Just-in-Time

The sponsor may request additional information on a case-by-case basis, including the following (as applicable):

• Current 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
• 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.

1. NIH sends a JIT request to SPA via email at grants.admin@bmc.org.
2. SPA Award Administrator forwards JIT request notification via email to the PI, DA, and the department’s assigned SPA GCA.
3. The SPA GCA updates the InfoEd status to “JIT” and adds it to SPA’s internal tracker. 
4. 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 share SPA’s template cover letter with the PI/DA for completion.
5. 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 route documents to the GCA at least two (2) business days prior to the sponsor’s deadline. 
6. When documents are final, PI/DA shares documents with SPA GCA.
   1. Best practice: PI/DA creates a OneDrive folder for final documents and shares the folder with the GCA.
7. The SPA GCA reviews all JIT materials.
   1. 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 sends the revised materials back to the SPA GCA for final review.
   2. If no changes are required, the SPA GCA will confirm approval, and share a copy of the signed Cover Letter (if applicable).
8. Once documents have been reviewed and approved, the PI/DA consolidates documents into a single flattened PDF for each section of the JIT portal (see Appendix for sample JIT screen). The PI/DA then emails the GCA that the flattened copies are ready. 
   1. For example, if there are multiple OS documents to submit, the PI/DA should flatten each OS document and then combine them all into one PDF.
   2. For “Other” section, the signed cover letter should be placed first, followed by all additional supporting documents, combined into one single flattened PDF. 
9. 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.
10. The GCA uploads a copy of the submitted JIT to the InfoEd record.