Prepare Sponsor-Required Just-In-Time Submissions – C04

Purpose

This procedure specifically describes the official NIH just-in-time process and refers generally to other just-in-time requests of other sponsors.


Scope

This procedure applies to all sponsored projects subject to OU Policy 19.045(opens in a new window) Administering External Grants and Contracts set up as separate accounts in the OHIO Financial Management System (FMS) and funded via a fixed price agreement.


Definitions

Just-in-Time (JIT) refers to the application timeframe requiring applicants to send updated information to the NIH only if an award is likely. This process decreases the administrative burden for 75%-80% of the applicants that will not receive funding and provides NIH with the most current information “just-in-time” for award.  Other sponsors will often request updated information prior to award but do not necessarily refer to it as “just-in-time.”  Nonetheless, the process for submitting the information is the same.


Procedure

Applicants may receive system-generated emails regarding JIT and may see a JIT link appear on the eRA Commons’ Status screen soon after review scores are posted.  These are sent to everyone with scores with an overall impact score of 30 or less. This notification is not a Notice of Award nor should it be construed to be an indicator of possible funding. 

Applicants should only submit JIT information when it is specifically requested in a personalized email from the Program Officer or Grants Managements Specialist from the NIH Institute.

Once a formal request is received, JIT materials should be submitted at soon as possible and at least 30 days before the Advisory Council meets, to allow time for assessment.

Checking an application score

Only the PI and Signing Official can view the summary statement, score and percentile information for a submitted application. The information is available in the eRA Commons within 30 days of the review of the application.

Below are step-by-step instructions on how to access review outcomes:

  1. Log into eRA Commons
  2. Select the Status tab from the eRA Commons menu
  3. Click on the List of Applications/Grants section.
  4. Select the application ID link for the specific application.

A JIT request will include the following (as applicable):

  • Current Other Support for all Key Personnel
  • Certification of IRB Approval
  • Verification of IACUC Approval
  • Human Subjects Education Requirement
  • Human Embryonic Stem Cells (hESCs)
  • Genomic Data Sharing Institutional Certification
  • Other Information:
    • NIH may also request additional JIT information on a case-by-case basis, such as revised budgets or changes to the human subjects or vertebrate animal sections of the application.

Submission of JIT materials

  1. NIH sends a personalized JIT request to ORSP and the PI via email.
  2. ORSP reviews and sends JIT Request notification via e-mail to the PI and their delegate(s).
  3. The PI and/or their delegate prepares all applicable JIT materials and routes to ORSP via LEO.
  4. ORSP reviews JIT materials
    1. If changes are required, ORSP will provide feedback to PI and their delegate via LEO. The PI and/or delegate can then route the JIT materials back to ORSP for review.
    2. If no changes are required, ORSP will confirm approval to submit final JIT materials to NIH with the PI and/or delegate.
    3. ORSP or PI (based on PI preference) uploads final JIT materials to eRA Commons.  ORSP officially submits the documents to NIH.   Once submitted both ORSP and PI will receive an email from eRA Commons confirming submission.

It is at the discretion of the PI whether they want to pursue a JIT request. If a PI will not proceed with a JIT request, then the PI and/or delegate should notify ORSP, and we will make a note for our records.


Training

Training is available through ORSP upon request. Submit request for training to the ORSP Service Center at orsp@ohio.edu.


Forms/Templates

There are no forms or templates for this procedure


Questions

Questions about this procedure can be sent to orsp@ohio.edu.


ROLES AND RESPONSIBILITIES

OWNER: PI/PD

CONTRIBUTOR: ORSP

APPROVER: ORSP


REVIEW/REVISION HISTORY

Created 07/27/22