Limited Submissions

Limited Submissions are funding opportunities in which the sponsor only allows a specific and limited number of proposals from a given institution. Extra submissions can result in rejection of all submitted by that institution.

Our Process

ANNOUNCEMENTS OF FUNDING OPPORTUNITIES

The Office of the Vice President for Research (OVPR) administers all processes for limited submission funding opportunities, or delegates administration of limited submission opportunities, for the University of Michigan research community. The OVPR Office of Research Development features a list of select calls for intent to submit and limited submissions internal competitions in its bimonthly Research Blueprint newsletter. For a comprehensive list of currently open limited opportunities, please visit the OVPR Limited Submissions InfoReady portal.

“Limited submission” refers to a research funding opportunity for which an external sponsor restricts the number of applications allowed from an institution. Per SPG policy 303.07, OVPR is responsible for oversight and management of all limited submission research funding opportunities that are routed through the Office of Research and Sponsored Projects (ORSP) approved by the Authorized Organizational Representative.

When time allows, OVPR first publishes a call for intent to submit to gauge faculty interest in a particular funding opportunity. If there is more interest than the number of submissions allowed by the sponsor (e.g., four faculty have expressed interest in applying to an opportunity where the sponsor only allows one proposal from U-M), OVPR will announce an internal competition. OVPR will advertise any funding opportunities that require an internal competition, with a goal of maximizing time for the selected applicant(s) to develop a competitive proposal for the sponsor’s deadline.

WHAT TO KNOW

1) Check “Eligibility.” OVPR staff identify and advertise hundreds of limited funding opportunities each year. However, U-M faculty or staff occasionally identify limited funding opportunities that are new to us. If you find a funding opportunity of interest, one of the first things to check for is restrictions, such as application limits (this is often found in the Eligibility section of an RFP).

2) Reach out to us. If you believe an opportunity might be limited, but do not see it listed in InfoReady or Research Commons, you still must follow our process – email us ASAP at [email protected]. This process is critical: if we have already approved another researcher to submit, and the sponsor receives extra submissions, that can result in the rejection of all proposals from the University of Michigan.

3) Approval is needed. ORSP requires proof of OVPR approval to submit to any limited submission as part of any proposal approval form (PAF).

PROCEDURES

A summary of OVPR procedures is below. OVPR designees (i.e., units that OVPR has approved to administer Limited Submissions) are expected to follow the relevant procedures listed here and to adhere to the policies outlined in SPG 303.07: 

I. Identification of funding opportunities
     A. OVPR curates a public list of current Limited Submissions opportunities.
     B. OVPR will determine (including confirming with a Sponsor) whether Dearborn and Flint campuses may submit proposals as separate entities (i.e., whether each of the three campuses can submit the maximum number of applications to a Sponsor).
     C. If a researcher or staff member identifies a Limited Submission opportunity that is not currently posted to the list, they should contact OVPR at [email protected] immediately. This step is critical to receive approval from OVPR to proceed with the submission.
     D. If OVPR is informed of a new Limited Submission opportunity >6 weeks from a Sponsor deadline, OVPR or its designee will publish a “Call for Intent to Submit” to gauge interest in the funding opportunity. If the number of interested applicants exceeds the number of submissions allowed by the Sponsor, OVPR or its designee will announce an internal competition.
     E. For rapid turnaround solicitations announced by the Sponsor (<6 weeks), OVPR may post a Limited Submission opportunity as a first-come, first-served opportunity. If demand is expected to be high, OVPR may coordinate an expedited internal review to identify the most competitive proposal.
     F. If the Sponsor’s deadline has not expired, but the internal deadlines have passed or OVPR has been unaware of an opportunity, OVPR may still approve an applicant to submit. Contact [email protected]. OVPR may default to a first-come, first-served basis for approving applications to a Limited Submission opportunity if the University has not exceeded the institutional limit on the number of proposals and/or there is not sufficient time/need to hold an internal competition.
     G. OVPR or its designee will publicly post answered and unanswered Calls for Intent to Submit and internal competitions via the main OVPR Limited Submissions website and Research Commons website until the Sponsor deadline has passed.

II. Internal selection of applicants
     A. Prior to indicating interest in or applying internally for a Limited Submission opportunity, researchers are responsible for ensuring and will be asked to attest that they are in compliance with a Sponsor’s policies and regulations.
Depending on the Sponsor and opportunity, ORSP may be asked to certify that the researcher(s) and/or institution does not undertake “out of scope” activities; applicants should allow for enough time to obtain this certification.
     B. If the number of interested applicants for a Limited Submission opportunity exceeds the number of allowed submissions (gauged by a Call for Intent to Submit), OVPR or its designee will coordinate a confidential internal review of proposals to select the institutional candidate(s). Reviewers are typically limited to U-M faculty on the Ann Arbor, Dearborn and Flint campuses.
    C. Final selections are made by the Vice President for Research and Innovation or their designee, based on guidance from peer review, standing committees and/or other inputs.
     D. OVPR or its designee will strive to share timely reviewer comments on proposals, regardless of their selection status, following the peer review process.
     E. OVPR or its designee will publicly post the selected applicants for all Limited Submission opportunities.

III. Pre-submission requirements
     A. If a PI is approved to move forward to submit to a Sponsor (whether in response to a Call for Intent to Submit or selection by peer review), OVPR or its designee will send an email approval to the PI, copying a central designee list. The PI’s research administrator, the Research Associate Dean (RAD), the ORSP Pre-Award Team, and a central designee list is in copy.
     B. OVPR’s approval email (or that of its designee) should instruct the PI to:
          1. attach a PDF copy of the approval email to the eResearch Proposal Approval Form (PAF) so that ORSP can confirm that the PI is the institutional nominee for a Limited Submission opportunity.
          2. confirm that they have received the approval email
          3. contact OVPR or its designee with a PAF/PRE number for institutional metrics tracking
          4. notify OVPR or its designee immediately if they decide not to apply for the Limited Submission opportunity
               a) PIs who are selected to apply for Limited Submission opportunities and fail to submit proposals to the Sponsor may be deemed ineligible for future Limited Submission opportunities.
          5. notify OVPR or its designee of their selection status from the Sponsor (awarded or declined)
    C. ORSP review requires proof of OVPR (or designee) approval in the Proposal Approval Form (PAF) to apply to any Limited Submission opportunity.

IV. Additional Information
     A. Proposal development: Depending on the funding opportunity, OVPR, Foundation Relations or other U-M units may provide additional resources for proposal development to faculty who have been selected as the institutional nominee and are approved to submit to the sponsor. Contact OVPR’s Office of Research Development for more information.

    B. Dearborn and Flint Campuses: Institutional limits for Limited Submission opportunities may apply to the Ann Arbor, Dearborn and Flint campuses separately. In cases where each campus is considered a distinct institution by a Sponsor (i.e., a sponsor recognizes individual EIN), an internal competition will be held as needed for each campus, wherein researchers only compete with others from their campus. OVPR will support all three campuses by promoting and administering Limited Submission opportunities via the OVPR webpages, and will work with representatives from each campus to manage internal competitions as necessary. 

APPLYING TO A FUNDING OPPORTUNITY

When you see a funding opportunity that captures your interest:

1) Navigate to the specific funding opportunity on the Limited Submissions InfoReady portal.

2) Choose Apply.

3) Follow the prompts to provide your contact information. You will need to log in using your U-M username and password.

4) If submitted correctly, you will receive a confirmation.

5) Contact [email protected] with any questions.

NOTE: U-M has a site license for InfoReady Review to manage limited submissions and other internal grants programs. For questions about the use of this tool in your own unit, please email [email protected].

ADDITIONAL INFORMATION

Proposal development

Depending on the funding opportunity, OVPR, Corporate and Foundation Relations, Innovation Partnerships, or other U-M units may provide additional resources for proposal development to faculty who have been selected to submit to the sponsor.

Medical School competitions

While the U-M Medical School (UMMS) manages several  internal competitions for biomedical research funding opportunities, U-M faculty from other units on campus may apply (based on sponsor eligibility). These limited submissions can be found both in the UMMS Competition Space portal and on the Research Commons site.

Prior submissions

In your internal application, it is important to note any prior submissions to specific funding opportunities and feedback from the sponsor — especially in cases where a sponsor encourages resubmission. We will strive to follow up on the status of proposals submitted in previous cycles before making a final decision.

Login Issues

When applying, you will be prompted to login. If you are affiliated with U-M, you need to use your uniqname and Kerberos password. Please do not use a @med.umich.edu account.