Limited SubmissionsNCURA Region IIISpring Meeting

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Today’s Panel•Melissa Mattison, CRA, Research

Development Funding Coordinator, University of South Carolina

•Bruxanne Hein, CRA, Grants Coordinator, Grants & Sponsored Research, Coastal Carolina University

•Robyn Remotigue, CRA, Assistant Director

Mississippi State University

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What is a Limited Submission?

•A Limited Submission is a funding opportunity for which the sponsoring agency has limited the number of proposals an institution may submit.

•Limitations may vary by sponsoring agency and specific funding opportunity▫Institutional limit vs. Division limit

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Why Do We Have Limited Submissions?•Reduce the number of proposals sponsors

receive•Increase quality of proposals•Enables collaborations •Spreads the wealth•Reduction in costs for sponsors

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Why the Concern Over Limited Submissions?•Many of the funding agencies (i.e.

National Science Foundation, etc.) are placing limits on the number of proposals that can be submitted in response to a specific announcement.

•Limited submissions create a need for internal guidelines to prevent any potential disqualifications.

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Today’s Session

•Each institution represented will share their current process for managing limited submissions.

Limited Submissions Limited Submissions ProcessProcess

University of South Carolina

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Announcement

•Web Posting ▫ http://www.sc.edu/researchdev/limitedsub1.php▫ All Limited Submission opportunities are posted to

the USC Limited Submissions online database (updated daily)

▫ Post includes program summary, eligibility criteria, internal selection process, and deadline dates

•E-mail Notification▫ Monthly newsletter listing all upcoming limited

submission deadlines

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Selection Process• Faculty submit abstract and any other

requested materials by deadline• Abstracts are reviewed by ad-hoc faculty

reviewers• Reviewers evaluate abstracts using

sponsoring agency’s guidelines• Each reviewer assigns a score and provides

comments• The candidate with the best score is selected

to submit a proposal to the sponsor

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Notification

•All applicants are notified by email•Selected applicant’s name and

department is posted to web•Sponsored Awards Administrators are

notified of selected applicant to ensure that no other faculty submit a proposal

Limited Submissions Limited Submissions ProcessProcess

Coastal Carolina University

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Limited Submission Programs: Announcements•Announcements of available programs are

sent to PI’s daily through various media.•If the program is limited submission, a

message is sent to the Dean of the college, or to the Provost if necessary, to inform them of the possibility of multiple submissions.

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Limited Submission Programs: Notification•Once the Office of Grants and Sponsored

Research receives notification from a PI intending to submit to a program we begin a file.

• If we are notified by another PI intending to submit for the same program, we notify both PI’s, the Dean and if needed, the Provost.

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Limited Submission Programs: Review•Proposals within a single college require

an Internal Review pre-approval by a Selection Committee led by the dean of the college.

•proposals are reviewed and assigned a score by the Selection Committee; the proposal with the highest score is submitted to the agency by the Office of Grants and Sponsored Research.

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Limited Submission Programs: Review•Proposals submitted by different colleges

are first reviewed by the Provost.•If necessary the Provost will call for an ad

hoc Peer Review committee to assist in the decision-making process.

•Once the selection process is complete, the selected proposal is submitted to the funding agency by the Office of Grants and Sponsored Research.

Limited Submissions Limited Submissions ProcessProcess

Mississippi State University

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Announcing Limited Submissions

•Email, Flyers & Newsletters▫Notices are generated by the Office of The

Vice President for Research.

▫Distribution includes Deans, Department Heads, Active Researchers, and Sponsored Programs Adminstration.

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Announcing Limited Submissions•Internal Deadline Dates

▫60 days prior to the agency deadline

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Managing Limited Submissions

•At Mississippi State University, the process is managed by the Associate Vice President for Research.

•Interested applicants are required to submit a one page description of the project.

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Selection Process

•Peer Review Committee▫Members include Associate Deans.▫Other Experts in the Related Field.

•Recommendation from Committee to Associate VP.

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Selection Process

•The Vice President and Associate Vice President for Research makes the final decision based on committee’s recommendation.

•The Principal Investigator, Dean, Department Heads, and Sponsored Programs are notified of the decision.