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Just-In Time

Overview:

NIH policy allows the submission of certain elements of a competing application to be deferred until later in the application process, after review when the application is under consideration for funding. Within the Status module of the eRA Commons, users will find a feature to submit Just-In-Time information when requested by the NIH. Through this module, institutions can electronically submit the information that is requested after the review, but before award.

Applicants will be notified (primarily by e-mail) when Just-in-Time information is needed. This notification is not a Notice of Award nor should it be construed to be an indicator of possible funding. Applicants should only submit this information when requested. Information must be submitted electronically using the Just-in-Time feature in the eRA Commons.

Other Support:

Other Support is ONLY submitted to NIH when requested. Most typically, it is requested during the Just-In- Time (JIT) Information phase. The Other Support document assists NIH in clarifying that each person listed as Key Personnel on Form Page 2 of the grant application is NOT over the allowed 12 person months of effort per year (AKA 100% effort) on all of their combined funded research projects, including the NIH grant to be funded. If a person is over or about to go over the allowed 12 person months, then that person will need to make reductions either on the grant to be funded or other currently funded research grants.

Note: do not provide Other Support documentation for Other Significant Contributors, such as consultants, unless their participation in the project has or will move them to the level of Key Personnel.

“The NIHGPS 2.5.1, states that other support includes all financial resources [domestic and foreign], whether Federal, non-Federal, commercial or institutional, available in direct support of an individual's research endeavors, including, but not limited to, research grants, cooperative agreements, contracts, and/or institutional awards to ensure no scientific, budgetary or commitment overlap.” Training awards, prizes, or gifts do not need to be included.

A 12-month appointment is pretty easy to figure out what the effort is, but what about a 9-month academic appointment? To figure out person months for someone on an academic year faculty appointment: take their 9-month salary appointment and divide it by nine and then multiply that by 12. That will give you their hypothetical 12-calendar month appointment. You then multiply this by their budgeted % of effort in the project and this gives you the proper person months that they are working on any specific grant.

When creating and completing the Other Support section, you will need to have for each Active and Pending (both domestic and foreign) award the following:

  • Project Number: if applicable, include a code or identifier for the project (i.e., 1 R01 CA 00000-01);
  • Funding Source: identify the agency, institute, foundation or other organization that is providing the support (i.e., NIH);
  • Major Goals: provide a brief statement of the overall objectives of the project, subproject, or subcontract (i.e., insert the aims/goals from the introduction or abstract);
  • Dates of Approved/Proposed Project: indicate the inclusive dates of the project as approved/proposed. (i.e., provide the dates of the approved/proposal competitive segment);
  • Annual Total Costs & Total Project Costs: in the case of an active project, provide the current year's total cost budget as well as the total project costs budget. For a pending project, provide the proposed total costs budget for the initial budget period as well as the proposed total costs for the entire project period; and
  • Effort: note effort devoted to projects must now be measured using person months. Indicate calendar, academic, and/or summer months associated with each project.
Please take note, in light of recent events affecting the “integrity of biomedical research” in US research, the NIH issued NOT-OD-19-114. The intent of this Notice was not to introduce the extramural community to new NIH policies, but instead it was to remind us of their long-standing policies on Other Support, Financial COI, and Foreign Components in the hopes of improving reporting of all research support as well as transparency. 

HS SPPO has two updated templates you can use to complete your Other Support that falls within NIH's Other Support policy. We have one for the JIT or application stage and we have one for the non-competing continuation (RPPR progress report) stage.