Late Applications

Purpose

To define the conditions for acceptance of late applications.

Procedure

As stated in the NIH Policy on Late Submission of Grant Applications, NIH expects that grant applications will be submitted on time. However, in rare cases the NIH Center for Scientific Review (CSR) and NIAID may accept an application late if the PI has an NIH-accepted reason for tardiness.

NIH-accepted reasons include federal electronic systems issues, natural disasters, personal tragedies, and service on an NIH extramural peer review group. NIH issues special Guide notices on late applications after natural disasters.

To learn more about acceptable reasons for being late, see the examples in the NIH Policy on Late Submission of Grant Applications. Also see NIAID's How to Submit Electronically on Time, Rules for Late Applications, and the Corrected or Late Electronic Applications questions and answers.

Neither CSR nor NIAID guarantees it will accept a late application, and both have a limited window of time to consider late applications. Neither organization will give permission in advance for a late submission.

Note: As of February 5, 2008, some members of chartered NIH study sections applying for R01, R21, and R34 grants will be able to apply continuously rather than have to wait for standard receipt dates. Find eligibility requirements at Modified Application Submission, Referral and Review for Appointed NIH Study Section Members.

Applicants

• To determine if you have a valid reason for submitting late, read the NIH Policy on Late Submission of Grant Applications.
• If you're submitting an application for an RFA or PAR to be reviewed by NIAID, contact the scientific review officer (SRO) listed in the announcement before the receipt date to discuss your situation and how much extra time you are seeking.
  • The SRO will evaluate your request.
  • If the SRO is willing to accept your application late in that timeframe, the SRO will let NIH know.
  • NIH makes the final decision on whether to accept the application.
• If you're responding to an opportunity sponsored by multiple institutes, your application would be reviewed by a CSR study section.
  • In this case, neither CSR nor NIAID will grant you advance permission in advance for a late submission.
  • NIAID will not forward an extension request on your behalf to CSR.
• When submitting a late application, you must include a cover letter describing the reason for the delay. See Do You Need a Cover Letter? in the NIH Grant Cycle: Application to Renewal for tips.
  • Sending a late electronic application:
  • Before sending in a late application, read the instructions in the Grant Application Guide for your Grant Application Package.
  • Explain the reasons for your delay in the PHS 398 Grant Application Cover Letter File form, and submit this electronically with your application.
  • Learn more at NIAID's How to Submit Electronically on Time and Corrected or Late Electronic Applications questions and answers.
  • Sending a late paper application:
    • Before sending in a late application, read the PHS 398 instructions on late applications, 2.14 Application Submission Dates.
    • Explain your reasons for the delay in a cover letter that you will include in the application.
    • Mail the application to the address listed.

Applicants Serving as Appointed Members on Chartered NIH Study Sections

• Reviewers may be eligible for continuous submission.
  • Find eligibility requirements at Modified Application Submission, Referral and Review for Appointed NIH Study Section Members.
  • If you are eligible for continuous submission, we strongly encourage you to include a cover letter with the following information:
    • Statement that you're an appointed member of a chartered NIH study section.
    • Name of the study section you're serving on.
    • Your period of service.
• Read more in NIH's Continuous Submission FAQ.

NIAID Extramural Staff

• For responsibilities, NIAID staff should see the Accepting Late Applications SOP.

Contacts

Applicants with questions should contact the scientific review officer listed in the funding opportunity announcement.

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

Corrected or Late Electronic Applications questions and answers

Grant Application Guide in your Grant Application Package (for electronic application)

Paper Applications Only questions and answers

PHS 398 instructions (for paper application)

PHS 398 instructions 2.15 Submission, Review, and Award Cycles

NIAID R01 Application to Award Timeline