Office of Sponsored Projects

Supplemental Materials

Post-submission grant application materials are those submitted after the agency deadline but prior to the initial peer review. This option is used when an unexpected event such as the departure of a participant, natural disaster, etc., has occurred, but should not be used to correct oversights or errors discovered after submission of the application. Refer to NIH notice NOT-OD-10-115 for more information. 

Acceptable post-submission materials include:

  • Revised budget page(s) (e.g., change in budget request due to new funding or institutional acquisition of equipment).
  • Biographical sketches (e.g., change in senior/key personnel due to the hiring, replacement, or loss of an investigator).
  • Letters of support or collaboration resulting from a change in senior/key personnel due to the hiring, replacement, or loss of an investigator.
  • Adjustments resulting from natural disasters (e.g., loss of an animal colony).
  • Adjustments resulting from change of institution (e.g., PI moves to another university).
  • News of an article accepted for publication (a copy of the article should not be sent). 

Unacceptable post-submission materials include:

  • Updated Specific Aims or Research Strategy pages.
  • Late-breaking research findings.

 

All post-submission materials must conform to NIH policy on font size, margins, and paper size. NIH additional form pages such as budget, biographical sketches, and other required forms must follow NIH standards for required NIH form pages. If post-submission material is not required on a form page, each explanation or letter is limited to one page (see acceptable late materials above). If the application has subprojects or cores, each subproject or core is allowed explanations or letters (see acceptable late materials above), but each explanation or letter is limited to one page. Post-submission materials must be received by the NIH Scientific Review Officer (SRO) one month (30 calendar days) prior to the peer review meeting. Post-submission materials will not be accepted if fewer than 30 calendar days remain before the peer review meeting. 

Concurrence from the Authorized Organization Representative (AOR) of the applicant organization is required. Although the content of post-submission materials may originate from the PD/PI, Contact PD/PI for multiple PD/PI applications, or organizational officials, the AOR must send the materials directly to the SRO, or must send their concurrence to the PD/PI who will forward the materials and concurrence to the SRO. A communication from the PD/PI only or an email with copy to the AOR will not be accepted. 

 

SUBMITTING SUPPLEMENTAL MATERIALS

The Principal Investigator (PI) should contact their Scientific Review Officer (SRO) as soon as they become aware of the need to submit additional materials. The SRO should reply with their contact information (email address) and any special requirements for the submission. Often an email will originate from the SRO inviting the PI to submit additional materials.

This email and any additional correspondence should be forwarded to the department's assigned Sponsored Projects Specialist (SPS) along with the post-submission materials. Additionally, the PI, or their administrative personnel, must provide all available information to OSP regarding the submission contact person, any submission requirements, and the submission deadline.

Post-submission materials should be sent as a PDF attachment. 

The SPS will then review the materials to ensure compliance with both the NIH Grants Policy Statement regarding post-submission materials and any additional requirements from the SRO.

The SPS will forward the request to the AOR for submission to the SRO, once the post-submission materials meet all of the requirements for content, format, deadlines, and submission process.

The AOR will send the request to the SRO, copy the PI, department representative, and the SPS. It is the responsibility of the PI or departmental representative to follow up on requests to ensure they sent to the SRO.

Post-submission grant application materials will be retained as part of the official grant file and remain part of the permanent record for that application.