Often times there may be situations in which the PI must submit documents or other information to his/her sponsor after the application has been submitted, but before an award is made.
In most cases, the PI will receive a request from the sponsor for certain documents to be submitted with institutional endorsement prior to an award. Such documents may include:
- Other Support
- IRB/IACUC protocol approvals
- Human subjects training documents
- Other clarifications and assurance
Federal sponsors such as National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ), and Centers for Disease Control and Prevention (CDC), refer to this request as a Just-In-Time (JIN). Typically these documents should not be submitted unless specifically requested by the sponsor.
Other times, some sponsors may allow PIs to send other pertinent information after submission, such as notifications of articles accepted for publication, updated biosketches, news of promotions or positive tenure decisions, or other achievements. These are often referred to as supplemental materials. PIs must refer to sponsor policy for appropriate materials and procedures for submission.
Institutional endorsement is required for all responses to post-submission inquiries and supplemental material submissions. If the format is required to be hard copy, it should be routed to ORS via a Request for Action form (RFA). If monetary changes are requested from the sponsor, please route a Proposal Approval Form (PAF). If documents are to be submitted to the sponsor via email, all attachments must be included and in final format and send to firstname.lastname@example.org. The email must include the assigned Institutional number and contact information to whom it should be sent.
For detailed information on submitting Just-In-Time and supplemental materials, please follow these links: