Pre-Award/Post-Submission Actions

NIH Just-In-Time (JIT)

NIH may request documentation at the JIT stage, such as:

• Current and Pending (Other) Support
• Verification of Institutional Review Board (IRB) approval of the project’s proposed use of human subjects (when applicable)
• Verification of Institutional Animal Care & Use Committee (IACUC)/Animal Research Committee (ARC) approval of the project’s proposed use of live vertebrate animals (when applicable)
• Evidence of compliance with the education in the protection of human subjects requirement and CITI training

Process

1. NIH grant management staff from the awarding Institute/Center send requests for JIT information to the Principal Investigator and signing officials (SOs). The JIT link to submit materials will also be available in eRA Commons until the application is awarded. (NOT-OD-24-165)
2. Submit JIT materials to proposals@research.ucla.edu.
3. OCGA will review for compliance and work with the Principal Investigator and their department on any necessary revisions.
4. OCGA submits to NIH.

NIH Post-Submission Materials

NIH post-submission materials may be submitted after submission of the grant application but at least 30 days before the initial peer review and are not intended to correct oversights or errors discovered after submission of the application.

Common NIH post-submission materials include:

• Citations of issued patents
• Revised budget pages
• Biographical sketches
• Letters of support or collaboration due to the hiring, replacement or loss of an investigator
• Adjustments resulting from natural disasters
• Adjustments resulting from change of institution
• News of professional promotion or positive tenure decision for any PD/PI or Senior/Key Personnel
• News of an article accepted for publication since submission of the application

Process

1. Submit the post-submission material to proposals@research.ucla.edu and include the following:
   
   1. Email from NIH with the deadline, and the
   2. Materials in NIH format and meeting NIH requirements.
2. OCGA submits to NIH.

Retirement of NIH's Automated Just-in-time Email Notification (NOT-OD-24-165)

NIH Post-Submission Policy (NOT-OD-19-083)

Common pre-award/post-submission NSF actions include:

• Proposal File Updates (PAPPG)
• Budget Revisions
• Current/Pending Updates (NSF Documents Required for Senior/Key Personnel)

Process

1. Submit NSF pre-award/post-submission actions to proposals@research.ucla.edu and include the following:
   
   1. Email from NSF Program Officer detailing the change,
   2. Revised documents in Research.gov, and
   3. NSF deadlines.
2. OCGA will review the materials for compliance and work with the Principal Investigator and department to make any necessary revisions.
3. OCGA will submit the materials in Research.gov.

The Department of Defense (DoD) may send a funding notification letter that provides the instructions and deadlines for updating information and uploading documents into eBRAP, including the post submission questions.

Common DoD Pre-Award Information Requests (PAIR) includes:

• Statement of Work Revision
• Budget Revision
• Previous/Current/Pending Clarification(s)
• Institutional Review Board (IRB) or Animal Research Committee (ARC) approvals

Process

1. Submit DoD PAIRs to proposals@research.ucla.edu and include the following:
   
   1. Email from DoD Grants Contact detailing the request,
   2. Relevant documents to be sent to DoD, and
   3. DoD deadlines.
2. OCGA will review the materials for compliance and work with the Principal Investigator and department to make any necessary revisions.
3. OCGA will submit the materials via email.