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Office of Corporate and Foundation Relations

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Limited Application Submission Procedures

Foundations frequently issue Requests for Proposals (commonly referred to as "RFPs") that are limited in number and scope and are of great interest at Dartmouth. The Office of the Provost has therefore developed comprehensive procedures on how Dartmouth responds to such opportunities:

Step One: Notification to the Office of the Provost
First, the Office of Corporate and Foundation Relations, a member or members of the faculty, or another entity on campus (such as the Office of Sponsored Projects) notifies the Office of the Provost of a limited application RFP. The Office of the Provost requests that they be notified as soon as possible to allow adequate time for the steps below. The Vice Provost for Research is the primary contact and coordinator for limited application proposals in the Office of the Provost. Questions regarding particular grant programs or proposals should be addressed to the Vice Provost.

Step Two: Notification to the Dartmouth Academic Community
The Office of the Provost then sends notification of the RFPs to the chairs of appropriate academic departments (usually via email). Copies are also sent to the appropriate deans and associate deans, as well as other appropriate offices such as the Office of Corporate and Foundation Relations and/or Sponsored Projects. Chairs interested in an opportunity should submit appropriate pre-application materials to the Office of the Provost for review.

Step Three: Collection of Pre-Application Materials and Review of Pre-Proposals
Faculty members interested in submitting an internal proposal for the Provost’s Office consideration, send the following pre-application materials by the internal deadline to Kristen Rhodes (

    1. Outline of the proposal (at least one but not more than 3 pages)
    2. General budget
    3. Statement of support from department chair and/or dean, as appropriate
    4. Curriculum Vitae (CV)

The Office of the Provost then convenes a review committee appropriate to the particular RFP to review pre-application materials. (For example, for an RFP dealing with science and engineering matters, the review committee would likely be the Provost, the Dean of the Faculty of Arts and Sciences, and the Dean of the Thayer School or their designees. An RFP dealing with biomedical sciences would likely involve a review committee consisting of the Provost, the Dean of the Faculty of Arts and Sciences, and the Dean of the Medical School.) The review committee evaluates the pre-application materials and determines the most appropriate and competitive nomination from Dartmouth.

Step Four: Matching Funds
Any internal Dartmouth matching funds required for a proposal will need the approval of the appropriate dean before the faculty or the department is informed of the decision regarding the status of their proposal. Any external matching funds also require prior approval of the vice president for development.

Step Five: Notification to Departments of the Nomination(s)
After a decision is made regarding Dartmouth's nominee for a particular RFP, the Office of the Provost notifies the department chairs and the appropriate deans as well as the Office of Corporate and Foundation Relations and the Office of Sponsored Projects. The Office of the Provost makes this notification well in advance of the RFP deadline so nominees will have adequate time to prepare their proposals.

Applicants who are not selected as institutional nominees but who wish to be considered as "alternates" should inform the Provost's Office. Alternates will be considered as nominees in the event that a nominee withdraws from a grant competition.

Step Six: Proposal Preparation
The nominee for a limited submission RFP bears primary responsibility for preparing the application materials. The Office of the Provost assists nominees, as appropriate, with institutional nomination letters, forms, copying, etc. Staff in Corporate and Foundation Relations and/or the Office of Sponsored Projects will also assist, as appropriate.

Nominees are responsible for keeping the Provost's Office apprised of the status of the proposal. If a nominee has to withdraw from a limited application proposal for any reason, the nominee must inform the Provost's Office in a timely manner to allow selection of an alternate nominee.


Last Updated: 6/24/16