M E M O R A N D U M
|Date:||Revised —May 2012|
|To:||College/School Research Administrators|
|From:||Heather Daniels, Office of Research Services, The Graduate School|
|Subject:||Procedure for all research grant programs that limit the number of proposal submissions per campus|
Research funding agencies and foundations offer a number of grant and faculty fellowship opportunities that limit the number of applications allowed per campus. Many of the funding programs have imminent deadlines for letters of intent, preproposals, or applications. To accommodate the short turn-around time for responding to these deadlines and to ensure that sufficient time is allowed for selected applicants to complete agency proposal materials, we will use the following standard procedure:
- Investigators notify the Graduate School of their intent to apply by sending an email message to firstname.lastname@example.org. Provide the name and complete contact information for the principal investigator, the names and departments of all co-investigators, the name of the funding agency and program, and a title or brief (1-2 sentences) project description. This message should be copied to the appropriate College/School pre-award administrators. See the list of Current Competitions for Institutional Nominations on the Graduate School web site. It contains links to the program descriptions, deadlines for notification, and the pre-proposal or application instructions. If there is no stated Graduate School current competiton, investigators must notify the Graduate School six weeks before the first funding agency program deadline that they plan to apply (letter of intent, preproposal, or proposal deadline--whether optional or required).
- If there are fewer potential applicants than the maximum number allowed eight weeks before the first granting agency deadline, an internal review and selection process will not be held. Rather, on a first to notify basis, applicants will be allowed to submit their proposals, up to the number allowed for the program, without internal review.
- If the number of intended applications exceeds the funding agency limit, an internal competition must be held to select the application/s or proposal/s to be forwarded to the funding agency. The Graduate School will send instructions for the internal competition. The internal competition will be conducted by an ad hoc faculty selection committee.
- The review may be delegated to another College or School if all of the anticipated applications are from one college and it is appropriate for the topic area.
- Following the internal review, the Graduate School (or coordinating College/School) will inform the principal investigators via email of which proposals were approved and not approved for submission to the funding agency.
- The applicant will prepare and submit the pre-approved proposal to RSP, attaching the copy of the mail message from the Graduate School or College/School that notified them that their proposal was selected to be submitted. The email message serves as notification to department, school/college, and RSP officials that the applicant has been approved to submit the proposal.
- RSP will submit the pre-approved applications or proposals.