What Does JIT Mean? Understanding Just-in-Time in Grants

Just-in-Time, often abbreviated as JIT, is a crucial phase in the grant application process, particularly within systems like eRA Commons used by institutions such as the National Institutes of Health (NIH). While the term “Just in Time” might sound like a general time management concept, in the realm of grants and funding, it refers to a specific request for additional information that occurs after the peer review of an application but before a final funding decision is made. Understanding What Does Jit Mean in this context is vital for both Principal Investigators (PIs) and Signing Officials (SOs) involved in grant administration.

This article will delve into the meaning of JIT in the grant lifecycle, explain its purpose, and guide you through the Just in Time screen in eRA Commons. It’s important to note that while this guide focuses on the general JIT screen, specific instructions may apply to different types of JIT requests, such as those for VA applicants or agency staff.

What is Just-in-Time (JIT) in Grants?

In the context of research grants, Just-in-Time (JIT) is a process initiated by the funding agency to request specific, essential information from applicants whose projects have undergone peer review and are being considered for funding. This request is not a guarantee of funding but a step in the pre-award process that allows agencies to gather necessary details to finalize their funding decisions efficiently.

Think of JIT as the funding agency’s way of saying, “Your application is promising, and we’re seriously considering it. Now, we need a few more pieces of information to dot the i’s and cross the t’s before we can make a final decision.”

The information requested during the JIT phase can vary depending on the nature of the application and the funding agency’s requirements. Common examples of JIT requests include:

• Other Support: Details of active and pending funding for key personnel to ensure no overlap in research efforts.
• Budget Revisions: Updated budget information if there have been changes since the initial application submission.
• Human Subjects and Animal Subjects Information: Verification of IRB (Institutional Review Board) and IACUC (Institutional Animal Care and Use Committee) approvals, respectively, ensuring ethical and regulatory compliance.
• SBIR/STTR Foreign Disclosure Form: For Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) awards, disclosure of foreign affiliations.
• Data Management and Sharing (DMS) Plan Revision: A revised plan for managing and sharing research data, especially relevant under the NIH Data Management and Sharing Policy.

The purpose of JIT is to streamline the grant awarding process. By requesting this information only for applications that are likely to be funded, agencies avoid unnecessary administrative burden on both themselves and applicants. It also ensures that the most current and relevant information is considered before funding is officially granted.

How Does JIT Work in eRA Commons?

For users of eRA Commons, the Just in Time process is managed through a dedicated “JIT screen” within the system. This screen becomes accessible for applications that receive a score during peer review, signaling that they are under consideration for funding.

Accessing the Just in Time Screen

The way you access the JIT screen in eRA Commons depends on your role:

• For Signing Officials (SOs):

  1. Navigate to the Status module in eRA Commons.
  2. Perform a search, selecting either Just In Time or General as the Search Type.
  3. In the search results, locate the award and click the three-dot ellipsis menu.
  4. Select the JIT option from the menu.

• For Principal Investigators (PIs):

  1. Go to the Status module in eRA Commons.
  2. Expand the specific grant you are interested in.
  3. Click the JIT button, which will be visible in the Available Actions column if the JIT action is available for that application.

Important Notes on JIT Screen Access:

• The JIT link appears after an application is scored in peer review, but you should only submit information if specifically requested by the funding agency.
• The JIT action is removed from eRA Commons once an application has been officially awarded.
• You can continue to upload and submit files as long as the JIT action is visible. Each submission is appended to previous ones, with the latest version always readily accessible.

Uploading, Saving, and Submitting JIT Information

Both PIs and SOs can access the JIT screen to upload and manage information, but only SOs have the authority to officially submit the JIT information to the funding agency. PIs can prepare and save the information, collaborating with their SO for final submission.

Here’s the general process for uploading files and managing JIT information:

1. Access the JIT Screen: Follow the steps outlined above based on your role (PI or SO).

2. Upload Files: In each relevant section of the JIT screen, you will find an Upload button or a “Drag files here…” area. Use this to upload the requested PDF documents. Remember, all JIT attachments must be in PDF format and under 6MB in size. Flattened PDFs are required to avoid upload errors.

3. Review and Manage Files (Optional):

   • Download: Click the Download icon to review a file you’ve uploaded.
   • Delete: Click the Delete icon to remove a file if needed.

4. Save (PIs and SOs): Click the Save button to save your progress. This does not submit the information to the agency. A confirmation message will appear to remind you that an SO must submit the information. Click Save Changes to confirm.

5. Submit (SOs only): Once all required information is uploaded and reviewed, the SO should click the Submit button. A confirmation message will appear.

6. Agree to Terms (If Applicable): For certain submissions, like the SBIR/STTR Foreign Disclosure Form, you may need to agree to a warning or acknowledgement before submitting.

7. Confirm Submission: In the Submit Confirmation pop-up, click I Agree/Submit. A Success message will appear on the JIT screen.

Key Sections of the JIT Screen

The JIT screen is organized into sections, some of which are always present, while others appear conditionally based on the application type. Here’s a brief overview of common sections:

• Other Support File: Always available. Used to provide details of active and pending support for key personnel. Refer to NIH guidelines for formatting requirements.

• Budget File: Always available. Use this section to upload revised budget documents if requested.

• Other File: Always available. This section is for any other documents requested by the funding agency that don’t fit into other categories.

• SBIR/STTR Foreign Disclosure Form: Appears only for SBIR/STTR awards. For disclosing foreign affiliations as per NIH guidelines.

• Data Management and Sharing (DMS) Plan Revision: Appears for NIH awards subject to the DMS policy. Used to upload a revised DMS plan if requested.

• Human Subject Information: Appears for applications involving human subjects. Requires entry of the IRB approval date and selection of a Human Subjects Assurance (HSA) number.

• Animal Subjects Information: Appears for applications involving vertebrate animals. Requires entering the IACUC approval date.

• Genome Data Sharing Certification: Used to upload the Genome Data Sharing Certification if required by the awarding agency.

JIT Policy and Guidelines

The NIH’s Just-in-Time procedures are formalized in their Grants Policy Statement. For detailed policy information, refer to the Just-in-Time Procedures section of the NIH Grants Policy Statement: NIH Grants Policy Statement – Just-in-Time Procedures.

Viewing the Just In Time Report

Both PIs and SOs can view a JIT report directly from the JIT screen before submission. Click the View Just In Time Report button at the bottom of the screen to download a PDF report summarizing the JIT information.

After JIT information has been submitted, the report can also be accessed from the Status Information screen. To view it:

1. Go to Status and search for the relevant award.
2. Click on the linked Application/Award ID in the search results to access the Status Information screen.
3. The JIT report link will be found in the Other Relevant Documents section, displayed as the date of the last submission and the number of submissions.

Conclusion: JIT – A Key Step Towards Funding

Understanding what JIT means in the context of grants is crucial for navigating the pre-award process successfully. It represents a positive step in the grant lifecycle, indicating that your application is being seriously considered for funding. By promptly and accurately responding to JIT requests through the eRA Commons system, applicants can facilitate the final stages of the award process and increase their chances of securing funding for their important research projects. Remember to always wait for an official JIT request from the funding agency before submitting any information.