Limited Submission

“Limited Submissions” describes funding opportunities in which the sponsor (e.g., NSF, NIH, Keck Foundation) limits the number of applications that an institution may submit. An internal selection is required if the number of faculty who wish to apply exceeds the allowable submission limit.

The Stanford Research Development Office manages the review and selection of applicants and nominees for university-wide LS programs. Investigators must obtain institutional approval before submitting their proposal to the external sponsor.

Please contact limitedsubmissions@stanford.edu with any questions about university-wide limited submission programs or the internal application process.

LS programs with a clinical or biomedical research focus are facilitated by the Research Management Group on behalf of the School of Medicine; additional information is available on the SoM Limited Submission Programs page. Please contact rmg_communications@stanford.edu if you have questions regarding clinical or biomedical programs.

The LS process is designed to ensure transparency and fairness, while aligning with the sponsor's priorities. A typical LS process can take approximately three months from announcement to selection notification. Timelines will be adjusted depending on the scope of the program, the time until the sponsor’s deadline, and the complexity of sponsor’s application requirements.

1. Sponsor releases the funding solicitation.
   • The external sponsor or funding agency releases the funding opportunity announcement.
2. Principal Investigators review the solicitation for limits.
   • While we actively identify limited submission opportunities, Principal Investigators are also responsible for reviewing solicitations for limits and notifying us if they are interested in an opportunity not listed in the LS opportunity portal.
3. VPDoR announces an internal competition.
   • The Program Manager announces an internal competition outlining the required elements to participate in the internal selection process.
     • Each school has their own method of disseminating the announcement.
     • We invite anyone wanting to receive a weekly digest of limited submission opportunities managed by VPDoR to subscribe to our limited submissions newsletter.
4. Principal Investigators prepare an internal application.
   • Interested faculty members prepare and submit their internal application according to the instructions from the internal competition.
5. VPDoR LS review committee evaluates the submissions.
   • Internal limited submission competitions are competitive and rigorously reviewed by faculty peers based on predefined criteria.
   • The committee selects the most suitable applicant(s) or nominee(s).
6. VPDoR notifies applicants.
   • The Program Manager informs all applicants of the outcome of the internal competition, providing feedback if available.
7. Principal Investigators prepare the proposal for submission to the sponsor.
   • The approved applicant(s) prepare(s) the proposal for submission to the sponsor following the standard sponsored project process and uploads the LS approval in the Stanford electronic Research Administration System (SeRA).

To succeed in a limited submission, treat it with the same attention you would an external application. It's a competitive process, with applications carefully reviewed by faculty peers and senior associate deans. We structure internal requests to align with sponsor requirements, so the time you invest now will directly benefit your final proposal.

• Know the sponsor’s priorities: Ensure your internal application aligns with the sponsor's goals by thoroughly understanding their expectations and criteria.
• Show feasibility and impact: Highlight how your project will achieve its objectives and why it matters. Reviewers look for proposals that demonstrate both innovation and a clear path to success.
• Collaborate early: Seek feedback from colleagues and research administrators early in the process to refine your ideas and ensure your submission is as strong as possible.
• Be concise and clear: Make your proposal easy to follow. Reviewers value clarity and precision, so a well-organized submission will make a stronger impression.
• Plan ahead for deadlines: Give yourself plenty of time to review and revise. A well-prepared submission demonstrates that you are fully prepared to represent Stanford.

By following these tips, you can ensure your internal submission reflects the strength of your research and sets you up for success in the external competition.