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How do I submit post submission actions

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:

  • Just-In-Time
  • Supplemental Material

Just-In-Time Submission Procedures

After an application is submitted to National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ), and Centers for Disease Control and Prevention (CDC), the PI may receive what is known as a Just-In-Time request (JIT). This request calls for additional information that NIH may need during peer review or prior to the issuance of an award.

The JIT hyperlink automatically appears in the NIH Commons for all applications within 24 hours of the impact score release. Applications that have received an impact score of 40 or less will receive the automatic system generated email indicating the importance of beginning the JIT process, particularly the need to obtain any necessary IRB and IACUC approvals. Upon receipt of the system generated email request, the PI must contact his/her Program Official in writing to confirm whether or not the JIT should be submitted. For more information on NIH’s JIT business process changes see NOT-OD-12-101.

Per NIH policy, JIT information should not be submitted via email unless requested by the grantor agency.

Just-In-Time (JIT) information must be submitted through eRA Commons unless the sponsor specifies otherwise. The PI can directly upload his/her documents into the Commons system and OSP submits the JIT information directly to NIH through the Commons as the Signing Official (SO).

Please note:  UIC policy requires that all externally sponsored research applications involving human subjects and/or vertebrate animals be appropriately matched to an approved IRB and/or ACC protocol. These protocols must be matched by Institutional number and sponsor award/contract number. Renewal, revision, and resubmission applications must also be identified on these protocols. This policy also applies to exemptions/determination of no human subjects approvals.

To Submit JIT information via eRA Commons:

The PI is responsible for the initiation of the JIT submission by uploading the documents and notifying OSP that the documents are ready for submission.

  1. Log in to Commons
  2. Select Status in the menu bar at the top of the page.  In the PI’s account, all of the his/her applications will appear.
  3. Select the JIT hyperlink on the right side of the screen corresponding to the application in which the information is being submitted.
  4. Upload Other Support using the NIH required format. See NIH’s Other Support example document. If applicable, combine all Other Support documents into 1 pdf file for uploading.
  5. If Human Subjects or Animals are being used in the project:
    1. Enter the IRB or ACC approval date in the text box provided. In order for OSP to validate this date, the IRB/ACC protocol number must be provided in the email notification In Step 8. If the protocol is pending or unmatched, leave this field blank. 
    2. For projects involving human subjects, complete the UIC human subjects training letter for all UIC key personnel involved in the conduct, review, or oversight of human subject research, providing the date of the original course taken. Please note that only the Investigator 101 and Collaborative IRB Training Initiative (CITI) courses meet this training requirement. Please do not include HIPPA or other continuing protections education training. However, please be aware that Institutional requirements exist for continuing human subject protections education. Obtain human subjects training certificates for third party subcontract key personnel involved with the human subjects portion of the project. If applicable, combine files into 1 pdf file for uploading.
  6. If appropriate, upload budget pages using PHS 398 budget forms. This step should only be done if he sponsor has specifically requested budget information. Please note, if budget changes are requested by the sponsor, a revision Proposal Approval Form (PAF) must be routed to OSP for approval.
  7. Click Save at the bottom of the screen and select View Just-In-Time Report and print for your records.
  8. Send email to awards@uic.edu with the following heading and body:
    Subject Line: JIT Documents Ready in Commons [complete NIH application number/UIC Institution number]Use the following verbiage in the body:This is to notify you that the JIT documents for [complete NIH application number] are ready to be submitted in the NIH Commons.
    Human Subjects (IRB) Protocol Number: (If Applicable)
    Animal (ACC) Protocol Number: (If Applicable)Sincerely,
    [PI Name]
  9. OSP will then review the information and upon approval, route electronically to NIH. An email will be automatically generated from the Commons and sent to the PI and OSP indicating receipt of the JIT documents.

 

Supplemental Material Submission Procedures

Per NIH policy, the only post-submission grant application materials that the NIH will accept are those resulting from unforeseen administrative issues.  Examples include:

  • Revised budget page (due to new funding or new acquisition of equipment)
  • Biographical sketches, letters of support (due to change in key personnel)
  • New publications (do not send full publication, rather a letter of acceptance by publisher)

Please see Post-Submission Materials Policy for further detail.

These submissions require institutional endorsement.  To submit supplemental information, send it in an email to awards@uic.edu with the following information:

  • PI Name
  • Institution number
  • Sponsor tracking ID (normally the grant number)
  • Name and contact information for those to whom the materials should be sent