Post-Submission and Just-in-Time
Information about post-submission activities and requirements.
Once a proposal has been submitted to the NIH, the application is first sent to the Center for Scientific Review (CSR). This Center verifies the proposal for administrative accuracy and assigns the proposal to the Institute or Center and the Initial Review Group and Study Section. The Initial Review Group reviews the proposal for scientific merit. The Institute then reviews the proposal for relevance and moves it on to the Advisory Council. The Advisory Council then may make a recommendation for funding.
Principal Investigators may submit Post-Submission Materials any time after their submission but must be received by the Scientific Review Officer (SRO) no later than 30 calendar days prior to the peer review meeting. Please see NIH's post-submission materials policy for information on what materials can be submitted. Please note, that these materials must be submitted by an Authorized Organizational Representative, your SPO analyst.
If an application receives a high enough score from the Initial Review Group, a Just-In-Time notice will be sent to the Principal Investigator. Please see the Just-In-Time instructions on how to prepare and submit these materials.
If the NIH decides to fund the proposal, it will send a Notice of Award to the Sponsored Projects Office (SPO). The department will then work with the SPO to obtain any outstanding approvals and to set up the POETAF. Any post-award communication with the NIH will be handled by the SPO from this point on.
The SPO will continue to be the Signing Officials for progress reports submitted after a proposal is funded. Please see the Progress Reports page for guidance on when SPO involvement is required.
Post-Submission Materials
Post-submission materials are those submitted after submission of the grant application but prior to initial peer review. They are not intended to correct oversights or errors discovered after submission of the application, but rather allow applicants the opportunity to respond to unforeseen events. NIH's updated policy on post-submission materials (NOT-OD-19-083 ) is effective for applications submitted for due dates on or after May 25, 2019.
Allowable Post-Submission Materials for All Applications
- Citations of Issued Patents
- Revised budget page(s) (e.g., due to new funding or institutional acquisition of equipment)
- Biographical sketches (e.g., due to the hiring, replacement, or loss of an investigator)
- Letters of support or collaboration due to the hiring, replacement or loss of an investigator
- Adjustments resulting from natural disasters (e.g., loss of an animal colony)
- Adjustments resulting from change of institution [e.g., Program Director/Principal Investigator (PD/PI) moves to another university]
- News of professional promotion or positive tenure decision for any PD/PI or Senior/Key Personnel
- Approval by the NIH Stem Cell Registry of a human embryonic cell line(s) after submission of the application
- Videos, within defined limits, demonstrate devices and experimental data with a temporal element, which refers to the need to show how something functions or occurs over time, or demonstrates movement or change. Applicants must follow the directions in NOT-OD-12-141 & NOT-OD-20-061 for submitting videos to accompany grant applications.
- Other post-submission materials are specified in the Funding Opportunity Announcement for which the application was submitted or in a special Guide Notice.
- News of an article accepted for publication since submission of the application, which must include only:
- List of authors and institutional affiliations
- Title of the article
- Journal or citation (if available)
COVID-19 Pandemic and Special Exception to the NIH/AHRQ/NIOSH Post-Submission Material Policy During the COVID-19 Pandemic: May 2022 Council
Per NOT-OD-21-179 , applications submitted for the May 2022 Council (beginning with applications submitted for the September 25, 2021, due date for Spring 2022 review meetings), the NIH, AHRQ, and NIOSH will accept a one-page update with preliminary data as post-submission materials for applications submitted under all activity codes, ONLY if the Funding Opportunity Announcement (FOA) used for submission allowed preliminary data in the application. One page of preliminary data will be accepted for single-component applications or for each component of a multi-component application.
Additional Materials for Certain Applications
Institutional Training and Training-related Grants (e.g., T32, T34, T35, T90, TU2, T15, D43, K12, KM1, UR2).
In addition to the materials for All Applications above, allowable post-submission materials after submission of Institutional Training and Training-related grants include:
- a list of publications up to three pages in length will be accepted as post-submission materials
- a trainee's or former trainee's graduation, employment, promotion, funding, or publications;
- a faculty member's promotion, funding, or publications (since submission of the application); and
- the addition or removal of any faculty member involved in the training program (mentors or senior/key persons).
- New funding for the Sponsor/Mentor, limited to the project title, funding source (e.g., NIH/AHRQ/NIOSH grant number), a brief description of specific aims, and relevance to the fellowship or career development application under review.
- Change in Mentor(s) or other Senior/Key Persons specified in the original application.
Applications submitted to Requests for Applications (RFAs): the same post-submission materials as other applications (see "All Applications" above), for all due dates in the RFA. Conference grants (R13, U13): a one-page explanation of all speakers who accepted invitations to participate in the proposed conference after the application was submitted, plus a one-page explanation of all speakers who declined such invitations after the application was submitted. Alternatively, the PD/PI may consider submitting a one-page explanation for each plenary slot on the agenda.
- Preprints and Other Interim Research Products are not accepted as post-submission materials because they do not represent unforeseen events.
- Missing or corrected materials cannot be submitted after the application due date unless submission of that material is specifically listed in this Notice (below) as allowable post-submission material(s).
- Materials resulting from the change of institution, or change of PD/PI, that occurs between application submission and peer review must be sent to the SRO managing the review with a cc: to the Division of Receipt and Referral (csrdrr@mail.nih.gov); after review materials should be sent to the Grants Management Specialist (GMS) listed in eRA Commons for that application.
Just-in-Time (JIT)
For more information or questions email researchadmin@ucsd.edu.