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University of Washington

Just-in-Time Instructions

Overview

"Just-in-time" refers to documentation required by NIH (or other sponsor) for funding. Information is not required at time of application because it is constantly changing and NIH requires the most updated version (e.g. Other Support). Or it may not be required because it will not be relevant unless the grant has been selected for funding (e.g. IRB approval). Typically, the NIH will require a letter with the following three pieces of information:

  1. Other Support, or information on extramural funding for all key persons;
  2. Documentation showing that the internal review for human subjects has been approved or is in process of being approved; 
  3. Confirmation that all key persons and any persons working with human subjects have been trained in the treatment of human subjects.

Read your request for Just-in-time materials carefully as the request may include additional requests for clarification or other information. This is especially true for career (K), training or fellowship awards. Just in Time materials should be addressed to the program officer who requested them and must be signed by both the PI and OSP.

Templates

Submitting Just-in-Time Information

When the letter has been edited appropriately for the particular grant, it must be signed by the PI and sent to OSP via email. You do not need to start another eGC1 for the request.

  • Currently, our contact at OSP for Just in Time is Charles Paxton.  Please email him at gcc1@uw.edu and not his personal email address.
  • Put the eGC-1 number for the original application in the subject line.
  • If there is a due date for the Just in Time information, please include that early in the email.
  • It is easiest if the Just in Time letter is sent as a Word document so OSP can more easily add the authorized signature without printing it and rescanning.
  • Include any attachments (Other support, IRB approval cover sheets, etc.) all in one PDFdocument.

OSP will email the signed letter with attachments to your program officer. The PI and staff person should be cc'd on this communication. If the program officer does not acknowledge receipt, follow up and verify that they have the materials.