Just-In-Time Process

Learn how to interpret and prepare NIH and NINDS JIT information requests.

What is a JIT request?

Some time-sensitive information isn’t submitted as part of your initial application. Instead, you must submit it separately (after review and before award) during a process called Just-In-Time (JIT).

How do I know if I should submit my JIT information? 

You should submit JIT information if:  

  • Your application scores within or near NINDS' published paylines or (if paylines are not yet established) within or near the previous fiscal year’s final published paylines. 

  • You receive a JIT request directly from your NINDS Grants Management Specialist or Program Director. 

When would I receive a JIT request?

After initial peer review, applicants with impact scores of 30 or less will receive an automated email from NIH (usually an eRA email notification) requesting JIT information through the eRA Commons. Note that this is an automated email and does not reflect NINDS’ intent to fund an application. 

If funding is likely, a NINDS staff member may also email you directly to request standard JIT items described below, as well as additional items where applicable. 

A JIT request from NINDS does not guarantee that your proposal will be funded. If you do receive a JIT request, failure to submit the requested information on time can significantly delay your chances of being funded. Be mindful that the Notice of Award is the only official confirmation of funding. 

How soon should I submit JIT information? 

NIH staff rely on applicant institutions to provide up to date JIT information in a timely manner. When making final award decisions, JIT submissions will be considered current by NIH for a period of 120 days from the time of submission (NOT-OD-10-120). 

Because JIT expires, it is important to remember that submitting this information too early (like prior to receiving a request) may require you to resubmit updated JIT if funding decisions are not made within 120 days of your initial JIT submission. As such, applicants are encouraged to keep track of their second level peer review dates via eRA commons, and consider submitting around a month prior to that and/or as soon as possible upon written request from NINDS staff.

All JIT materials must be submitted via the JIT feature in the eRA Commons or directly to the Grants Management Specialist by an Authorized Business Official. NIH will not accept JIT information submitted by the PI. 

What should be submitted as part of JIT? 

If a decision is made to fund an application, recipients will need to submit all applicable JIT materials prior to award. These materials will include other support for senior/key personnel, human and animal subjects information, and any other information the awarding agency requests.

Other Support

Other Support is a required section that verifies whether there is any existing or potential scientific, budgetary, or commitment (effort) overlap. If you have nothing to report, you should submit a letter stating that fact from your institution’s business office. Other Support format pages can be found on the Other Support NIH Grants page. NINDS staff will be evaluating each item of Other Support for the types of overlap listed below. If there are overlap issues, NINDS may reduce your award. 

Be sure to include the following information:

  • Active and pending support information for all individuals designated in an application as senior/key personnel (those devoting measurable effort) 
  • Enough information in the “Major Goals” and/or “Overlap” sections of the Other Support form to enable program staff to verify there is no overlap 

 

Type of Overlap Occurs When
Scientific Overlap 

Substantially the same research is proposed in more than one application or is submitted to two or more funding sources for review and consideration. 

A specific research objective and the research design for accomplishing the objective are the same or closely related in two or more applications or awards, regardless of the funding source. 

Budgetary Overlap Duplicate or equivalent budgetary items (e.g., equipment, salaries) are requested in an application but are already provided by another source.
Commitment Overlap  Personnel commit more than 12 Calendar Months of total Other Support.

Other information to include:

  • All resources made available to a researcher in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant. This includes but is not limited to: 
    • Resources and/or financial support from all foreign and domestic entities that are available to the researcher.  This includes but is not limited to, financial support for laboratory personnel, and provision of high-value materials that are not freely available (e.g., biologics, chemical, model systems, technology, etc.). Institutional resources, such as core facilities or shared equipment that are made broadly available, should not be included in Other Support, but rather listed under Facilities and Other Resources. 
    • Consulting agreements when the PD/PI or other senior/key personnel will be conducting research as part of the consulting activities. Non-research consulting activities are not Other Support. 
    • In-kind contributions (e.g., office/laboratory space, equipment, supplies, or employees or students supported by an outside source). If the time commitment or dollar value of the in-kind contribution is not readily ascertainable, the recipient must provide reasonable estimates. 
  • It can be difficult to keep track of what to report and where. The NIH Pre-award and Post-award Disclosures table may be helpful for that purpose. 

  • Do NOT include training awards, prizes, or gifts. Gifts are resources provided where there is no expectation of anything (e.g. time, services, specific research activities, money, etc.) in return. An item or service given with the expectation of an associated time commitment is not a gift and is instead an in-kind contribution and must be reported as such.

For Applications Involving Human Subjects 

  • Federal Wide Assurance (FWA): Your institution needs to have an FWA for human subjects on file with the NIH Office for Human Subjects Research Protections (OHRP). This process typically takes two weeks or less to approve, but it can take longer. 

  • Institutional Review Board (IRB) Approval: You must confirm the date of IRB approval of all NIH-supported non-exempt human subjects research. IRB approvals are good for a period of 1 year. 

  • Human Subjects Training Certification: All personnel involved in the design or conduct of human subjects research must complete training in the protection of human subjects research. See the Human Subjects Education FAQ for additional information. 

If you have a subaward agreement, recipient institutions are responsible for ensuring that the subaward organization has a human subjects assurance and IRB approval. 

For Applications Involving Vertebrate Animal Subjects 

  • Animal Welfare Assurance (AWA): Your institution must file an animal welfare assurance with the Office of Laboratory Animal Welfare (OLAW). If the subaward organization has an assurance but yours doesn’t, you can get an inter-institutional assurance. 

  • Institutional Animal Care and Use Committee (IACUC) approval: You must provide the date of your Institutional Animal Care Use Committee (IACUC) approval of your Research Plan. IACUC approvals are good for a period of 3 years.

For Applications Involving Human Embryonic Stem Cells 

Specify the approved cell line from the NIH Human Embryonic Stem Cell Registry.

For Applications Falling Under the NIH and NINDS Human Genomic Data Sharing Policy 

If the proposed project involves a genomic data sharing plan for the generation of human genomic data, investigators must submit an Institutional Certification, or in some cases, a provisional institutional Certification. 

For SBIR/STTR Awards 

If the proposed project is submitted in response to an SBIR/STTR FOA, please submit a copy of the SBIR/STTR Funding Agreement

For Applications with Review Committee Recommendations from Summary Statements 

At the end of the written critiques of your summary statement, you will see a section in all capital letters starting with “THE FOLLOWING SECTIONS WERE PREPARED BY THE SCIENTIFIC REVIEW OFFICER TO SUMMARIZE THE OUTCOME OF DISCUSSIONS…ON THE FOLLOWING ISSUES.” This section will note if any consensus concerns from the study section were identified, including concerns regarding human or animal subjects, biohazard, or budgetary aspects. These can create bars to award that will require resolution before an award can be made. Be prepared to work with the program officer and grants management specialist to provide documentation to resolve these concerns as part of the JIT process. 


How to Submit JIT Information 

Your business official should submit JIT information through the JIT feature of the eRA Commons Status module. Instructions on how to submit JIT can be found on the eRA Submit Just-in-Time page.  

Resources and Tools

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