Post-submission Tasks

Look for notifications

Once a grant has been submitted, it must be accepted by the NIH IC or Center for Scientific Review and those notifications about acceptance are sent to the trainee and AOR by email. These notifications may not arrive immediately, especially if you wait until the day of the grant deadline to submit the application.

Fixing errors

After submitting, the trainee has a window of two business days* to view the assembled application. During this time (especially if the initial submission was before the grant deadline), trainees may ask you to change the status back from “Submitted” to “Ready for Submission” if they see an error in their application. It is up to you to decide if you will honor these requests.

*"Changed/corrected applications can only be made within the two-business day application viewing window. It is very important that your corrective submissions are made prior to the submission deadline (5 p.m. your local time on the due date) even when the viewing window extends beyond the deadline." (from grants.nih.gov).

Additional materials/information

Even after an application is submitted and the viewing window has passed, the trainee may ask the AOR to submit information about papers that are published after the grant was submitted. These materials must be routed through the AOR at least 30 days prior to grant review. You can find examples of allowable post-submission materials and associated guidelines in the policy for post-submission materials..

Just-In-Time (JIT)

If the grant application was determined to be in the funding range for that Institute or Center, the trainee may be asked to submit additional information (this process is called Just-in-Time or JIT). You can read more information about the JIT process. You may need to submit information on behalf of the applicant either through eRA Commons or directly to the Program Officer.

Submission through another IC

If you did not have an active SAM.gov registration for your IC and the grant was submitted through another IC intramural program, all updates/requests for JIT information/notifications about funding status will be sent to the applicant and the submitting IC (not your IC). You should set expectations with the submitting IC about which notifications you or your Training Office would like to receive from the submitting IC.

After the score is received

Even after a trainee has received a score on their application, they will not yet know if the project will be funded. They will likely contact their Program Officer to discuss the implications of the score. Even if the score is highly favorable, the official notice on funding is typically not sent until after the IC Advisory Council has approved the awards from that cycle.