Post-submission materials are those submitted after submission of the grant application but prior to initial peer review. They are not intended to correct oversights or errors discovered after submission of the application, but rather allow applicants the opportunity to respond to unforeseen events. Our policy on post-submission materials outlines allowable materials and how to submit them. The steps to submit these materials are summarized here.
- Prepare your materials
Follow standard Format Attachment guidelines, including PDF format, font size, margin, and paper size requirements. Any specified format pages (e.g., budgets, biographical sketches) and associated page limits apply. If the material is not required on a specific format page and/or does not have a specified page limit, each item (explanation, letter, etc.) is limited to one page (except for Training Grant application publication lists which may be up to three pages). See NOT-OD-19-083 for additional details regarding citations and videos.
Be sure to follow the rules pertaining to your specific submission in addition to the general policy. Some funding opportunities and special NIH Guide notices expand or limit post-submission materials. For example, NOT-OD-20-163 temporarily expanded the post-submission materials policy to include preliminary data and our opportunities for emergency and urgent competitive revisions do not allow any type of post-submission materials.
- Obtain AOR concurrence
Post-submission materials require concurrence from the Authorized Organization Representative (AOR) of the applicant organization. Although the post-submission materials may originate from the PD/PI, Contact PD/PI, or organizational officials, the AOR must send the materials to NIH or must send his/her concurrence to the PD/PI who will forward the materials and concurrence to NIH. A communication from the PD/PI only or with a “cc” to the AOR will not be accepted.
- Send materials to NIH
Post-submission materials must be sent to the Scientific Review Officer (SRO) listed in the Contacts section of the eRA Commons application Status screen (Status Information online help). Use of secure e-mail is recommended, though not required. Post-submission materials must be received by the SRO no later than 30 calendar days prior to the peer review meeting. Post-submission materials will not be accepted after this time, unless specifically allowed in the FOA for which the application was submitted or in a special Guide Notice.
- Verify Additions Received
The SRO is responsible for uploading acceptable materials into the official electronic grant file maintained in the eRA Commons. The PD/PI and AOR can check the “Additions for Review” section of the eRA Commons application Status screen for the added material (Status Information online help).
This procedure provides the information to reviewers in a secure manner.