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. Just having the JIT button go live in eRA Commons is not a call to submit JIT. Applicants should only submit this information when requested via email. Information must be submitted electronically using the Just-in-Time feature in the eRA Commons.

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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 Senior/Key Personnel on Senior/Key Person Profile tab in the grant application is NOT over the allowable 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 allowable 12 person months, then that person will need to make reductions either on the grant to be funded or other currently funded research grants; in most cases prior approval will be required before these reductions can be done. You will need to work with your Central SPO on these prior approvals.

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.

The NIHGPS 2.5.1, states that Other Support includes 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:

Resources and/or financial support from all foreign and domestic entities that are available to the researcher. This includes but 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 is 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 and the activities fall outside of their appointment at the applicant or recipient institution.
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.

What if you have a key person with a 9-month Academic Appointment? 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.

For more detailed information on Other Support as well as links to the form, instructions, FAQs, a walk-through, and more here.

IRB & IACUC Congruency Review

During the Just-In- Time (JIT) Information phase the proposal and all related protocols must be reviewed and verified for approval. In order to do so it is imperative that HS SPPO be provided with the related protocol number(s) as soon as the JIT request has been received.

IACUC Congruency Reviews: this review can take up to five business days. If a JIT request is received that has a deadline that does not allow for the five business day turnaround, then HS SPPO will submit the Other Support and other required documents separately from the IACUC documentation. Moreover, HS SPPO will notify the NIH contact for the JIT and provide a realistic date for its submission.
IRB Congruency Reviews: the onus for this verification has been shifted to the PI. The PI will attest in an email to HS SPPO the following: "I confirm this IRB approval is associated with this application. This protocol represents the research being performed in this application." Once HS SPPO has the protocol # and attestation, then HS SPPO will go into the KR Compliance module and verify the approval is current and verify the approval date. If there are any delays in receiving the protocol number, such as still pending review by HRPP, then HS SPPO will submit the Other Support and other required documents separately from the IRB documentation. Moreover, HS SPPO will notify the NIH contact for the JIT 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.

Human Subjects Training Certification Letter Template