Just-In Time

Overview:

NIH policy allows the submission of certain elements of a competing application to be deferred until later in the application process, after review when the application is under consideration for funding. Within the Status module of the eRA Commons, users will find a feature to submit Just-In-Time information when requested by the NIH. Through this module, institutions can electronically submit the information that is requested after the review, but before award.


Applicants will be notified (primarily by e-mail) when Just-in-Time information is needed. This notification is not a Notice of Award nor should it be construed to be an indicator of possible funding. Applicants should only submit this information when requested. Information must be submitted electronically using the Just-in-Time feature in the eRA Commons.

Other Support:

Other Support is ONLY submitted to NIH when requested. Most typically, it is requested during the Just-In- Time (JIT) Information phase. The Other Support document assists NIH in clarifying that each person listed as Key Personnel on Form Page 2 of the grant application is NOT over the allowed 12 person months of effort per year (AKA 100% effort) on all of their combined funded research projects, including the NIH grant to be funded. If a person is over or about to go over the allowed 12 person months, then that person will need to make reductions either on the grant to be funded or other currently funded research grants.

Note: do not provide Other Support documentation for Other Significant Contributors, such as consultants, unless their participation in the project has or will move them to the level of Key Personnel.

Other Support includes ALL financial resources, whether Federal, non-Federal, commercial or institutional, available in direct support of an individual's research endeavors, including but not limited to research grants, cooperative agreements, contracts, and/or institutional awards. Training awards, prizes, or gifts do not need to be included.

A 12-month appointment is pretty easy to figure out what the effort is, but what about a 9-month academic appointment? To figure out person months for someone on an academic year faculty appointment: take their 9-month salary appointment and divide it by nine and then multiply that by 12. That will give you their hypothetical 12-calendar month appointment. You then multiply this by their budgeted % of effort in the project and this gives you the proper person months that they are working on any specific grant.

When creating and completing the Other Support section, you will need to have for each Active and Pending grant the following:

  • Project Number: if applicable, include a code or identifier for the project (i.e., 1 R01 CA 00000-01);
  • Funding Source: identify the agency, institute, foundation or other organization that is providing the support (i.e., NIH);
  • Major Goals: provide a brief statement of the overall objectives of the project, subproject, or subcontract (i.e., insert the aims/goals from the introduction or abstract);
  • Dates of Approved/Proposed Project: indicate the inclusive dates of the project as approved/proposed. (i.e., provide the dates of the approved/proposal competitive segment);
  • Annual Direct Costs: in the case of an active project, provide the current year's direct cost budget. For a pending project, provide the proposed direct costs budget for the initial budget period; and
  • Effort: note effort devoted to projects must now be measured using person months. Indicate calendar, academic, and/or summer months associated with each project.

Note: there is no specific format page for other support. Information on other support should be provided in the format shown below, using continuation pages as necessary. Include the principal investigator's name at the top and number consecutively with the rest of the application. The sample below is intended to provide guidance regarding the type and extent of information requested.

IACUC/IRB review

During the Just-In- Time (JIT) Information phase the proposal and all related protocols must be reviewed and verified for approval by the appropriate review office. In order to do so it is imperative that the HS SPPO office be provided with the related protocol number as soon as the JIT request has been received. Each review office take 5-7 business days to review and verify the proposal with the approved protocol. If a JIT request is received that has a deadline that does not allow for the 5-7 business day routing period the HS SPPO office can submit the Other Support and other required documents separately or notify the NIH contact that the JIT will not meet the deadline and provide a realistic date for its submission.

Human Subjects Training Certification

When certification is required that the key personnel have completed human subjects training please use the template provided below. We do not provide the CITI certificates to the NIH, though the PI should keep copies in his or her award files; instead the template below should be utilized and all Key Personnel who have completed the required training should be listed. Please note if personnel have completed training other than CITI, information regarding the specific training they have completed should be included.