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 by the SJSU internal deadline 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 An email confirmation of receipt will be sent to the principal investigator no later than two (2) business days after the SJSU internal deadline.

Note: If the deadline falls on a Friday, the confirmation will be sent to the principal investigator no later than two business days after the weekend.

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 within three (3) business days after the stated SJSU internal deadline. 

SJSU Research Foundation and
the Office of Research

SJSU Research Foundation reviews SJSU letters of intent for completeness and forwards to the Office of Research.

The Office of Research evaluates all submitted letters of intent 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  

Single Letter Of Intent

Receipt of just one LOI will trigger approval for submission unless the information in the LOI for some reason suggests the final proposal will not be competitive.

Multiple Letters of Intent

If multiple LOIs are received by SJSURF Research Communications, all letters along with deans and chairs approvals are sent to the Office of Research for further evaluation.

  • When multiple LOIs are deemed competitive, a committee is convened to advise on the final selection.
  • The Office of Research approves the application that is to be submitted on behalf of the university.


SJSU Research Foundation Communications provides notifications of final decisions and approvals for all submitted letters of intent. Notifications are sent to the principal investigator and their team.

Upon receipt of approval, the principal investigator contacts their designated proposal development specialist at the SJSU Research Foundation and the research development specialist in the Office of Research to inform them of their intent to submit the proposal on behalf of the university and for assistance with next steps.

View Limited Submission Programs