions

Resubmissions

Previously authorized applicants are not automatically authorized to resubmit if an award was not secured from past submissions. Non-awarded PIs must go through the internal review and selection process again. In the LOI narrative, PIs should address concerns raised by the reviewers and how these will be addressed in the resubmission, should they be selected to move forward.

Timeline and post-selection activity

For most internal competitions the review process is completed quickly, so that the selected PIs have ample time to develop a competitive proposal. The Director of Research Development will notify all applicants of the results. Applicants will receive feedback including reviewer comments. Those receiving authorization to move forward will also be provided with guidance on the proposal submission process.

Applicant Responsibilities

If a PI is selected to move forward and is no longer willing or able to apply to the opportunity, he or she should contact ORD immediately to allow another applicant the opportunity to submit.

If a PI is selected to move forward but fails to submit to the agency, he/she runs the risk of being disqualified from future internal LOI competitions.

If a selected proposal is unsuccessful in securing funding from the outside agency, the PI may be asked to provide reviewer comments to help the review committee or Director of Research Development better understand the selection criteria for the next round.

Exceptions

While every effort is made to adhere to the procedures listed above, there are instances when the interval between becoming aware of a limited submission and the sponsor’s deadline makes it impractical to do so. In those cases, broad announcements may not be made, expedited reviews with limited or no feedback comments may be performed, and/or submission slots may be reserved for those with whom the university has made a prior commitment.

Deadlines

Some expired internal deadlines may still be open for applications if fewer than the eligible number of LOIs were received and the agency deadline has not passed. Approval to apply to the program may then be granted on a first-come, first-serve basis.

Questions?

Questions regarding limited submission opportunities or the internal limited submission process may be directed to Mark van 't Hooft at mvanthoo@kent.edu.

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