Limited Submissions and Internal Competitions

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This page summarizes our process for managing programs which place special restrictions on applications submitted by an institution. If you find a limited submission opportunity not included in our list or announcements, please contact SPA's Information Specialist for instructions, at 601-266-4119 or SponsoredPrograms@usm.edu.

General Information

With increasing frequency, funding agencies are placing special restrictions on proposals submitted by an organization. For instance, we may be asked to limit the number of applications in response to a solicitation, or we may be required to assign an institutional ranking to multiple submissions. Thus sponsors are requiring institutions to assume more of the responsibility for screening proposals and to select which applications go forward for consideration.

In order to submit the most competitive proposal and to avoid the possibility of disqualification of our submissions, SPA may be required to organize internal competitions for such programs.

A list of grant programs for which we have had internal competitions appears on the Internal Competitions page. Many of the programs listed there will be reissued annually. Please be aware that these programs do not comprise a comprehensive list of limited submission programs, and that funding agencies continually add new limited submission programs. Anyone who wishes to apply for a program which specifies a limit on the number of applications or requires institutional ranking must contact SPA as soon as possible. If a limited submission/internal competition notice has not yet been issued, SPA will review the guidelines and initiate the process for selecting the Southern Miss candidate(s) in a timely and equitable manner.

If an internal deadline passes and there are fewer internal candidates than the allowed number of submissions, the PI's who participated in the competition automatically become the university applicants and are allowed to submit their proposals.

 

SPA process for managing limited submission programs

** Compliance with the specific instructions given for each internal competition supports the equity of the review process by providing the reviewers with consistent information and formatting from all applicants. Applicants who do not follow the instructions may jeopardize the review of their application.

Because each program has unique requirements and timelines, SPA must adapt instructions to accommodate each competition. Please be sure to follow the directions issued by SPA explicitly. In general the process is as follows:

Sponsored Programs Administration (SPA) will:

 

1.

Receive solicitations with submission limitations.

 

2.

Establish internal deadlines for obtaining notice of intent to submit or concept papers from interested PIs.

 

3.

SPA may call for notification or issue a call for concept papers, depending on the guidelines, timetable, and other factors.

 

4.

Disseminate the solicitation to the university community via e-mail announcement to the FACULTY/STAFF listserv using the USM Mailout system.

 

5.

The internal announcement will include instructions for submitting notice/concept paper, due dates, guidelines, and other pertinent program information.
 6.Based on the responses to the announcement, SPA may either (1) coordinate an internal competition (when respondents exceed the maximum number allowed), or (2) if number of respondents do not exceed the maximum number allowed to submit, notify PI(s) that they are automatically designated as the university candidate(s).
 7.

Collect concept papers or notification from investigators by established date(s).

 8.Forward concept papers to internal review committee after the internal competition has closed.
 9.Act as liaison between applicants and evaluators to maintain confidentiality throughout the process.

Principal Investigators (PIs) who are interested in competing for limited submission programs agree to:

 1.Read the guidelines completely and thoroughly.
  a.Confirm that you meet eligibility requirements and will be allowed to apply.
  b.Evaluate goals of program and other guidelines to determine whether sponsor/program is an appropriate fit for your project.
  c.If, after reading the guidelines fully, you are still unsure whether your project matches the intent of the program and agency, contact the program officer or equivalent for guidance
 2.Discuss your intent to submit with department chair, unit director, and/or others involved in reviewing, routing, approving, and supporting the project.
 3.Follow SPA instructions precisely and respond by the specified internal deadline date/time.
  a.Instructions will ask you to either (1) send an e-mail message to give notice of intent to submit to program, or (2) submit a brief concept paper in electronic form
  b.Always follow the instructions precisely. If you have questions about the process, send an e-mail message to sponsoredprograms@usm.edu asking for clarification.
 **c.To ensure fairness throughout the review process, concept papers must be prepared in strict conformance with instructions (such as page limitations). Applications that do not meet the presentation standards may be rejected or be at a disadvantage in comparison with those that compliant.
 4.You may be required to provide a statement of support from appropriate university official (i.e. Chair, Dean, VP, Provost) addressing cost sharing requirements if project budget includes ANY type of university matching (release time, in-kind, cash, etc.).
 5.If selected as the university candidate for the program, contact appropriate SPA Grants Administrator and complete application per regular submission procedures and in accordance with agency guidelines.

In the event an internal competition is held, the office of the Vice President for Research:

 

1.

Forms an ad hoc review panel to evaluate pre-proposals.

 

2.

Coordinates panel review and selection of pre-proposal(s) deemed to be the most competitive (up to the allowable number of applications specified in the guidelines).

 

3.

May consult with involved colleges/departments/schools for additional input as necessary.

 

4.

May, when feasible, encourage a collaborative effort among PIs.

 

5.

Notifies applicants of the results, allowing the selected investigators ample time to develop a full proposal and meet the sponsor's submission deadline.

 6.Informs SPA of the selected university candidate(s).
The Office of the Vice President for Research (VPR) will as necessary look to qualified internal and external sources for review and recommendations in determining the most competitive proposals to put forward. In cases where a proposal is not selected to go forward, SPA and the office of the VPR will work with faculty to find alternative sponsors for their projects.