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Limited Submissions


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Guidelines

Research & Innovation (R&I) follows a selection process to identify the individuals who will represent the University in Limited Submission (LS) opportunities.  The objective of these guidelines is to provide a consistent, fair, and transparent process that encourages planning and iteration that result in competitive research proposals representative of the University’s areas of interest. The steps in the internal LS process include identifying the opportunity, submission, external review, R&I determination, and follow-up.   

Funding opportunities may be deemed as “Limited Submission” by the sponsoring agency or, in select cases, by the University.  Sponsoring agencies may be federal, state, corporate, or foundation.  Limitations may vary by opportunity and many include limitations or restrictions on the following:

  • Number of applications submitted per institution and/or by discipline
  • Specific role or background of individual applicant(s)
  • Funding cycle or track
  • Institutional eligibility

Individuals interested in responding to a LS should follow the process outlined below (unless a different process is communicated by R&I) to be considered for these opportunities. 

Alternative approaches to the standard LS selection process may be required if any of the following circumstances exist:

  1. The deadline for the opportunity is short (e.g., less than 3 months)
  2. The opportunity reflects an institutional strategic priority
  3. The submission requires significant collaboration with other University units or departments

General Timeline – Standard Selection and Submission Process

The following sequence of events and deadlines reflects the LS submission and selection process.  Note that alternative pathways may be followed due to other circumstances (e.g., sponsor’s confirmed deadline date, date sponsor has posted opportunity) present with LS opportunities.  Notes about any deviations from this standard process will be posted in InfoReady under the corresponding LS opportunity. 

  1. A LS opportunity is advertised six (6) months in advance (or as soon thereafter as possible)
  2. R&I collects LS interest (1 week)
  3. If needed, white papers submitted via InfoReady (2 weeks)
  4. External review of white papers (up to 3 weeks)
  5. Review and selection by VPR and notification of selected project(s) (up to 1 week)
  6. Proposal development (with optional support from UTEP Proposal Development Team) and submission of final draft of the proposal for external review (5 weeks)
  7. External review of proposal (3 weeks)
  8. Reviewed proposal is returned, final revisions are made to address reviewers’ comments, and PI submits final version to Research Administrator (2 weeks)
Limited Submission Process

 

Identifying LS Opportunities

InfoReady, a web-based platform, will manage the LS workflow for UTEP users regarding these opportunities.  Current and future LS opportunities can be viewed from UTEP’s InfoReady webpage. Opportunities from the Pivot funding database are the primary source for the LS opportunities uploaded to UTEP’s InfoReady dashboard. 

R&I will send out a bi-weekly email announcement with LS opportunities.  If you are a UTEP faculty or staff member who is currently not receiving those emails, please contact ls@utep.edu to be placed on the distribution list. 

R&I works to post opportunities at least 6 months out from the due date set by the sponsor.   

Submission Process

Interested individuals should register their interest in responding to a Limited Submission by logging to UTEP’s InfoReady site, selecting the desired opportunity, and entering required information (e.g., name, email address). InfoReady Applicant Guide. If the opportunity is a team effort, only the PI of the team needs to register interest for the team. 

Please refer to the “General Timeline – Standard Selection and Submission Process” section for deadlines.

White Paper Requirements

In instances where there is an internal competition, submission of a white paper and ancillary items will be required.  Such documents should be uploaded to the InfoReady Platform for the desired opportunity.  A white paper template is available for every opportunity in the “Supporting Documents” section. R&I adjusts the criteria in the white paper based on the announcement from the sponsoring entity.  Below are components that may be requested in a white paper: 

  1. Goals & Objectives
  2. Background/Statement of Need. What is the problem that needs to be solved or the gap in knowledge that needs to be closed?  This should be intelligible to a scientifically or technically literate lay reader.
  3. Response to Funding Agency’s Goals.  Describe how your project fits the mission of the funding agency and the program objectives as stated in the solicitation or the funding agency’s website.
  4. Proposed Work.  What is the specific goal of this project?  Why is your approach unique?
  5. Methods.  Describe your project design.  How will you achieve the identified goals?
  6. Resources.  What resources (e.g., collaborators, partnering entities, special facilities, and/or equipment) are necessary and available to support this endeavor?
  7. Evaluation.  Describe how you will know that your work has been successful.  Will you employ a specific evaluation mechanism? 
  8. Significance.  Describe what benefits will accrue if the project is successful?  What is the potential of the project for advancing knowledge?  What changes, impacts, results, or contributions to knowledge do you expect as an outcome of the proposed project?
  9. Sustainability of the Project.  If applicable, describe how you will sustain the proposed research/educational efforts when the funding period of this grant ends.
  10. Estimated Total Budget.  Breakdown of expenses by major categories (e.g., faculty, staff, and student salaries and fringe; equipment; supplies; travel; and other).
  11. Assembled Team.  Qualifications of team member(s) including PI and Co-PI(s), as applicable.  Biosketches or CVs may be required.
  12. References

Other Requirements:

  1. Acknowledgement of cost share commitment, if applicable
  2. If the proposal was previously submitted to the sponsor in response to the same Notice of Funding Opportunity (NOFO), a PDF file of the reviewer(s) comments and a one-page summary of the PI’s response to those comments must be uploaded.
  3. Acknowledgement that if the PI is not able to submit by the sponsor deadline, they will notify ls@utep.edu immediately of this decision.  Failure to send notification 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 internally selected for a limited submission, could result in ineligibility to reapply for future limited submissions.

All white papers must be submitted by 11:59pm (Mountain Time) on the posted deadline through the InfoReady platform.

External Review

R&I works with an external firm to secure reviews based on the merits of the proposals.  In instances where an internal competition requires a selection process, an external review will be conducted.  

All individuals who submit a white paper will be provided feedback on their submission.

In general, reviewers utilize these broad criteria to evaluate white papers:

  • Responsiveness to the NOFO
  • Scientific merit
  • Alignment with the sponsor’s funding priorities
  • Assessment of competitiveness within the context of the funding landscape
  • Responsiveness to review comments from previous submission, if applicable
  • Any other criteria deemed important to the particular funding opportunity

R&I Determination

The VPR will make the final decision on whether a LS proposal is submitted to the sponsoring entity.

The decision criteria includes:

  • Ranking and evaluation by external review service/review panel
  • Alignment with UTEP’s strategic research objectives
  • Any other criteria deemed important to the particular funding opportunity

Each PI will be informed of the decision, whether approved to submit or not.

Approval emails are sent to the PI who submitted the proposal, and copied to the following individuals:

  • VPR
  • AVPR
  • Director of Proposal Development
  • Director of sponsored projects
  • Chair of PI’s department
  • Dean of PI’s college

Declination emails are sent to the PI who submitted the proposal, and copied to the following individuals:

  • VPR
  • AVPR
  • Director of Proposal Development

Follow-Up

PIs who are selected to submit their proposal must submit an NOI (https://research.utep.edu/noi) and work with the appropriate administrative support service to ensure their full proposal is as competitive as possible.

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

  1. Notify R&I via ls@utep.edu immediately if they will not submit their full proposal to the funder by the deadline. If time permits, another pre-proposal may be selected to proceed. Failure to submit the selected proposal to the sponsor by the deadline will result in notification to the PI’s dean and chair, and persistent failure to notify R&I could result in the PI’s ineligibility to reapply to future cycles of the same limited submission funding opportunity.
  2. A change in lead PI must be submitted to R&I for approval.

Additional Questions?

For questions related to LS, send an email to ls@utep.edu with “Limited Submissions Question” in the subject line.

 

Updated 2/28/24

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