Just-In-Time Procedures

Just-In-Time refers to the application timeframe requiring applicants to send updated information to the funding agency prior to their issuance of an award. The Office of Research and Technology Management is here to help researchers at Case Western Reserve stay in compliance with related procedures.

The National Institutes of Health (NIH) uses Just-In-Time (JIT) procedures for particular programs and award mechanisms. These JIT procedures allow certain elements of a proposal or application to be submitted at a later point in the application process, after review when the application is undergoing funding consideration.  

Other federal sponsors such as the Department of Defense (DOD) will occasionally require the submission of JIT documentation. Requested JIT information is submitted by the university on behalf of the Principal Investigator, therefore all JIT submission requests are submitted through SpartaGrants. For more information on the utilization of SpartaGrants for the submission of JIT materials, please refer to the SpartaGrants Canvas site.

 JIT Elements 

  • Other support information pages for both active and pending senior/key personnel;
  • Certifications of the university’s Institutional Review Board (IRB) and/or Institutional Animal Care and User Committee (IACUC) approvals (as applicable), plus evidence of human subject training compliance requirements (if applicable); 
  • Other program-specific information as may be requested

JIT Process

  1. The Principal Investigator (PI) or Office of Pre-Award Services and Agreements (PASA) receives an email notification requesting your JIT information for a specific proposal. 
  2. The PI and Office of Research Administration should upload the requested information to eRA Commons and notify the Pre-Award Office that it is ready for review. 
    1. When the JIT is ready for submission, the department administrator needs to click on "Send Grants Status Update" and select “JIT Request". 
    2. Within the request is a free-form text box and opportunity for any uploads. 
    3. Once the administrator selects "ok,” the request is sent to the specialist for review/processing.
  3. A PASA specialist will review the information, sign the documentation, and submit your information. If changes are needed, the Pre-Award specialist will send notice through the system that “JIT Changes Required.”