Process used by UCLA to communicate about & identify the most competitive proposals when an agency limits the number of submissions

Coordinating Limited Submissions

View Limited Submission Opportunities (LSO):

LSO PORTAL

 

BACKGROUND INFORMATION

What is a limited submission opportunity (LSO)?
A limited submission is a funding opportunity for which the funding agency has limited the number of proposals that UCLA may submit. We attempt to identify available limited submission opportunities and provide information about them in a timely manner. However, if a researcher is aware of an opportunity that does not appear in our portal, please contact our office ([email protected]) so that we can ensure that the opportunity goes through the campus process. Any additional questions regarding limited submissions can also be directed to [email protected]

How can I learn about upcoming limited submission opportunities?
All open, extended, and closed limited submission opportunities (from the past year) can be accessed through our online LSO portal
If you would like to receive a regular newsletter of new opportunities posted to the LSO portal, please subscribe to our weekly newsletter here

For additional questions regarding the limited submisson process, please see the FAQs at the bottom of this page.

HOW WE HANDLE LIMITED SUBMISSION OPPORTUNITIES AT UCLA:

Step 1: Opportunity Announced

On a rolling basis, limited submission opportunities are added to the portal.  The postings include information regarding the requirements for internal submission. The opportunities posted in the portal are also announced in our weekly newsletter, which you can subscribe to here


Internal deadlines and requirements are set so as to provide faculty adequate time to prepare internal submission materials, while also providing the selected applicant(s) sufficient time to prepare proposal(s) in advance of the agency deadline.

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Step 2: Submissions Received or Opportunity Becomes “Extended”

Interested applicants should use the “Apply Now” button at the bottom of a funding opportunity description in the portal in order to fill out the online application and submit the required materials. All applications must be submitted through the portal by 11:59 pm on the internal due date. If you anticipate having difficulty meeting this deadline, please contact [email protected] in advance of the internal due date. View a sample of the application.


If no applications are received by the internal deadline (or fewer applications than the funding agency limit), an opportunity will have its status changed to “extended,” at which point it becomes open until filled, pending internal approval. If you are interested in applying for an opportunity in “extended” status, please contact [email protected] to determine how to proceed.

 

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Step 3: Internal Review Process

Once the internal deadline has passed (or a submission is received for an “extended” opportunity), an internal review process will take place in order to determine the selected UCLA applicant(s) who will be given permission to proceed with the submission. All applicants will be notified regarding the outcome of the review of their internal application.

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Step 4: Submission to Funding Agency

The researcher(s) given permission to proceed will submit the proposal(s) to the funding agency following submission procedures. Researchers should consult with the grant contact(s) in their department to determine the appropriate time frame and steps for submission.

Being awarded a submission slot for a limited submission opportunity (LSO) is a privilege. When awarding a designated application slot, the review committee has every expectation that the selected team will follow through and apply. If circumstances arise that lead a selected team to believe that it will not be able to submit the application to the funding agency, it is expected that the team will immediately notify the LSO office ([email protected]) so that the slot may be assigned to another team or reopened. A team’s failure to follow through with an application and provide prompt notification to the LSO office is information that the review committee may use in future decisions.

 

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Frequently Asked Questions

What is a limited submission opportunity (LSO)?

A limited submission opportunity (LSO) is a funding opportunity for which the funding agency has limited the number of proposals that UCLA may submit. At UCLA the Office of Research & Creative Activities manages the campus process whereby internal applications are submitted for consideration for a UCLA application slot.

Where can I find a list of limited submission funding opportunities?

All open, extended, and closed limited submission opportunities (from the past year) can be accessed through our online LSO portal. See below for a description of each status (i.e. open, extended, and closed).

What is the difference between “Open,” “Extended,” and “Closed” limited submission opportunities (LSOs)?

“Open” LSOs are opportunities for which the internal deadline has not passed. To ensure consideration for an application slot, applicants should submit the materials requested in the application portal posting by the internal deadline.

“Extended” LSOs are opportunities for which the internal deadline has passed, and either no applications were received or fewer than the funder’s limit were received. These opportunities are open until filled, pending internal review.

“Closed” LSOs are opportunities for which either the selection of the UCLA applicant(s) is complete or the funder deadline has passed.

What do I do if I find a limited submission opportunity that is not posted on UCLA’s LSO portal?

We attempt to identify available limited submission opportunities and provide information about them in a timely manner. However, if a researcher is aware of an opportunity that does not appear in our portal, please contact our office ([email protected]) as soon as possible so that we can ensure that there is a transparent selection process

How can I be notified about upcoming limited submission opportunities?

If you would like to receive a weekly newsletter listing of currently available limited submission opportunities, please subscribe to our weekly newsletter.

I just found an opportunity for which I’d like to apply. How can I tell whether it is a limited submission opportunity?

The language used to indicate that an opportunity is a limited submission varies. Common phrases include: “institutions may submit only one application/two applications/etc.,” “multiple applications from an organization are not allowed,” or “organizations are permitted one application per program area/track, etc.” If you come across an opportunity and are unsure if it is a limited submission, please first consult the LSO portal to see if the opportunity is listed. If you cannot find it, please follow up with our office ([email protected]) to ask for a review of the opportunity to determine if it is limited and needs to go through the campus process.

Whom do I contact if I have questions about a limited submission opportunity or the campus process?

Questions regarding limited submission opportunities and the campus process should be sent to [email protected].

How do I know if I am eligible to apply for an LSO?

An overview of the eligibility criteria for an opportunity is listed in the LSO portal posting for each opportunity. However, it is recommended that you also consult the program solicitation to determine whether there are other relevant eligibility criteria either for the submitting institution or for the PI, co-PIs, and other personnel.

What time on the internal deadline is the application due?

Applications should be submitted by 11:59pm on the internal deadline date (unless otherwise stated in the guidelines listed on the LSO portal).

What do I need to submit for consideration for a UCLA application slot?

Please refer to the individual posting in our LSO portal (specifically to the “Special Process Guidelines” section of the posting) for information regarding what materials should be submitted for consideration for the application slot.

I am submitting a competitive renewal to an existing grant program that is a limited submission. Do I automatically receive authorization to submit?

If you anticipate submitting a competitive renewal application to an existing program that is a limited submission, please contact our office ([email protected]) as early as possible. Typically, renewal applications are given preferential consideration for application slots. However, this determination is subject to internal review and approval, so applicants must contact our office as early as possible in advance of a submission.  Factors that may be considered by the review team include (but are not limited to):

  • Campus communications with the funding agency
  • Whether the FOA has undergone significant revision since the last cycle in which the incumbent was funded\
  • If the campus has more than one competing renewal for a single slot
  • Track record of applicant in following through with timely submittals to funding agencies

I applied for a limited submission opportunity last year, was selected as a UCLA applicant, and submitted a final proposal to the funding agency. Although I was not funded by the agency, they encouraged me to apply again during their next cycle. Do I have to go through the internal selection process again or do I automatically receive an application slot?

If you were selected for a UCLA application slot for a previous cycle of a limited submission opportunity, but were not funded by the agency, you must re-compete for an application slot in any subsequent cycle, regardless of whether the funding agency encouraged you to re-apply. However, you should be sure to include this information in your application packet, as well as attaching any reviewer comments you may have received. It is important for the reviewers to have this information as they consider which applicant(s) will be awarded an application slot.

Can I submit an internal application for the next cycle of an opportunity if I am not selected for a UCLA application slot?

Provided you continue to meet the eligibility criteria for a program, you may resubmit for the next application cycle of an opportunity. However, please indicate in the appropriate section on the application that you applied internally in the previous cycle and were not selected as the UCLA applicant/nominee.

I missed the internal deadline for a limited submission or I am worried I don’t have enough time to compile the internal submission. What should I do?

If you have missed or anticipate missing the internal deadline for a limited submission for which you would like to apply, please contact our office as soon as possible at [email protected].

Do I receive confirmation after submitting an LSO internal application?

Yes (but not immediately). Our application system does not provide automatic confirmation. However, within one (1) business day of your submission, you will receive an email from our office confirming receipt of your application materials. If you do not hear from us within one (1) business day, please follow up (at [email protected]) to ensure we received your application materials.   

What is an externally coordinated submission?

For certain limited submission opportunities, another unit on campus may manage the internal selection process. This delegation of the process can be for a number of reasons, including eligibility restrictions or another unit’s greater expertise in the area of the funding opportunity. For opportunities that are managed in this way, they will be marked as “Externally coordinated” in the “Internal Application Process” section of the portal posting. There will be additional instructions regarding how to submit and/or whom to contact regarding internal submissions for consideration for a UCLA application slot.

Who reviews/evaluates the LSO internal applications? How are reviewers selected?

Internal applications are reviewed by and ad hoc committee that typically consists of deans, research deans, and/or other faculty. In rare circumstances, we may secure an external reviewer. The reviewers selected for a particular opportunity vary based upon factors including the divisions from which applications are received, the number of applications received, and the type of opportunity. Faculty may be asked to serve as ad hoc reviewers due to their particular area of expertise, experience with a funder, or other factors that would allow them to provide valuable information to inform the selection process.

What criteria are used to evaluate limited submission proposals?

The overarching goal of the limited submission process is to choose the applicant(s) from UCLA who are most likely to be selected by the funder. Thus, the review criteria used by the reviewers for a specific limited submission are dependent upon the review criteria emphasized by the funding agency. Generally, reviewers consider the merits of the proposed project, the qualifications of the individual applicant or applicant team, and, most importantly, the proposals match with the funder’s priorites.

In advance of submitting an internal application for an LSO, we recommend that you consult the funding agency materials to get a better sense of both their stated review criteria and the kinds of projects they have funded in the past. This will help you determine if your proposal is a strong fit for the particular program.

How are applicants notified if they are selected for a limited submission slot?

Once the internal selection for a limited submission has been finalized, all applicants (both selected and non-selected) will be notified of the outcome via an email to the address indicated on the application.

Will I get feedback on my internal LSO application?

Our office does not generate individualized feedback for internal applicants. On occasion, the review committee may have feedback for the selected applicants about how to strengthen their application to the funder or may have feedback for an unsuccessful applicant to encourage a future internal submission. This feedback is typically communicated by our office in the decision notification email or by one of the reviewers.

I have been selected to move forward as UCLA’s applicant. What happens next?

Once you have been selected to move forward as a UCLA applicant, you should work with the relevant department administrator(s) to determine the next steps and timeline for submission. Typically your proposal submission will be coordinated through OCGA (UCLA Office of Contract and Grant Administration), but you should reach out as soon as possible to the relevant contacts in your department to determine which offices on campus you will need to coordinate with prior to submission.

I was selected as UCLA’s nominee to submit a full proposal to the sponsoring agency. What if I am unable/decide not to submit after all?

Being awarded a submission slot for a limited submission opportunity (LSO) is a privilege, even when there was not a competition for the slot. When awarding a designated application slot, the review committee has every expectation that the selected team will follow through and apply. If circumstances arise that lead a selected team to believe that it will not be able to submit the application to the funding agency, it is expected that the team will immediately notify the LSO office ([email protected]) so that the slot may be assigned to another team or reopened. A team’s failure to follow through with an application and provide prompt notification to the LSO office is information that the review committee may consider in future decisions.

Besides submitting to the sponsoring agency, do I have any other obligations if selected for a UCLA application slot?

Our office would like to track the outcomes of limited submission opportunities. Most importantly, we would like to be advised if the application has been submitted, as well as whether an application advances beyond a pre-proposal (if applicable) and, ultimately, is funded by the sponsoring agency. Please send any updates to [email protected]