Why Texas Tech has an internal process

Many funding agencies limit the number of proposals they will accept from one institution. Texas Tech uses an internal process to identify interested faculty and determine which applications may be submitted on the university's behalf.

This process is designed to provide equitable consideration when there is more interest than the sponsor permits, and to prevent disqualification caused by submitting more applications than the institutional limit.

Faculty must obtain approval from RDC before responding to a limited submission opportunity. Approval is required even when a spot appears to be available on a first-come, first-served basis.

Who manages limited submissions?

Research Development & Communications manages and facilitates limited submissions for federal and foundation opportunities that restrict the number of applications at the institutional level.

RDC identifies opportunities through searches, web services, and past funding announcements. It posts identified opportunities in InfoReady with the internal deadline, sponsor deadline, link to the announcement, opportunity description, and Texas Tech's requirements for applying.

Open opportunities are also shared through the biweekly Limited Submissions Newsletter, which is available to faculty, students, and staff.

What if an opportunity is not listed?

RDC cannot identify every limited opportunity. If you find an institutionally limited funding announcement that is not posted, email limitedsubs.vpr@ttu.edu and include a link to the sponsor's announcement. Do not proceed until RDC responds.

RDC will review the sponsor guidelines, determine whether an internal NOI or pre-proposal process is necessary, and establish dates and instructions if a competition is required.

When does an internal competition happen?

If the number of NOIs exceeds the sponsor's institutional limit, RDC notifies interested principal investigators (PIs) of the documents required for an internal competition and their due dates. A peer review team evaluates the internal proposals, and the allowed number of applicants or teams is selected to proceed.

What if there is no competition?

When the number of eligible NOIs does not exceed the institutional limit, RDC moves to the decision notification process. Applicants must still wait for confirmation before proceeding.

What happens to unclaimed spots?

Any remaining institutional spots may become available on a first-come, first-served basis. To request an available spot after the internal deadline, email limitedsubs.vpr@ttu.edu with the opportunity name and your intent to submit. RDC will confirm whether a spot remains available and whether you may proceed.

A request for an open spot is not a late NOI. Applications submitted after the original internal competition deadline are not considered in that competition.

How are competing internal proposals evaluated?

When more NOIs are received than the sponsor permits, RDC coordinates an internal review. Research & Innovation uses Review Panel Fellows with expertise across campus, with preference for expertise complementary to the applicants' work.

Review criteria generally include:

• Relevance of the proposed work to the sponsor's program
• Innovation
• How the proposed work addresses critical knowledge gaps
• Expected significance of the work
• Qualifications of the PI and project team
• Other factors appropriate to the funding opportunity

For expedited competitions, RDC may request faster reviews with less detailed feedback, or no in-depth written feedback, in order to reach a decision promptly.

How will I know whether I may proceed?

Once RDC selects an applicant or team, it sends notification through InfoReady and email. RDC also notifies the applicant's department chair, associate or assistant dean for research, and the Office of Research Services (ORS).

Wait for RDC's notification and approval before submitting a full proposal to the sponsor.

Are selections confidential?

In particularly high-profile or nationally competitive programs, publicly identifying an applicant or team could place Texas Tech at a strategic disadvantage. RDC may withhold public identification until after the sponsor deadline in those cases.

What if my team can no longer submit?

If you have been selected to represent Texas Tech, notify RDC immediately if you learn your team will not be able to submit its proposal. Whenever possible, provide this notice at least one month before the sponsor submission deadline so another team has time to pursue the opportunity.

Failure to notify RDC may affect eligibility for future limited submission competitions and may result in ineligibility to apply in a future cycle of the same opportunity.

What materials might an internal proposal require?

Each PI will receive requirements specific to the funding opportunity. An internal proposal generally includes:

• A cover page with the project title, PI and co-PI names, departments, email addresses, and key participants
• A two- to three-page proposal summary
• An estimated budget, including any applicable cost-sharing details
• Curriculum vitae

Additional documents may be required. Follow the instructions and due dates communicated through InfoReady and by RDC.

Is a Notice of Intent the same as permission to submit?

No. The NOI communicates interest and supports the internal selection process. RDC will separately notify applicants when they are approved to proceed.

Do I always need to submit a full internal proposal?

The documents required depend on the opportunity and whether an internal competition is needed. Review the InfoReady listing, and follow any additional instructions RDC provides.

Can I submit after the internal deadline?

Late materials will not be considered for the original internal competition. If institutional spots remain unclaimed, you may request one by emailing limitedsubs.vpr@ttu.edu. Approval is not automatic.

What if the sponsor deadline is very close?

Consult the InfoReady listing for the applicable process. RDC may use expedited review or designate a first-come, first-served opportunity when the available time does not permit a standard internal competition.

Where do I find the authoritative deadline?

Use the specific InfoReady opportunity listing for the Texas Tech internal deadline, sponsor deadline, and materials required. The general time ranges on this page describe RDC's review pathways; they do not replace a posted deadline.