Limited Competition

A number of sponsors, both private and federal, restrict the number of individuals or applications that may be submitted by an institution. The Office of Proposal Development handles the entire limited competition process for the University by disseminating information about the funding opportunity, determining whether or not an internal competition will be necessary, and managing the pre-application and review process. Candidates for limited submission programs are chosen based on the results of an internal faculty review panel.

Announcements: All new internal competition and canvass announcements for limited submission funding opportunities will be posted on our website, along with competitions that have recently closed. Every Friday, a list of the active competitions will be sent out in a single email to Chairs, Deans and Center Directors for onward transmission to their respective faculty. You can also join our OPD Google Group to receive all OPD messages directly. For a list of limited competitions that repeat annually, please click here. 

Application Process: Candidates must use the Internal Submission Portal to express interest in a canvass or to apply for an active internal competition. 

For some limited submission programs, OPD will 'canvass' the campus community to determine the level of interest in the funding opportunity. To express your interest for an opportunity announced in a canvass, you must use the Internal Submission Portal. If the number of interested applicants exceeds the sponsor limit, OPD will coordinate a limited competition to select an institutional winner to move forward with their submission to the sponsor.  When a limited competition is necessary, OPD will update the announcement with specific instructions to submit a pre-application for internal review via the Internal Submission Portal.  In some cases, OPD will skip the canvass step and announce a limited competition as soon as the solicitation is released. This most often occurs for annual competitions that are known to have more interested applicants than the institutional limit. 

When the campus interest in a limited submission program exceeds the sponsor limit, OPD immediately begins organizing an internal competition. Potential applicants will be asked to submit a pre-application outlining the concept, budget, and other factors (matching funds, participating institutions, etc.) in support of their application. Pre-application instructions will depend on the solicitation, and will be clearly outlined in the limited competition announcement.

Pre-applications are sent to a review panel, which is typically made up of senior SBU faculty members with accomplished research records in fields related to the solicitation. The reviewers send their scores back to OPD, and our office analyzes the responses to choose the strongest proposal to move forward. 

OPD may allow an interested participant to move forward without the full internal review process on a first come first serve basis. This policy comes into effect in rare cases, such as when the sponsor’s deadline is too short to allow for an internal competition or if there are fewer groups interested in the opportunity than submissions allowed.

If a PI applies to a limited submission program without first notifying OPD, the University reserves the right to withdraw the unauthorized proposal. In cases where the University is asked to nominate candidates for an award or fellowship, the Vice President’s Office will contact appropriate department chairs with a request to submit a dossier on behalf of qualified faculty for consideration as institutional nominees.

LOIs, concept papers, and any other pre-application materials prepared for limited submission programs are subject to the limited competition policy outlined above. All of the procedures remain the same, regardless of the complexity of the sponsor’s application guidelines, and the PI must have OPD’s approval to move forward with the LOI submission. As such, if the number of interested applicants exceeds the sponsor limit for any type of submission (including LOIs, concept papers, and full proposals), OPD will organize an internal competition to choose an institutional winner to move forward. Similarly, the limited competition policy exceptions apply in all cases. For example, if the sponsor’s LOI submission deadline is too short to allow for an internal competition, then OPD may allow an interested participant to submit an LOI without the full internal review process on a first come first serve basis.

Examples include NSF's Major Research Instrumentation (MRI) Program, the Searle Scholars Program, and the Pew Scholars Program in the Biomedical Sciences. For the entire list, please click here.

The Office of Proposal Development (OPD) provides assistance with all of the administrative components of your proposal and offers development support throughout the entire application process. While our staff may be involved through the submission deadline, OPD does not submit proposals on behalf of the University. The Office of Sponsored Programs (OSP) is responsible for the final review and approval of all proposals and officially submits them to the sponsor. OSP, in conjunction with the Office of Grants Management (OGM), also handles the post-award administration and can assist with questions that may come up if your proposal is funded.

For limited competitions, OPD manages the entire process up to and including the announcement of the internal winner. If a faculty member goes directly to OSP with a potential submission to a limited competition program, OSP will confirm that OPD has given that researcher approval to move forward.

Please contact the Office of Proposal Development at 631-632-2314 or OPD_OVPR@stonybrook.edu. 

If you are currently funded through the same program, your award is up for renewal, and the institutional limit is two or more, then OPD may allow you to move forward in one of the spots without competing in an internal competition. If this occurs, you must reach out to OPD at OPD_OVPR@stonybrook.edu to officially receive approval. If OPD determines that you can apply in one of the institutional spots, then there will be an internal competition for the remaining spot(s).

When time permits, a canvass will be announced two weeks prior to the internal response deadline and will appear in the OPD Weekly Newsletter for two consecutive weeks. However, if OPD becomes aware of a limited submission program with a tight turnaround time, a canvass may be announced and accept responses for a shorter amount of time. Internal competitions are typically announced closer to one month ahead of the pre-application deadline, but they may be open for a longer period of time if OPD is aware of the program well in advance. Since every limited submission program is different, internal competition timelines will vary. Canvasses and internal competitions for quick turnaround funding programs are posted on tighter timelines to allow for an internal review, if necessary, and to maximize the amount of proposal preparation time for the PI selected to move forward.

We suggest checking the limited competition website regularly to ensure you do not miss an opportunity. If you are interested in a canvass or internal competition that has already closed, please reach out to us at OPD_OVPR@stonybrook.edu to ask if there is still a spot available.

If the Office of Proposal Development allows you to move forward with submitting to a limited submission funding opportunity, which will be provided via the OPD_OVPR@stonybrook.edu email, we expect you to be the institutional representative and move forward with preparing your submission to the external sponsor. If you are unable to submit, you should contact us as soon as possible so that another applicant can be approved to move forward. If you fail to submit a proposal after being approved to move forward and do not notify us in advance, you may become ineligible for future limited competitions or internal funding. We enforce this to ensure an equal opportunity for all interested applicants. Due to the nature of limited submission funding opportunities, any failed submission could block another applicant from applying, and additionally might jeopardize Stony Brook's relationship with a sponsor.