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"How Do I" respond to NIH JIT requests?

How Do I Respond to an NIH JIT Request?

What is JIT?
When do I respond?
What I do?
What should my Department/Division Administrator do?
What will ORA do?
Frequently Asked Questions (FAQ)

What is JIT?    back to top

“JIT” is an acronym for Just-In-Time and refers to the application timeframe requiring applicants to send information to the NIH only if an award is likely. This process decreases the administrative burden for the 75%-80% of the applications that will not receive funding and provides NIH with the most current information “just-in-time” for award. JIT information includes up-to-date Other Support, IACUC, IRB, and Human Subjects Education Documentation. When “JIT” is posted in the “Action” column of your NIH eRA Commons account, it signifies that your application has completed the peer review process and has received a rank for which funding may be possible. For additional information, view a standard NIH request for JIT information at http://grants2.nih.gov/grants/peer/jit.pdf. 

When do I respond?    back to top  

Checklist

 _____

Has an e-mail or other request from NIH come to the PI or ORA requesting JIT information? If yes, continue.

Please note, a “JIT” link next to a grant number on the eRA Commons is not a request for JIT information. The appearance of this link signifies that your application has completed the peer review process and has received a rank for which funding may be possible. We should wait to submit the JIT response until a specific JIT request from NIH grants management has been received by the PI or ORA.

The JIT request may include a specific due date. The JIT response should be prepared and submitted to ORA a minimum of five full business days prior to the NIH due date. You should allow ORA additional time for review if the response due date falls on a major NIH deadline.

What do I do?    back to top

Upon receipt of a JIT request from the NIH Grants Management Specialist...

For all responses: 

Checklist

 _____

Forward that request to your Sr. Sponsored Projects Specialist in ORA as soon as possible.  ORA Contact list; ORA Departmental Assignments

 _____

If human subjects and/or vertebrate animals are involved in the project, the Sr. Sponsored Projects Specialist will ask you to send additional documents to the IRB or the IACUC. When asked, forward those documents directly to the individuals in the IRB and/or IACUC in the format requested.

 If you are contacted by the IRB and/or the IACUC regarding any questions or discrepancies that arise during their comparison of the grant to the protocol, respond directly to those individuals and resolve any issues directly with them.

Tip: The IRB and IACUC compare the grant application to the cited protocols. Please allow at least 10 business days for IRB review and at least 5 business days for IACUC review, and please note that additional time may be required to resolve any issues discovered during review.

 _____

Coordinate with your co-investigators and appropriate departmental personnel to obtain up-to-date and accurate Other Support pages for all Key Personnel.

  

 _____

  

If an IRB protocol or an IRB exemption is involved in the project, work with your co-investigators and appropriate departmental/divisional personnel to obtain copies of human subjects research compliance training certificates for all Key Personnel involved with human subjects research.

 _____

To minimize delays, ORA strongly recommends departmental/divisional review of the JIT response package prior to submission to ORA.

For responses in paper format: 

Checklist

  _____ 

Prepare and sign a cover letter for your Sr. Sponsored Projects Specialist’s countersignature detailing the documents that will be forwarded to NIH.

If NIH Grants Management included any specific questions in the JIT request (i.e. preferred start date), please include that information in the cover letter.

This letter should be addressed to the Grants Management Specialist, list the grant number, and reference “JIT”. Sample Cover Letter

  _____

Ensure that the JIT response package includes all items requested by NIH, along with a copy of the JIT request.

Tip: At the direction of the IACUC, do not send IACUC approval letters directly to NIH. JHU considers these letters internal documents.

The IRB/IACUC approval certifications will be generated by ORA.

  _____

The JIT response delivered to ORA should include the original, one copy of the paperwork, and contact information for pick up.

  _____

After ORA review, fax the final, ORA-approved JIT response to NIH Grants Management.

Tip: Keep a copy of the fax confirmation.

For responses to be processed via the NIH eRA Commons:

ORA is beginning to respond to JIT requests by electronic submission to the eRA Commons.

Checklist

  _____ 

Please contact the Sr. Sponsored Projects Specialist assigned to your department to determine if this process can be used in your specific situation, since not all JIT responses may be accommodated by the eRA Commons.

  _____

A cover letter is not required.

  _____

The following information and documents should be submitted in an e-mail to your Sr. Sponsored Projects Specialist:

1.  Other Support for all Key Personnel should be submitted in one MS Word or .pdf file.

2.  A copy of the human subjects research compliance training certificate for anyone who has not taken the JHU SOM training (paper copy via fax or .pdf file via e-mail).

Note: A JIT response is not sent to NIH until it is “submitted” on the NIH eRA Commons by a signing official in ORA.

What should my Department/Division Administrator do?back to top

To minimize delays, ORA strongly recommends departmental/divisional review of the JIT package prior to submission to ORA.

Checklist

 _____ 

When initially notified by the PI of the JIT request, ORA strongly recommends that the Department/Division Administrator ensure that a copy of the JIT request has been forwarded to ORA in order to facilitate the review process.

 _____

Review Other Support pages for accurate listing of all active and pending support.

 _____

Review Other Support pages for accurate actual effort (for active grants) and committed effort (for pending grants).

Tip: Effort must be listed as full percentages, e.g., 12% or 13%, instead of 12.5%.

 _____

Please note that Other Support should not exceed 100%. In addition, if an MD has 95% or greater effort or a PhD has 100% effort, the department must confirm research effort at this level.

 _____

  

Review Other Support to ensure that an overlap statement for scientific, budgetary, and effort overlap is included. If none, so state.

 _____

Ensure that the JIT response packet includes all items requested by NIH, along with a copy of the JIT request. Please note: The protocol certifications will be generated by ORA.

 _____

The JIT packet delivered to ORA should include the original, one copy of the paperwork, and contact information for pick up.

What will ORA do?    back to top

Checklist

  
__X__

ORA will forward any JIT requests we receive to the PI and Department/Division representative.

__X__

ORA will compare Other Support information for Key Personnel to the ReSource database.

__X__

ORA will confirm whether the P.I. has provided all information requested by NIH.


For responses in paper format:

Checklist

__X__

ORA will prepare animal approval letter after confirmation of grant vs. protocol review by IACUC.

__X__

ORA will prepare IRB approval letter after confirmation of grant vs. protocol review by IRB.

__X__

ORA will verify whether Human Subjects Education training certificates have been included for all relevant Key Personnel.

__X__

ORA will countersign the cover letter, which includes a listing of the items requested by NIH.

__X__

ORA will call the PI/designee for pick-up of the signed documentation.












For responses to be processed via the NIH eRA Commons:

Checklist

Tip: ORA is beginning to respond to JIT requests by electronic submission to the eRA Commons. Because not all JIT responses will be accommodated by the eRA Commons, please contact the Sr. Sponsored Projects Specialist assigned to your department to determine if this process can be used in your specific situation.

__X__

ORA will enter the IACUC approval date into the NIH eRA Commons after confirmation of grant vs. protocol review by IACUC.

__X__

ORA will enter the IRB approval date into the NIH eRA Commons after confirmation of grant vs. protocol review by IRB.

__X__

ORA will confirm human subjects research compliance training for those individuals who have completed the School of Medicine training module. (The PI must submit to ORA certification of training for individuals who completed modules other than the JHU SOM module.)

__X__

ORA will upload the final, approved Other Support for all Key Personnel (from the one MS Word or .pdf file that the PI provided).

__X__

The ORA signing official will electronically submit the information on the NIH eRA Commons.

__X__

ORA will forward to the PI and the Department/Division administrative contact the automatic e-mail confirmation from the NIH eRA Commons indicating that the JIT response has been submitted.



Frequently Asked Questions (FAQ)    back to top

1.  What if NIH calls to request JIT information and I do not get an e-mail?

The PI should send a follow-up e-mail to NIH, copying the Sr. Sponsored Projects Specialist in ORA assigned to his/her Department/Division, to obtain a written confirmation of JIT request.

2.  When will JHU send electronic versions of JIT information to eRA Commons?

ORA is beginning to respond to JIT requests by uploading information to the eRA Commons. Because not all JIT responses will be accommodated by the eRA Commons, please contact the Sr. Sponsored Projects Specialist assigned to your department to determine if this process can be used.

Please note, a “JIT” link next to a grant number on the eRA Commons is not a request for JIT information. The appearance of this link signifies that your application has completed the peer review process and has received a rank for which funding may be possible. We should wait to submit the JIT information until after we receive a specific JIT request from NIH grants management.

3.  Where can I find additional information about preparing an other support page?

An Other Support page requires different information than that required for the Research Support portion of a biosketch. The PHS 398 instructions contain valuable information regarding Other Support. See Part III, Sections G and H and the Other Support Format Page Example found at the following website: http://grants1.nih.gov/grants/funding/phs398/phs398.html .

4.  Should I provide NIH with copies of my protocol approval letters from the IRB and/or IACUC?

No. IRB and/or IACUC approval should not be provided until after completion of the required grant to protocol reviews. ORA will prepare the required documents to certify approvals after the reviews are complete. IACUC Approval letters are internal documents and should not be sent directly to NIH.

5.  Is there any additional information required for Research Career Development Awards (K Series)?

Yes. JIT response documents will include a detailed, categorical budget and narrative justification pages (Form Page 4 and Form Page 5). Additionally, Other Support may be requested for the sponsor(s) and co-sponsor(s) in addition to the PI and other Key Personnel.

6.  Should I submit Other Support pages for individuals classified as “other significant contributors?”

No. Other Support is not required for those individuals who are considered “other significant contributors.”

7.  How do I know who my NIH Grants Management Specialist is?

If the NIH Grants Management Specialist is not listed on the JIT request from NIH, his or her name and contact information should be listed on the NIH eRA Commons under the grant in question.

8.  How do I get in touch with the correct Sr. Sponsored Projects Specialist in ORA?

Find your department on the ORA Departmental Assignment List and the contact information for your Sr. Sponsored Projects Specialist on the ORA Contact List.

 

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