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Limited Submissions & Foundations
Due to their complex nature, both limited submission and foundation applications require early collaboration with the Office of Sponsored Programs.
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Limited Submissions
In limited submission programs, the sponsor restricts the number of applications or proposals a campus can submit to the agency. The guidelines for these programs require institutions to screen pre-proposals or nominations to determine which applications will be submitted for competition. Generally, institutions are allowed to submit one or two proposals or nominations to the sponsor.
The Office of Sponsored Programs tracks limited submission programs and posts them to this website. Email notifications are also sent out.
Name of sponsor and title of program
Internal deadline to indicate interest
Sponsor deadline
Description of submission limitation
Brief program description
Link to program guidelines
Electronic template for pre-proposal
Limited Submissions: Process
1. The Office of Sponsored Programs (OSP) announces the limited-submission opportunity. Faculty will be given a minimum of five business days to respond. Click for announcement procedure.
OSP establishes a page on its website containing limited-submission opportunities, links to their guidelines, and internal timelines for the necessary decisions to be made regarding each opportunity, as well as an overview of the entire procedure. OSP announces the existence of the page initially and then announces individual opportunities to Research Advisory Council (RAC), department heads, and center/institute directors according to the posted schedule. Those limited-submission opportunities that are one-time funding opportunities will be announced on campus as soon as possible after they are released by the sponsor.
2. Interested faculty researchers or teams send OSP a short project summary (see pre-proposal requirements).
3. OSP distributes project project summaries to RAC members no later than the next business day after the listed internal deadline.
4. RAC then reviews the submitted documents and determines which one(s) is/are recommended to be sent from the university. Click for RAC review procedure
RAC members will be given a minimum of three business days to respond with recommendations (see Step 5). Among those recommendations are the following possibilities: (1) The best (one) of the submitted project abstracts/project summaries should move forward; (2) two or more of the projects should be merged and the resulting proposal should move forward; or (3) none of the projects should move forward.
5. RAC sends recommendations to the Vice Chancellor for Research and Economic Development, who makes the final decision.
6. The Office of Research and Engagement informs the faculty member(s) or faculty team(s) of the decision in time to develop the full proposal(s) according to the agency guidelines and prepare them for submission to the agency on or before the due date.
Limited Submissions: Pre-Proposal Requirements
Submit a single PDF (preferred) or MS Word File. All materials must be typed in no smaller than 11 point font that contains the following:
- The UNCG Limited Submission pre-proposal cover sheet;
- A two-page (maximum) project summary that adequately addresses the program goals and objectives; (Carefully read program guidelines)
- A one-page (maximum) budget that summarizes the total project period and includes whether matching funds will be contributed to the project (Use Limited Submission Budget Template form); and
- A four-page (maximum, each) CV for PI and all Co-PI’s, which contains a list of relevant research funding in the past three years and publications and awards in the past five years
Foundation Applications
Applying to a foundation or a sponsor that requires the applicant to have 501c3 status is a delicate dance. It’s important to understand the landscape.
Foundations Step 1: Understanding the landscape.
Before you begin an online application or create an account, please contact OSP. Fill out the Foundation Proposal Request form, so we can check with University Advancement and others on campus and give you the information you need. OSP will assist with:
- Relationship building. How you ask a question or present your work is just as important as the question itself. Building a relationship with a foundation is critical. UNCG OSP asks that you let us help you build that relationship, so you can take the best first step.
- Minimizing internal competition. Sometimes foundations have competitive grant programs but also work directly with representative from our University Advancement Office on larger campus funding priorities. Just as we want you to build a relationship with a sponsor, someone else on campus may have also built a relationship. We want to ensure that our communications with industry or foundation sponsors are coordinated across the university for optimal results.
- Translation. The language used by some in the nonprofit sector is slightly different than what many PIs are accustomed to with their federal or state grants. Many concepts are the same, but the language can vary. Let us help you translate.
- Finding the right fit. Foundations truly wish to fund projects that fit their funding priorities. We can help you evaluate if a particular foundation is a good fit for your project.
Foundations Step 2: Contacting UNCG Sponsored Programs.
Before you begin an online application or create an account, please contact OSP. Fill out the Foundation Proposal Request form, so we can check with University Advancement and others on campus and give you the information you need to launch a successful relationship.
Foundations Step 3: Determining applicant organization and allowable overhead rate.
The first 2 questions we need to answer when applying to a foundation
- Who will be the applicant organization?
Many foundations will stipulate that they support 501c3 nonprofit organizations. UNCG is technically an Institution of Higher Education (IHE) that does have the same status as 501c3 but is officially a different designation. The bylaws and possibly accounting practices of some foundations require them to fund 501c3s and not IHEs. In those cases, we can apply through the UNCG Excellence Foundation, the 501(c)(3) tax exempt organization that supports and funds a portion of sponsored research activity at UNCG. - Are overhead costs allowed?
Your potential sponsor may not use the same language you do to discuss F&A (facilities and administrative)/indirect costs. Most foundations do have limits, however we must be careful to ask them of their restrictions not suggest that they do restrict.
Finding answers
Read the sponsor guidelines and any associated FAQ documents, check the sponsor website, or call UNCG Sponsored Programs, and we’ll help.
Sometimes PIs find themselves in conversation with program officers, and the applicant organization and overhead questions come up. If that happens, here is suggested language for these questions.
Applicant organization: “We have the option of applying under two different organizations, and we would like to verify which is the best fit for your program. In our past experience working with foundations, we have encountered some that must issue funds only to 501c3 nonprofit organizations, while others can support both 501c3 AND public Institutions of Higher Education (IHE). Technically, UNC Greensboro (tax ID 56-6001468) is a public institution of higher education, which has the same status as a 501c3 but is officially a different designation. We have an affiliated organization (UNCG Excellence Foundation) that is a 501c3 (tax ID: 56-6086393). Our preference is to apply as UNCG, but please advise if this is acceptable.”
F&A/Indirect costs: “Will you please provide information on any limits (percentage or dollar amount) the [insert name of foundation] may have on F&A/indirect costs for this grant program.”
Foundations Step 4: Prepare and submit proposal to Cayuse for department, school, and UNCG Sponsored Programs review.
Documents. You will find many on our Proposal Preparation pages, but each sponsor is unique. Your UNCG Sponsored Programs contact will provide you with any additional resources you need.
Registering. Your UNCG Sponsored Programs contact will tell you the best way to register with the foundation. If the foundation uses a Foundant system, we provide a tutorial for account set-up.
Budget. For guidance on developing your budget, visit the Budget Development page.
More so than with federal sponsors, keep in mind that your target audience may not know the details of your work. Many foundations will be more receptive if you write in more general terms and tone.
For social change opportunities, consider adding a compelling story. Some sponsors allow or ask for images or video. Plan early!
If you need letters for partners, ask early!
As always, watch word and character limits and check for any formatting requirements (font, margins, page numbers, line spacing).
Aesthetics can make a big difference, and OSP can help.
Routing for review. Visit the Cayuse Routing page to learn how to route your proposal for internal review.