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<TITLE>NOT-OD-12-101: Notice of Requirement for Electronic Submission of Just-in-Time Information and Related Business Process Changes Beginning April 20, 2012</TITLE>
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<META NAME="description" CONTENT="NIH Funding Opportunities and Notices in the NIH Guide for Grants and Contracts: Notice of Requirement for Electronic Submission of Just-in-Time Information and Related Business Process Changes Beginning April 20, 2012 NOT-OD-12-101. OD">
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<div class=WordSection1>
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<p class=MsoTitle><a name="_Toc258852634">Notice of Requirement for Electronic
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Submission of Just-in-Time Information and Related Business Process Changes
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Beginning April 20, 2012</a></p>
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<div class=regulartext align=center>
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<hr size=2 width="100%" noshade align=center>
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</div>
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<span class="heading3">Notice Number:</span><span class="addtitle"> NOT-OD-12-101 </span> <br>
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<br>
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<div class="heading3">Key Dates</div>
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<p class=regulartext><strong>Release
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Date:</strong> March 30, 2012 </p>
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<div class="heading3">Related Notices</div>
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<p>
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<strong>August 23, 2024</strong> - Retirement of NIHs Automated Just-in-Time Email Notification. See Notice <a
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href="//grants.nih.gov/grants/guide/notice-files/NOT-OD-24-165.html">NOT-OD-24-165</a>.
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</p><p class=regulartext><a
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href="https://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-120.html">NOT-OD-10-120</a>:
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Revised Policy on Applicant Institution Responsibilities for Ensuring
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Just-in-Time Submissions are Accurate and Current Up to the Time of Award </p>
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<div class="heading3">Issued by</div>
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<p class=regulartext>National Institutes of Health (<a href="http://www.nih.gov">NIH</a>)</p>
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<div class="heading2">Purpose</div>
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<p class=regulartext>Certain NIH programs and award mechanisms use Just-in-Time
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(JIT) procedures to enable specific elements of a grant application to be submitted
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later in the application process, following review when the application is
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still under consideration for funding. This procedure reduces the time to
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award while ensuring the accuracy and timeliness of information needed to award
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NIH grants. To reduce application confusion and to minimize requests from NIH
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staff for JIT submissions, NIH is revising its business processes so applicants
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will have better information on when JIT submissions are required, and to
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require electronic submission of JIT information through the eRA Commons as of
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April 20, 2012. </p>
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<p class=MsoTitle>Policy</p>
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<div class="heading4">New Electronic Submission Policy:</div>
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<p class=regulartext>Applicants are required to submit their information using
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the JIT feature of the eRA Commons at least 60 days before the applicant s
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proposed project period start date (or sooner if requested by the IC). If the
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requested JIT information is not submitted, funding may be delayed and the Project
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Director(s)/Principal Investigator(s) and Signing Official may be contacted
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directly requesting prompt submission of timely information. </p>
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<p class=regulartext>For information on the eRA Commons visit: <a
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href="https://commons.era.nih.gov/commons/index.jsp">https://commons.era.nih.gov/commons/index.jsp</a></p>
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<div class="heading4">Revised JIT Business Processes<br>
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</div>
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<p class=regulartext>Beginning April 20, 2012, applications receiving an impact
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score of 40 or less will receive a standard notice and request for submitting
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JIT information. This level reflects NIH’s new Impact Scoring system and
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current tightened paylines, though it does not reflect any individual IC s
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payline. Notices will be sent via e-mail from NIH eRA Commons to the Project
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Director(s)/Principal Investigator(s) two weeks after release of the impact
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score indicating the importance of beginning the JIT process, particularly the
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need to obtain any necessary IRB and IACUC approvals. In the future, NIH will
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review the JIT notification trigger level to determine if additional
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adjustments are needed to improve the process. </p>
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<p class=regulartext>For all applications, t the eRA Commons JIT link will be
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opened and available for submission of JIT information within 24 hours after
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the impact score has been released. This supersedes NIH’s former business
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practice of only opening the JIT link for applications receiving impact scores
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within a certain range. Since the JIT link will be available for all
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applications, applicants should not rely on this as an indicator of the need to
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submit JIT information; instead they should rely on the JIT notification
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described above and any specific requests from NIH staff. </p>
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<div class="heading4"><strong>Reminder of
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Existing JIT Requirements:</strong></div>
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<p class=regulartext>Several elements of an NIH grant application are not
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required at the time of submission. Rather, this information is requested by
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NIH staff later in the review cycle (i.e., Just-In-Time) to ensure that it is
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up-to-date. The following information is eligible for JIT submission:</p>
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<ul>
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<li><strong>Current
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Other Support:</strong> Provide active support information for all
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individuals designated in an application as senior/key personnel those devoting
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measurable effort to a project. Other support includes all financial resources,
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whether Federal, non-Federal, commercial or institutional, available in direct
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support of an individual’s research endeavors, including but not limited to
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research grants, cooperative agreements, contracts, and/or institutional
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awards. Training awards, prizes or gifts are excluded. Sample format pages are
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available at <a
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href="https://grants.nih.gov/grants/funding/phs398/othersupport.doc">https://grants.nih.gov/grants/funding/phs398/othersupport.doc</a> and <a href="https://grants.nih.gov/grants/funding/phs398/othersupport.pdf">https://grants.nih.gov/grants/funding/phs398/othersupport.pdf</a>,
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however, there is no specific form provided to report on Current Other
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Support. Effort devoted to projects must be measured in person-months. </li>
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<li>For all senior/key personnel, provide details on how you would
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adjust any budgetary, scientific, or effort overlap if this application is
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funded. </li>
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<li>For Career Development Award applications, information on all
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active support for the candidate, sponsor(s), co-sponsor(s), and Senior/Key
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Personnel may be requested by the awarding component prior to award. </li>
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<li><strong>Certifications: </strong>
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<ul>
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<li><strong>IACUC
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Approval Date:</strong> If the proposed project involves research using
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live vertebrate animals, the verification date of IACUC approval along with any
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IACUC-imposed changes must be submitted. Pending or out-of-date approvals
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are not acceptable. </li>
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<li><strong>IRB
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Approval Date</strong>: If the proposed project involves human subjects
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research, the certification date of IRB review and approval must be submitted.
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Pending or out-of-date approvals are not acceptable. </li>
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<li><strong>Human
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Subjects Education:</strong> If the proposed project involves
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human subjects research, certification that any person identified as senior/key
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personnel involved in human subjects research has completed an education
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program in the protection of human subjects must be submitted. </li>
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<li><strong>Human
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Embryonic Stem Cells (hESCs):</strong> If the proposed project involves
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hESCs and the applicant did not identify an hESC line from the NIH Human
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Embryonic Stem Cell Registry in the application, the line(s) may be submitted
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as an Other Upload file. </li>
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<li><strong>Other
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Information Requested by the Awarding IC:</strong> Additional JIT
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information (i.e., revised budgets, changes to the human subjects, or
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vertebrate animal sections of the application) may be requested by NIH
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Institutes and/or Centers on a case-by-case basis. These should be submitted
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as an Other Upload file.</li>
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</ul>
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</li>
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</ul>
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<p class=regulartext>As a reminder, a notification request for JIT information is
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not a Notice of Award, nor is it an indicator of possible funding by the NIH.
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If you have any additional questions contact the Grants Management Specialist
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assigned to your application. Contact information for these individuals can be
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found in the eRA Commons Status system.</p>
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<div class="heading2">Inquiries</div>
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<p class=regulartext>Please direct all inquiries to: <br>
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<br>
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Division of Grants Policy<br>
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Office of Policy for Extramural Research Administration<br>
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National Institutes of Health<br>
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6705 Rockledge Drive, Suite 350<br>
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Bethesda, MD 20892<br>
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Telephone: (301) 435-0938<br>
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Fax: (301) 435-3059<br>
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E-mail: <a href="/cdn-cgi/l/email-protection#fdba8f9c93898ead9291949e84bd9299d3939495d39a928b"><span class="__cf_email__" data-cfemail="e3a491828d9790b38c8f8a809aa38c87cd8d8a8bcd848c95">[email protected]</span></a> </p>
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</div>
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<A HREF="/grants/guide/WeeklyIndex.cfm?03-30-12">Weekly TOC for this Announcement</A><br>
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<A HREF="/grants/guide/index.html">NIH Funding Opportunities and Notices</A>
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