Physician Staff Collaborate Conf Room

Grants & Contracts Office

Post Submission Materials

After applying to an NIH grant, but before peer review, NIH allows you to send certain additional materials. 

About Post Submission Materials

Most Post Submission Materials are nonscientific items and those resulting from unforeseen events. NIH prohibits sending information that could be used to circumvent page limits. Post-submission materials should not be used to correct oversights or errors you find after you submit your application.

NOT-OD-16-130: Changes to the NIH/AHRQ/NIOSH Policy on Post-Submission Materials for Applications Submitted for Due Dates On or After January 25, 2017

NOT-OD-17-066: Additional Change to the NIH/AHRQ/NIOSH Policy on Post-Submission Materials.

NIH Requirements

All post-submission materials must conform to NIH policies on font size, margins, and paper size as referenced in the applicable application instructions.

Any specified formats (e.g., budgets, biographical sketches) and page limits referenced in the applicable application instructions apply.

  • If post-submission material is not required on a specific format page and does not have a specified page limit, each explanation or letter is limited to one page.
  • If the application has multiple components (subprojects or cores), each subproject or core is allowed explanations or letters, but each explanation or letter is limited to one page.

Post-submission materials can only be submitted as a PDF attachment.


Qualified post submission materials must be submitted no later than 30 days prior to the peer review meeting for your application.

Allowable Materials: All Applications

For all research and research-related applications, individual fellowship, and individual career development awards, acceptable materials include:

  • Revised budget page or pages (e.g., due to new funding or institutional acquisition of equipment)
  • Biographical sketches (e.g., due to the hiring, replacement, or loss of an investigator)
  • Letters of support or collaboration due to the hiring, replacement or loss of an investigator
  • Adjustments resulting from natural disasters (e.g., loss of an animal colony)
  • Adjustments resulting from change of institution (e.g., Program Director/Principal Investigator (PD/PI) moves to another university)
  • News of professional promotion or positive tenure decision for any PD/PI or Senior/Key Personnel
  • Approval by the NIH Stem Cell Registry of a human embryonic cell line(s) after submission of the application
  • Videos, within defined limits, that demonstrate devices and experimental data with a temporal element, which refers to the need to show how something functions or occurs over time, or demonstrates movement or change. Applicants must follow these directions for submitting videos to accompany grant applications at cited in the NOT-OD-12-141 announcement.
  • Other post-submission materials specified in the FOA for which the application was submitted or in a special Guide Notice.
  • Citation of issued patents from NOT-OD-17-066 announcement.
  • News of an article accepted for publication since submission of the application, which must include only:
  1. List of authors and institutional affiliations
  2. Title of the article
  3. Journal or citation (if available)
Allowable Materials: T, F, K, & Conference Grants

Institutional Training and Training-related Grants 
(e.g., T32, T34, T35, T90, TU2, T15, D43, K12, KM1, UR2)

  • a trainee's or former trainee's graduation, employment, promotion, funding, or publications;
  • a faculty member's promotion, funding, or publications; and
  • the addition or removal of any faculty member who will be involved in the training program (mentors or senior/key persons).

Individual Fellowship (F-Series) and Individual Career Development Award (K-Series) Applications

  • New information on the Sponsor/Mentor funding, limited to the project title, funding source (e.g., NIH grant number), a brief description of specific aims, and relevance to the fellowship or career development application under review.
  • News of change in Mentor(s) or other Senior/Key Persons specified in the original application.

Conference Grant Applications (R13, U13)

  • A one-page explanation of all speakers who accepted invitations to participate in the proposed conference after the application was submitted.
  • A one-page explanation of all speakers who declined such invitations after the application was submitted.
  • Alternatively the PD/PI may consider submitting a one-page explanation for each plenary slot on the agenda.

Please Note: Any other types of post-submission materials are not likely to be accepted.

Processing Post Submission Materials through GCO

The PI will receive an email from the NIH Scientific Review Officer (SRO) containing instructions on submitting post-submission materials for an application, and giving a deadline for receipt of those materials. GCO is not usually copied on this email. The PI/department staff should gather any acceptable post-submission materials and information, and create a cover letter that GCO will submit with the materials.

The cover letter should contain:

  • The date, name of the PI and Grant Number assigned to the application.
  • The PI should sign the letter (electronic or hard copy signatures are acceptable), and include room for a signature block for the MCW Authorized Organizational Representative (AOR).

At least 3 business days before the materials are due to the NIH, forward the original email from the SRO and a PDF of the post-submission materials directly to the GCO Analyst for your department. The analyst will review the materials and submit them to the SRO.