Just-in-Time
Just-in-Time (JIT) refers to the application timeframe requiring applicants to send updated information to the NIH only if an award is likely. The request process provides NIH with the most current information "just-in-time" for award.
Applicants are notified by email when an agency is requesting JIT information. Requests for JIT materials will typically be sent by the Grants Management Specialist to the AOR and PI. This email is not a Notice of Award, nor does it guarantee that a NOA will be received.
Review the BMC Just-in-Time SOP for detailed instructions and an optional checklist to aid in preparing your JIT submission.
JIT Components
A JIT request may include the following (as applicable):
- NIH Common Forms Current and Pending (Other) Support (OS) for all Key Personnel: See the NIH's Other Support page for instructions and required page formatting.
- Revised budget (must be on the RR Budget template)
- Certification of IRB Approval
- Verification of IACUC Approval
- Human Subjects Education Requirement
- Human Embryonic Stem Cells (hESCs)
- Genomic Data Sharing Institutional Certification
- Data Management and Sharing Plan revisions
- Biosketches for any new senior/key personnel added to the project after proposal
- Other Information: The agency may also request additional JIT information, such as confirmation of key personnel changes, current DHHS negotiated rate agreement, or changes to the human subjects or vertebrate animal sections of the application. SPA has a draft template cover letter to be used for submitting this information.
Process
- NIH sends a JIT request to SPA via email at grants.admin@bmc.org.
- SPA Award Administrator adds JIT to SPA’s internal tracker and forwards JIT request notification via email to the PI, DA, and the department’s assigned SPA GCA.
- The SPA GCA updates the InfoEd status to “JIT”.
- The SPA GCA emails the PI and DA to outline the process, responsibilities, and timeline. If a cover letter will be needed, the GCA will draft SPA's template cover letter and share with the PI/DA for review and approval.
- The PI/DA prepares all applicable JIT materials. Materials should be sent to SPA GCA at least five (5) business days prior to the JIT deadline to ensure sufficient time to review. For requests with shorter deadlines, the PI/DA must send documents to the GCA at least two (2) business days prior to the sponsor's deadline.
- When documents are final, PI/DA shares documents with SPA GCA.
- Best practice: PI/DA creates a OneDrive folder for final documents and shares the folder with the GCA.
- In addition to the requested documents, please provide the eRA Commons ID for all key personnel as this information is required to enter key personnel in the JIT module in eRA Commons.
- The SPA GCA reviews all JIT materials.
- If changes are required, the SPA GCA will provide feedback to PI/DA via email. The PI/DA makes required edits to the documents and then uploads the revised materials to the OneDrive folder for the SPA GCA's final review.
- If no changes are required, the SPA GCA will confirm approval, and will sign the Cover Letter (if applicable).
- Once documents have been reviewed and approved, the GCA consolidates all documents according to the sections below (see Appendix for sample JIT screen) and saves copies in the OneDrive folder
- Any Commons Forms requested (Other Support and Biosketch) should NOT be flattened or combined. Please keep in original format.
- For “Other” section, the signed cover letter should be placed first, followed by all additional supporting documents, combined into one single flattened PDF.
- The SPA GCA uploads final JIT materials to eRA commons. Upon submission, the GCA will provide submission confirmation and a copy of the submitted JIT to the PI/DA.
- The GCA uploads a copy of the submitted JIT to the InfoEd record.