Yale University has a limited submission selection process because government agencies, private foundations, and corporate sponsors often accept only a limited number of proposals, applications, or nominations from a single institution (thus the term “Limited Submissions”). These limited submissions may be for research proposals, broad initiatives or scholarship awards.
The processes are described in detail below:
The Vice Provost for Research (VPR) team oversees the limited submission selection process for sponsored research proposals, selecting through the following process those that will be submitted to the sponsor. The normal selection process is outlined below, although exceptions are made in certain situations; for example, when the deadline is short, when the program is highly focused, or when a strategic interest of the University is impacted. The VPR normally delegates responsibility for programs related to graduate student education to the Graduate School and may delegate responsibility for other specialized funding opportunities to other campus units – e.g. the Cancer Center handles a subset of scholar awards. The delegated unit is responsible for the application process, reviews, and campus approval and may follow procedures different from those outlined below.
A researcher responding to a limited submission opportunity must follow the process outlined below and obtain approval from the VPR team or the delegated party prior to sending a proposal to the Office of Sponsored Projects (OSP), which in turn submits it to the sponsor.
The VPR team will notify the research community of limited submission funding opportunities through the weekly funding opportunities newsletter and via targeted emails. Researchers may subscribe to the Yale Funding Opportunities Newsletter email list at Grant Funding Newsletter. The VPR team will perform a “downselect” (as outlined below) when the amount of interest exceeds the number of allotted slots. If another unit makes the selection, this will be indicated in the notification to the research community.
The VPR team will make every effort to announce opportunities as they are released, as new ones are being introduced on a regular basis by various sponsors. In these instances, relevant administrative units are encouraged to identify appropriate opportunities and notify their researchers. Researchers intending to compete for such an opportunity are expected to submit an internal application through the InfoReady platform. This will allow the VPR team to determine if an internal downselect is needed. Researchers who do not notify OSP at least 14 weeks prior to the sponsor’s deadline are not guaranteed consideration in an internal downselect for such opportunities.
The normal selection process is straightforward:
In certain instances, the VPR may delegate the process to another unit. In such cases, the process will be defined by that unit. See specific details below.
The researcher must submit an electronic internal application via InfoReady by the posted date (typically 12 weeks prior to sponsor deadline). Researchers who do not submit an internal application by the posted date are not guaranteed consideration in an internal downselect.
Internal application guidelines may vary according to the funding opportunity and do not necessarily reflect the application guidelines of the sponsor for selected nominees. Specific guidelines for each opportunity will be posted on the InfoReady application site.
Internal applications will consist of the following:
For federal limited submissions, the VPR team, in consultation with the relevant Deans of science/research, uses the internal application to identify a selection advisory panel. The advisory panels usually comprise deans for research or similar, institute directors representing appropriate disciplines, and faculty. When the funding opportunity is from a private foundation, the panel usually includes a representative of the Office of Corporate and Foundation Relations.
The standing Science Scholar Awards Committee (SAC) has been appointed to review limited submissions that fall in the category of scholar award applications. This committee reviews internal applications from across the university for a range of competitive awards in the sciences, including junior faculty awards.
Advisory panel members review and rank the internal applications, considering which application(s) will have the best chance of success in an external competition and are best aligned with the University’s strategic goals. They may meet to discuss the combined rankings. The recommendations are forwarded to the VPR for approval. Panel members are encouraged to provide written feedback to be shared with applicants, along with any informal feedback that may be helpful in formulating a final decision. To ensure that applicants have adequate time to prepare final proposals, the reviewers and the VPR team work to provide applicants with a rapid response.
The VPR team electronically notifies the faculty member(s) and OSP of the nomination decision(s).
Researchers who are nominated to apply for limited submission opportunities are expected to work with their appropriate administrative units (FRMS or YPAT) to prepare strong proposals and submit by the designated sponsor deadline. Nominated applicants must confirm their acceptance of the institutional nomination(s) to the VPR team. An applicant who declines the nomination must notify OSP and the VPR team as soon as possible so that another applicant may submit.
