Limited Bid Proposal Policy | Research & Innovation

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October 30, 2021

The goal of this limited submission policy is to encourage the development of competitive research proposals through a transparent and consistent process that does not place an undue burden on faculty.

What is a limited submission?

Limited submissions are funding opportunities from federal, state, or foundation sponsors that limit the number of submissions an institution can submit. The sponsor sets the limit, which can be by funding cycle deadline, funding track, or discipline / area. If more than the authorized number of proposals are submitted, the Sponsor may return all submissions without review. Sometimes the sponsor reviews the first proposal they receive, rejecting all subsequent submissions. Therefore, it is imperative that an organized and transparent internal selection process takes place so that the most competitive research proposal is submitted by the University.

At the University of Nevada, Reno, the Vice President for Research and Innovation (VPRI) oversees the internal selection process for limited submissions and makes the final decision. The Associate Vice President, Research is responsible for implementing internal announcements, administering the selection process and communicating the resulting decision.

Every effort is made to identify the limited possibilities for funding submissions and to coordinate an internal review process well in advance of the agency’s deadline. However, if a researcher identifies a limited submission and an internal deadline has not been announced through the ResearchNotes or Pivot listserv, that researcher should email the Associate Vice President for Research at avpr @ unr. .edu for permission to submit. Depending on the agency’s schedule and the level of interest expressed, permission to submit may be granted on a first come, first served basis. Alternatively, an internal competition can be organized and an internal deadline announced.

There are many limited submission funding opportunities offered by various sponsors. The research and proposal development departments organize these opportunities to identify those that match our institutional research strengths, or that should otherwise generate sufficient faculty interest. For limited submission funding opportunities that do not match our institutional research strengths, or that should not generate sufficient faculty interest to warrant an internal competition, there will be no internal deadline published in the e-mail on ResearchNotes mailing list or funding. Opportunity page on Pivot. If professors wish to apply for any of these limited submissions, they are responsible for submitting an intent email as soon as possible to [email protected] Depending on the agency’s schedule and the level of interest expressed, permission to submit may be granted on a first come, first served basis. Alternatively, an internal competition can be organized and an internal deadline announced.

Limited submission process

For limited submissions that receive sufficient interest, or those in high priority research areas, an internal selection process will take place to determine the most competitive proposal.

Limited opportunities for funding submissions will be identified primarily through Pivot. Once identified, an internal deadline will be established. Ideally, this internal deadline will allow professors at least two weeks to prepare the internal pre-proposal and at least two weeks for the process of ranking pre-proposals and providing rankings to VPRI. If circumstances dictate that this ideal timeframe be shortened, priority will be given to maintaining the longer timeframe between the time the Principal Investigators (PIs) are informed of the decision and the time the proposal is due to the sponsor. This is to ensure that the maximum portion of the overall schedule is given to the selected researcher (s) for the preparation of the submission of the full proposal to the sponsor.

The steps of the internal selection process include: identification, pre-proposal submission, external ranking, VPRI decision, IP notification and follow-up.

Step 1: Identification

Limited submissions are identified and internal deadlines assigned to them on a weekly basis. They are communicated to teachers in two ways:

  1. Research Notes: An email with all current limited submissions and internal deadlines is distributed to the ResearchNotes list every two weeks. If there is no internal deadline posted, the researcher is responsible for sending an email to the Associate Vice President for Research at [email protected] with their intention to submit as soon as possible. Depending on the agency’s schedule and the level of interest expressed, permission to submit may be granted on a first come, first served basis. Alternatively, an internal competition can be organized and an internal deadline announced.
  2. Pivot: The most comprehensive, but not exhaustive, list of funding opportunities for limited submissions can be found on Pivot, the University’s grant funding database. Internal deadlines for pre-proposals are displayed at the bottom of Pivot’s Funding Opportunity page. Internal deadlines are updated or added weekly. If there is no internal deadline posted, the researcher is responsible for sending an email to the Associate Vice President for Research at [email protected] with their intention to submit as soon as possible. Depending on the agency’s schedule and the level of interest expressed, permission to submit may be granted on a first come, first served basis. Alternatively, an internal competition can be organized and an internal deadline announced.

Step 2: Submission of the pre-proposal

Some limited submissions will have an internal deadline by which a pre-proposal must be submitted.

These due dates will be listed in the ResearchNotes email and on the funding opportunity detail page on Pivot.

All pre-proposals must be submitted by 5:00 p.m. on the posted deadline via the online form found on the Limited Submissions web page.

If the Associate Vice President Research (AVPR) does not receive any pre-proposals by the due date, submission approval can still be given to interested IPs on a first come, first served basis.

Unless otherwise specified, all pre-proposals must be in the following format:

  1. Three-page project description addressing proposal-specific review criteria (references may be included on additional pages)
  2. Standard biosketch for PI and Co-PI in the format stipulated in the FOA
  3. One-page budget summary for the entire project period

In addition to the standard pre-proposal format above, the following information will be collected with each pre-proposal submission via the online form:

  1. Sponsor
  2. Title of the funding opportunity
  3. Title of the proposal
  4. IP name
  5. E-mail
  6. Rank
  7. department
  8. University
  9. List of up to four Co-PIs
  10. Co-PI rank
  11. Co-PI Department
  12. Co-PI College
  13. amount requested
  14. Recognition of cost sharing commitment, if applicable
  15. If the proposal has already been submitted to the sponsor in response to the same FOA, a PDF file of the reviewer’s comments and a one-page summary of the PI’s response to those comments must be uploaded.
  16. Acknowledgment that, if selected as the University of Nevada, Reno’s nominee for this Limited Submission Funding Opportunity, the submitting PI is responsible for completing their Sponsor Submission by the posted deadline.
  17. Acknowledgment that if the PI is unable to submit by the sponsor’s deadline, they will immediately notify [email protected] of this decision. Failure to notify the AVPR could result in ineligibility to reapply for future cycles of the same Limited Submission Funding Opportunity. Persistent failure to submit to the funder, after being selected internally for limited submission, could result in ineligibility for a new application for future limited submissions.
  18. Acknowledgment that AVPR may request sponsor reviews for unfunded proposals.

Step 3: External classification

All pre-proposals are reviewed externally by the Implementation Group’s external review service or, if time frame is limited, internally by an interdisciplinary committee made up of faculty members from multiple colleges and departments. (as appropriate for the call). In some cases a combination of external and internal panels will be used. The final decision is made by the VPRI.

Pre-proposals must respect the usual rules for awarding grants. Reviewers will assess pre-proposals based on the general criteria below:

  • Responsiveness to FOA
  • Scientific merit
  • Alignment with Sponsor’s Funding Priorities
  • Competitiveness assessment in the context of the funding landscape
  • Responsiveness to reviewing comments from previous submission, if applicable
  • Any other criteria deemed important for the specific funding opportunity

Step 4: PI decision and notification

The rankings of the pre-proposals are returned to the Associate Vice-President for Research and the Vice-President for Research and Innovation, who make the final decision. Their decision criteria include:

  • Ranking and assessment by an external review service / review committee
  • Alignment with UNR’s strategic research objectives
  • Cost Sharing Considerations
  • Any other criteria deemed important for the specific funding opportunity

Any new submission will be treated as a new proposal. Resubmissions will not be privileged.

Within 2-3 working days of receiving the pre-proposal reviewer ranking, and according to the criteria described above, the VPRI will make a decision. The AVPR will email each PI with the decision, whether approved or not.

Approval emails are sent to the PI who submitted the proposal, with a copy to the following people:

  • VPRI
  • AVPR
  • Responsible for entering proposals
  • Director of Sponsored Projects
  • President of the PI department
  • Dean of PI College
  • PI College Fellowship Coordinator

Rejection emails are sent to the PI who submitted the proposal and in copy to the following people:

  • VPRI
  • AVPR
  • Responsible for entering proposals

Step 5: Follow up

Professors selected to submit their proposal should work with the appropriate administrative support department to ensure that their full proposal is as competitive as possible.

Each faculty member who is selected to apply for a limited submission has the following responsibilities:

  1. Submit their full proposal to the sponsor before the deadline.
  2. Notify the AVPR at once if they do not submit their full proposal to the funder by the deadline. If time permits, another pre-proposal can be selected to proceed. Failure to submit the selected proposal to the sponsor by the deadline will result in notification to the Dean and President of the PI, and continued failure to notify the AVPR could result in the PI being ineligible to present. re-apply in future cycles for the same limited bid funding opportunity.
  3. A change of primary IP must be submitted to the AVPR for approval.
  4. Submit a copy of the full proposal to AVPR if requested.

Submit sponsor reviews for unfunded proposals to AVPR if requested.

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