Just-in-Time Post-submission Requests

Just-in-Time (JIT) Information refers to information that is required by a sponsoring agency prior to issuing an award. The process of requiring applicants to send information only if any award is likely, reduces the administrative burden for applications that will not receive funding.

JIT information is typically requested after the agency has completed the proposal review. This information varies by the sponsor and may include:

• compliance approvals for protocols involving humans, animals, or certain biological or hazardous materials in research;
• documentation of other sources of research support (aka ‘Other Support’);
• small business subcontracting plan (applies to Federal contracts); and
• modifications to the budget. (Budget modifications may be requested by a sponsor due to partial funding or may be investigator-initiated. If a budget reduction impacts the project’s scope of work, a description of the impact should be provided to the sponsor.)

Every sponsor has different requirements on what must be submitted with the proposal and information that can be provided just-in-time for an award to be issued. Consult agency and specific program guidance on what information is needed when and how it should be submitted.

Requests for JIT information may come via email or the sponsor may simply open a module in the agency portal to allow JIT information to be submitted. Additionally, a JIT request may or may not include a specific due date.

The JIT response should be prepared by the investigator and submitted according to agency guidance. A copy of the JIT information should be submitted to OSP pre-award so that it can be stored for reference with other proposal information in OSP’s filing system.

Some JIT requests require submission by an authorized institutional official. In these instances, investigators should allow time for OSP pre-award to review and submit the JIT response.

Investigator-initiated Post-submissions

In addition to JIT information, some agencies allow materials to be submitted post-proposal submission and prior to review. These materials often include:

• articles that have been accepted for publication,
• citations of issued patents,
• materials resulting from a change of institution or change of key personnel that occurs between application submission and peer review,
• news of professional promotion or tenure for key personnel,
• adjustments resulting from natural disasters (e.g., loss of an animal colony),
• budget modifications (e.g., alternate funding for the proposed project is obtained or the submitting institution acquires equipment budgeted in the proposal), and
• other post-submission materials specified in the funding announcement or in the sponsoring agency’s guidance.

Typically, post-submission materials must be submitted to the sponsor no later than 30 calendar days prior to the peer review meeting. Consult agency and program guidance on the allowability of post-submission materials, the timeline for submission, accepted formats (e.g., MS Word or pdf), and submission methods such as e-mail or sponsor portal.

Similar to the submission of JIT information, post-submission materials may need to be submitted by an authorized institutional official. Allow ample time for OSP pre-award to review and submit the materials. If materials can be submitted directly by the investigator, a copy should be forwarded to OSP pre-award for inclusion in OSP’s proposal file. Having post-submission documents on hand provides a complete project portfolio and may aid in streamlining the award process.