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Standard Operating Procedure Table of Contents
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Purpose
To ensure that applicants send
NIAID information required to issue grant awards.
Procedure
Just-in-time (JIT)
refers to information that NIH requests
after an application has been peer
reviewed and is within the range of possible funding.
For R01 applications receiving a percentile of
20.0 or less, NIH sends an automatic mailer asking for JIT information.
For other grant mechanisms, the grants management specialist will request
it when appropriate. Receiving a JIT request does not guarantee the applicant will receive an award.
Information required post-review
includes other
support, certification of Institutional
Review Board (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, IRB or IACUC review
and training documentation can be included with an application. However,
they should
be sent 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 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.
NIH will email just-in-time notifications to the PI and business office
as a single notice. Just-in-time notifications for R01 applications will
be sent 15 days after the priority score is released. See
the Just-in-Time Sample Email for
an example.
Investigators
- Gather the following items.
For more information on just-in-time, see Prepare Your Just-in-Time Information in the NIH Grant Cycle: Application to Renewal.
Institutional Business Officials
- Submit information by either using the
JIT feature of the eRA
Commons (the preferred method) or faxing the grants management specialist identified in the just-in-time notification letter.
- Submit other support and human subjects education
information within two weeks of receiving a just-in-time notice.
- Since
IRB and IACUC certifications may take more than two weeks,
submit them at the earliest date possible.
Program Officers
- Review JIT 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 to resolve scientific
or budgetary overlap, time and effort exceeding 100 percent, and
other issues.
- Work with the grants management specialist on restrictive award terms.
Grants Management Specialists
- When you review a grant for funding, review
the information in the IMPAC grant folder. If the information is
incomplete or out of date, contact the grantee institution.
- For grant mechanisms that are released
for funding and don't receive a
percentile score (i.e., those receiving a priority
score),
contact the grantee for just-in-time materials.
- Request the required JIT information or updated information in an email to both the PI and the business office, and give them a deadline for submission. For email templates, see GMP's Just-In-Time
Requests SOP.
- Refer to the Grants Timeline for Fiscal Year when assigning your deadline to grantees.
- Earlier in the fiscal year, you can give grantees a longer turnaround time.
- As the end of the fiscal year approaches, grantees must provide the JIT information within a couple of days or they might not be funded.
- Copy the program officer when sending your request.
- If applicant has not already submitted it, request information to address summary statement concerns and unacceptable human subject codes (e.g., gender, minority, children) along with the JIT information.
- Contact the PI and the business office if they miss the submission deadline for their JIT information.
- Review the information and work with the applicant and program officer to resolve any issues (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 JIT information or if issues cannot be resolved.
For more information, read GMP's Just-In-Time
Requests SOP.
Contacts
Ann Devine, ad22x@nih.gov, 301-402-5601
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
IACUC Web site
Preparing for Award in the Checklist for Part 8. Assignment and Review
Just-in-Time questions and answers
eRA Commons
Web site
OHRP Web site
OLAW Web site
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