Just In Time

Just-in-Time is a concept popularized in grant administration by the National Institutes of Health (NIH) and defines a process where the gathering and submission of potentially time consuming documentation is deferred until after both the deadline and peer review but prior to the final review and adjudication by the responsible institute’s Advisory Council.

For more information about the NIH JIT process, consult with the Sponsor-specific Resource section for the NIH - other resources, Just in Time.

JIT overview (generic)

Other federal sponsors including the Department of Defense will also occasionally require the submission of JIT documentation that will include some or all of the following:

  • Other support documentation (current and pending)
  • IRB approval
  • IACUC approval
  • Cost documentation including the following
    •  documentation of salaries and fringe
    • equipment quotes
    • elaboration of travel and supply costs
    • subcontractor cost documentation

Roles and responsibilities

  • Sponsor contacts the PI and or OPAS to request further documentation
  • PI & Business Manager & OPAS work closely together to assemble a response
  • OPAS communicates with the sponsor
  • OPAS submits the JIT documentation to the sponsoring agency

Financial Conflict of Interest (FCOI)

Although not strictly a JIT related item, compliance with the U.S. Public Health Service (PHS) Financial Conflict of Interest (FCOI) regulations must be adhered to prior to the issuance of any PHS based award, including subcontracts under prime PHS funding.  The compliance regimen includes training and the filing of the disclosure form.  The filing of FCOI disclosures and their updates is required upon the submission of any PHS application, new, competing, continuation progress report, or subcontract proposals where UMass is not the lead.  For more information, consult with the Office of Research Compliance.