The NIH uses Just-in-Time (JIT) procedures for programs and award mechanisms that allow certain elements of an application to be submitted later in the application process; after peer review when the application is under consideration for funding.
A formal request for JIT submission from the NIH will come in one of two ways:
- An eRA Commons system-generated email, or
- An email from the NIH Grants Management Specialist (GMS) assigned to your grant requesting that you submit JIT.
Applicants should not submit unsolicited JIT Information.
View the NIH Grants Policy Statement (GPS) section for additional instructions. See eRA Commons Roles & Privileges at a Glance.
Includes as applicable:
- Current Other Support information for Senior/Key personnel (Sample Format Hyperlinked)
- IRB approval date
- IACUC approval date
- Identification of Human Embryonic Stem Cells (hESCs) lines from the NIH hESC Registry
- Certification of Education on Human Subjects.Human Research Training Status can be found within a Researcher’s Profile in the MCW eBridge System. (MCW CITI Training Hyperlink)
In some instances, additional program-specific information may be requested by NIH.
Related notice: NOT-OD-12-101
After the formal NIH notice is received, the PI will communicate with the GCO Analyst to confirm his or her application has received a fundable score. If the score is not fundable, the eBridge funding proposal (FP) can be move to the state of Declined. If the score is fundable, the GCO Analyst will use the JIT Requested by Sponsor activity in eBridge to upload the JIT notification. The PI is then responsible for compiling the requested JIT information and uploading the documentation in eBridge as part of the JIT submission activity. Once submitted to the Primary Department Administrator (PDA), the PDA reviews, approves and forwards the JIT information to the GCO through eBridge. For the majority of NIH JIT requests, after the JIT is approved in eBridge the PI will then upload the JIT information in eRA Commons, notify the GCO Analyst, and then GCO submits the JIT information to NIH in eRA Commons on behalf of MCW.
If the funding proposal was submitted as a paper application and a JIT request is received from NIH, the PI and department will gather the requested JIT information and forward via email or hardcopy to the GCO Analyst. The documentation is then reviewed and when approved, the PI and PDA will be notify to upload the JIT in eRA Commons for the specific grant application. Once uploaded in eRA Commons, the PI notifies the GCO Analyst that the upload is complete. GCO will submit the JIT to the NIH on behalf of MCW.
Just-In-Time information must be submitted through eRA Commons. No other form of submission will be accepted by NIH unless an email response with attached documentation is requested by the GMS. Submit JIT no later than 60 days prior to the proposed project start date.
JIT can be submitted more than once for an application in eRA Commons. Should you encounter any substantive changes to previously submitted JIT information, such as changes to Other Support or changes in the use or approval of vertebrate animals or human subjects pertaining to your grant application, you are responsible for notifying the NIH of such changes via an additional JIT submission. Following the same internal processing that occurred during the first JIT submission for your grant, the updated or additional JIT information must be routed through your Funding Proposal in eBridge for review and MCW institutional approval by the Grants and Contracts Analyst assigned to your department for NIH application support. Once you have identified that you wish to submit updated or additional JIT information, please contact the Grants and Contracts Analyst assigned to your department for NIH application support to discuss a second JIT submission and s/he will provide further instructions on processing your updated or additional JIT information for official submission.