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Respond to a Just-In-Time (JIT) or Similar Request
Note: The attachments contain a job aid related to this article.
When a sponsor requests updated information for a submitted funding proposal, such as the NIH Just-In-Time (JIT), both the RA and SR will perform steps in CERES. The RA can initiate the process by informing SR of the updated information/JIT request. This topic explains how to update the funding proposal in such cases.
1. RA Search for the Funding Proposal
Once the RA learns from the PI that they plan to respond to a Post-Submission Update request, search for the correct funding proposal by: Going to the Sponsor Review tab of the Grants Funding Proposal page OR Going to the Proposals Pending Sponsor Response tile on the In Process tab of your Dashboard.
Click the name of the funding proposal that you want to update.
2. RA: Notify SR
To alert SR that action is needed, the RA clicks Send Grants Status Update on the funding proposal workspace. Select Post-Submission Update Requested as the Grants status. Click Add to attach the sponsor notification or request and click OK. You can also simply copy the sponsor’s message into the comment box. (It is important that SR sees exactly what has been requested to ensure a complete and compliant response.): Initiate Post-Submission Update Request
3. SR: Initiate Post-Submission Update Request
From the funding proposal workspace, SR clicks Request Post-Submission Update. If the sponsor has noted a deadline, they will enter it here. If no due date is provided, SR will enter a reasonable placeholder date. If SR receives the Post-Submission Update request directly from the sponsor (skipping steps 1 and 2), they will attach the sponsor notification or request here or copy it into the Comments box.
The funding proposal transitions to Post-Submission Update Requested state and becomes editable. It appears in the RA’s CERES inbox, and the system sends email notifications to the PI and RA. If the funding proposal has “Yes” checked for human or animal subjects, the relevant compliance office staff also receives an email notification.
4. RA: Upload Documents or Make Requested Changes
As noted above, when it is in Post-Submission Updates Requested state, the CERES funding proposal record is fully editable. Click Edit Funding Proposal to make updates to the smart form (for changes to the project title or personnel, etc.) or click Edit Budget to make revisions to the CERES budget. If the budget is changing, be sure to include an updated internal budget and budget justification and explain in the comments what changes are being made, particularly if it impacts personnel, effort, or the project’s scope.
All materials should be in sponsor-ready format. SR does not edit or compile documents, convert to PDF, etc. If an item requires AOR signature, SR will sign before submitting to the sponsor. All other signatures should be in place when the request is routed to SR. For NIH, PIs should upload requested items or responses to the JIT module in Commons for SR review and submission.
5. RA: Submit Post-Submission Changes to
When the RA is finished making the changes, click Submit Post-Submission Update on the workspace. This does not actually submit the changes to the sponsor; SR will review and confirm once the update is formally submitted. Add any comments needed for context or clarification. While Question 2 allows for the addition of attachments, items that should be retained in OnBase should be added to the main Attachments tab of the funding proposal record. When all information is uploaded click OK.
The proposal transitions to the Pending Sponsor Review state. The system sends an email notification to the SR Specialist.
6. SR: Review Post-Submission Changes
SR will review the post-submission changes made by the RA to ensure that all of the sponsor’s requirements are met. As with the initial proposal review, SR does not review technical documents, including Other Support. Be sure to reference on the SR website, along with the sponsor’s instructions, to ensure that these disclosures are complete and compliant.
If additional changes are needed, SR will repeat Step 3, returning the record to the RA for editing. It once again appears in the RA’s CERES inbox, and the system sends an email notification to the PI and RA. The RA repeats steps 4 and 5.
7. SR: Notify RA
When no additional changes are required SR will proceed with submission, sending confirmation to the PI and RA when complete. Should the sponsor require additional clarification or documentation, this process can be repeated until all issues are resolved.
The record will remain in Pending Sponsor Review until a notice of award (or notification that the project has not been selected for funding) has been received.