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.

We are closely monitoring changes to federal funding programs under the new administration. As updates become available, we will adjust our internal competition processes accordingly.

In the meantime, please follow the latest sponsor instructions for current requirements. Information on agency directives is available on the 2025 Federal Administration Transition Information & Resources webpage.

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. The internal review process is competitive, with faculty peers and senior associate deans carefully evaluating each submission. We structure internal requests to align with sponsor requirements, so the effort you put in now will directly strengthen your final proposal.

Understand the Sponsor’s Priorities
Ensure your internal application aligns with the sponsor’s goals by thoroughly understanding their expectations, evaluation criteria, and funding priorities. Clearly demonstrate how your project fits their mission.

Demonstrate Feasibility and Impact
Show not just what you plan to do, but how you will achieve it. Outline a clear, well-structured plan with realistic milestones and measurable outcomes. Highlight why your project matters—whether it advances the field, benefits society, or fills a critical gap.

Highlight Your Expertise
Make it clear why you are the right person to lead this project. Showcase your experience, skills, and past successes that demonstrate your ability to execute the proposed work.

Make It Easy for Reviewers
Reviewers come from diverse disciplines, so write clearly and concisely. Avoid jargon, define key terms, and present your ideas in a logical, compelling way. A well-organized, accessible proposal is more likely to stand out.

Support Your Claims
Strengthen your application with concrete details. Use data, preliminary results, or strong evidence to justify your approach. If applicable, incorporate visuals like charts or diagrams to make complex ideas easier to follow.

Plan Ahead and Collaborate Early
Start early to give yourself time to refine your proposal. Seek feedback from colleagues to identify weaknesses and strengthen your argument. Attention to detail and a polished submission show reviewers that you are fully prepared to represent Stanford.

By following these strategies, you can submit a compelling internal application that maximizes your chances of success in both the internal competition and the external sponsor’s review.