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Just-in-Time

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.

Purpose

To ensure that applicants send information NIAID needs to issue grant awards.

Procedure

Just-in-time refers to information that NIH requests after an application has been peer reviewed and is within a range of possible funding.

Receiving a just-in-time request does not guarantee or indicate in any way whether an applicant will get an award.

Information required after review includes other support, certification of IRB approval, certification of institutional animal care and use committee (IACUC) approval, and a letter to document training in the protection of human subjects.

Though required just-in-time, you may include IRB or IACUC review and training documentation with an application. Send them together, not separately.

A different rule applies for other support information. If you send it before we request it, NIH may delay processing your application or return it without initial peer review.

If a human or animal assurance number changes after initial submission, the new number and approval date will be required just-in-time. Also, if you are using human embryonic stem cells (hESC) and did not identify an hESC line from the NIH Human Embryonic Stem Cell Registry in your application, you must do so just-in-time.

NIH sends an automated email request for just-in-time information within 15 days after releasing the score for all applications with overall impact/priority scores of 40 or less. See the Sample Just-in-Time Email From NIH.

In addition to the NIH notification, grants management specialists request just-in-time information directly for applications that are likely to be funded.

Get more information and advice at Prepare Your Just-In-Time Information in the Strategy for NIH Funding.

Investigators

  • Give your just-in-time information to your institutional business official, who signs and submits the materials when funding is likely or at NIAID's request.
  • Promptly notify NIH of any substantive changes to previously submitted just-in-time information up to the time of award, including changes in PI or key personnel status or the use or approval of vertebrate animals or human subjects.

Institutional Business Officials

  • Check the just-in-time notice for deadlines and special instructions.
  • Submit just-in-time information after receiving a just-in-time notice. Send files in PDF format through the just-in-time feature of the eRA Commons Status section.

Program Officers

  • Review just-in-time information and document your approval on the Program Officer Checklist. For further details, see the Program Officer Checklist SOP.
  • Work with the PI and grants management specialist on restrictive award terms. See the Bars to Grant Awards SOP.

Grants Management Specialists

  • Review the information in the IMPAC grant folder.
    • Consider information to be current up to 120 days after submission.
    • After 120 days and for applications that will be funded, check with grantees to ensure that just-in-time information is valid.
  • If any information is incomplete or out of date, contact the grantee institution.
  • Email a just-in-time request to both the PI and the business office. See a Sample Just-in-Time Email From NIAID.
  • Give a deadline for submission. Refer to the Grants Timeline for Fiscal Year when assigning your deadline.
    • Earlier in the fiscal year, give grantees a longer turnaround time.
    • As the end of the fiscal year approaches, make sure your deadline allows NIAID at least a few days to process just-in-time information before September 30.
  • Copy the program officer when you send the request.
  • If applicant has not submitted information to address summary statement concerns and unacceptable human subject codes (e.g., gender, minority, children), request it with the just-in-time information.
  • Contact the PI and the business office if they miss the submission deadline for their just-in-time information.
  • Work with the applicant and program officer to resolve any issues with other support (e.g., scientific or budgetary overlap, time and effort exceeding a total of 100 percent).
  • Issue a restricted award at the end of the fiscal year if time doesn't allow an applicant to submit just-in-time information.

For more information, GMP staff can see GMP's Lock icon: This link will not work for public visitors.Just-In-Time Requests SOP.

Contacts

Ann Devine

If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.

Links

OLAW and Institutional Animal Care and Use Committee tutorial

Just-in-Time questions and answers

eRA Commons

Office of Human Research Protections

Last Updated August 15, 2014

Last Reviewed August 15, 2014