Limited submission funding process refresher

Faculty and departments have recently been asking “What should I do when I’m applying for a grant and I notice that only one application is accepted per institution?” To clarify what’s involved in identifying and applying for limited submission funding opportunities, the following information should help those of you who are new to the process and anyone else who may need a refresher.

What is a limited submission?
Limited submission funding opportunities are programs in which the sponsor sets a limit for the number of applications or proposals an institution can submit (typically 1 to 2). Institutional coordination is required to ensure fairness, transparency, and adherence to the sponsor’s requirements.

How are applications or proposals selected by the institution?
OHSU’s Limited Submission Program is a service of the Office of the Senior Vice President for Research to help faculty identify limited submission opportunities and to coordinate internal reviews. The review process is conducted by OHSU’s Limited Submissions Committee, composed of 10 senior faculty members, which makes recommendations to the SVPR regarding which applications should move forward as proposals to external sponsors. Internal applications are ranked according to criteria established by the sponsor as well as on the merit of the proposal and principal investigator.

How do I know if a funding opportunity is a limited submission?
All limited submission opportunities are posted on the OHSU Internal Funding Database. You can identify these opportunities in the “Internal Coordination” column when you search the database:

internalfundingdatabase-screenshot

As a general rule, it’s advised to check the eligibility criteria provided by the sponsor in the Request for Proposals or Applications (RFP or RFA) before working on a submission. This is where you’ll find the most complete information on PI requirements and whether the sponsor is limiting the number of applications OHSU may submit.

How do I submit a limited submission application for consideration?
Refer to the OHSU Internal Funding Database to determine the deadline for submitting your internal proposal. This deadline is set roughly four to eight weeks before the sponsor’s external deadline to allow time for review and for the nominated PI(s) to prepare a full proposal. Interested candidates must complete an application via the Competitive Application Portal (CAP). This online application provides basic information for the review and selection process. You will attach the following materials to your application:

  • Curriculum vitae (CV) or Biosketch
  • 1- to 5-page summary of candidate’s research proposal– This document can be written in NIH style but should be written in a manner readable by a group of educated interdisciplinary scientists. Avoid using jargon, and assume that no reviewers are specialists in your field.
  • Letter of support/recommendation from a department head, chair, mentor, or other appropriate person. In many cases, this letter is optional, but the review committee finds letters helpful. The letter should detail your strengths and can be used in your full application, if selected to submit.

If you have any questions on the limited submission process, please email funding@ohsu.edu or call 503 494-0107.

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About the Author

Julie Rogers is Research Development Associate in the Office of Research Funding & Development Services.

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