Limited Submissions

Sponsoring agencies sometimes restrict the number of applications or proposals that a campus can submit in response to a solicitation. Generally, limited submission programs allow the campus to submit only one or two proposals for each application cycle.

SJSU and the SJSU Research Foundation coordinate the internal limited submission process to ensure that the institution does not exceed the allowable number of proposals. The limited submission process begins with the principal investigator submitting the internal SJSU Letter of Intent (LOI) to their department chair and dean. 

Principal Investigator

  • Reviews the program solicitation and sponsor’s guidelines.
  • Completes the internal SJSU Limited Submission Letter of Intent (LOI) form [doc] and submits the form in portable document format to the deans and chairs for all participants listed as principal investigator and co-principal investigator with a copy to Senior Manager Research Communications, Brenda Swann at brenda.swann@sjsu.edu by the SJSU internal deadline. An email confirmation of receipt will be sent to the principal investigator within two (2) business days after the SJSU internal deadline.

Note: If the deadline falls on a weekend or holiday, the deadline will be the next business day after the weekend or holiday.

Deans and Chairs

  • Review the letter of intent.
  • Submit concurrences or comments for the principal investigator and for all co-principal investigators listed on the LOI form to brenda.swann@sjsu.edu within three (3) business days after the stated SJSU internal deadline. 

SJSU Research Foundation and the
AVP for the Office of Research

  • SJSU Research Foundation reviews SJSU letters of intent for completeness and forwards to the AVP for the Office of Research.
  • The AVP for the Office of Research reviews the letter(s) of intent and evaluates the submitted letters based on the following criteria:
    - Completeness based on requirements

    - Quality and description of the proposal
    - How well the proposal fits sponsor’s guidelines
    - Perceived chances of successful funding based upon the sponsor’s  
      criteria

  • If additional review is required, the AVP convenes a committee to assist in the final selection.
  • The AVP approves the application that is to be submitted on behalf of the university.
  • The SJSU Research Foundation notifies the principal investigator of the AVP's final decision and approval to move forward with developing a full proposal.
  • The principal investigator contacts their designated proposal development specialist to inform them of their intent to submit the proposal on behalf of the university.