Just-in-Time SOP

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.


To ensure that applicants send information NIAID needs to issue grant awards.


Just-in-time refers to information that NIH requests after an application has been peer reviewed and is within a range of possible funding.

Receiving a just-in-time request does not guarantee or indicate in any way whether an applicant will get an award.

Information required after review includes other support, certification of IRB approval, certification of institutional animal care and use committee (IACUC) approval, and a letter to document training in the protection of human subjects.

Though required just-in-time, you may include IRB or IACUC review and training documentation with an application. Send them together, not separately.

A different rule applies for other support information. If you send it before we request it, NIH may delay processing your application or return it without initial peer review.

If a human or animal assurance number changes after initial submission, the new number and approval date will be required just-in-time. Also, if you are using human embryonic stem cells (hESC) and did not identify an hESC line from the NIH Human Embryonic Stem Cell Registry in your application, you must do so just-in-time.

NIH sends an automated email request for just-in-time information within 15 days after releasing the score for all applications with overall impact scores of 30 or less. See NIH's Sample Request for Just-in-Time Information.

In addition to the NIH notification, grants management specialists request just-in-time information directly for applications that are likely to be funded. See Sample NIAID Request for Just-in-Time Information.

Get more information and advice at Prepare Your Just-In-Time Information.


  • Give your just-in-time information to your institutional business official, who signs and submits the materials when funding is likely or at NIAID's request.
  • Promptly notify NIH of any substantive changes to previously submitted just-in-time information up to the time of award, including changes in PI or key personnel status or the use or approval of vertebrate animals or human subjects.

Institutional Business Officials

  • Check the just-in-time notice for deadlines and special instructions.
  • Submit just-in-time information after receiving a just-in-time notice. Send files in PDF format through the just-in-time feature of the eRA Commons Status section.

Program Officers

  • Review just-in-time information and document your approval on the Program Officer Checklist. For further details, see the Program Officer Checklist SOP.
  • Work with the PI and grants management specialist on restrictive award terms. See the Bars to Grant Awards SOP.

Grants Management Specialists

  • Review the information in the IMPAC grant folder.
    • Consider information to be current up to 120 days after submission.
    • After 120 days and for applications that will be funded, check with grantees to ensure that just-in-time information is valid.
  • If any information is incomplete or out of date, contact the grantee institution.
  • If additional information is required, email a just-in-time request to both the PI and the business office. See Sample NIAID Request for Just-in-Time Information.
  • Give a deadline for submission. Refer to the Grants Fiscal Year Timeline for Staff when assigning your deadline.
    • Earlier in the fiscal year, give grantees a longer turnaround time.
    • As the end of the fiscal year approaches, make sure your deadline allows NIAID at least a few days to process just-in-time information before September 30.
  • Copy the program officer when you send the request.
  • If applicant has not submitted information to address summary statement concerns and unacceptable human subject codes (e.g., gender, minority, or age), request it with the just-in-time information. Applicants must follow NIH’s Inclusion Policies for Research Involving Human Subjects
  • Contact the PI and the business office if they miss the submission deadline for their just-in-time information.
  • Work with the applicant and program officer to resolve any issues with other support (e.g., scientific or budgetary overlap, time and effort exceeding a total of 100 percent).
  • Issue a restricted award at the end of the fiscal year if time doesn't allow an applicant to submit just-in-time information.

For more information, GMP staff can see the GMP Just-In-Time Requests SOP.


Chernay Rogers

Use the contacts listed above for questions about your specific situation. If you have a general question or a suggestion to improve this page, email the Office of Knowledge and Educational Resources at deaweb@niaid.nih.gov.


OLAW and Institutional Animal Care and Use Committee tutorial

Respond to Pre-Award Requests ("Just-in-Time")

eRA Commons—Submit Just-in-Time

Office of Human Research Protections

Other Support

FAQ Other Support and Foreign Components



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