Late Applications & Post-Submission Materials
Late Applications & Post-Submission Materials
Learn about when NIH will accept late applications or allow you to send application materials after you submit.
With only a few exceptions, NIH does not accept late applications. However, within a two-week window after an application due date, NIH may consider accepting a late application if you have a valid reason for submitting late.
Provide a valid reason in the cover letter submitted with your late application. Valid reasons include
NIH issues special Guide notices when a natural disaster occurs. In this circumstance, your delay should not exceed the duration of time your organization is closed, and you'll have to explain the specific reasons for the delay in your cover letter.
In the event of a personal tragedy, e.g., you or an immediate family member suffer sudden severe illness, you will need to include an explanation in your cover letter.
Follow the NIH Office of Extramural Research’s guidance on Dealing With System Issues and take the following actions:
- Go to Need Help? to find the appropriate Help Desk and contact information. Get in touch with the appropriate Help Desk immediately, over the phone and in writing.
- Maintain a record of the steps you take to resolve the problem.
- Once the issue is resolved, make note of it in your application’s cover letter. Include the confirmed system issues, Help Desk ticket numbers, and the steps taken to resolve the issues.
Notifying your program officer or scientific review officer is not a substitute for contacting the appropriate Help Desk.
A perk to serving on an NIH panel is that you may be eligible to submit your application late. Full-time, temporary, or ad hoc service during the two months before or two months after an application due date may be an acceptable reason for late submission. For details, see Late Applications.
If you are eligible and choose to take advantage of this policy, you must explain the nature and period of your service in your cover letter.
You may also qualify for continuous submission, which allows you to apply at any time for R01, R21, and R34 grants. For more information, see Continuous Submission.
Neither CSR nor NIAID may give permission in advance for a late submission. NIAID cannot guarantee that we will accept a late application.
We advise you to submit your application well ahead of its due date, in case you run into technical difficulties or any of the other problems noted above.
NIH will consider accepting your late application within a two-week window of the application due date if there is a valid reason. The only time NIH will not consider accepting a late application is when a request for applications (RFA) states in the Application Due Date field "No late applications will be accepted for this funding opportunity announcement."
The decision to accept a late application ultimately lies with NIH Division of Receipt and Referral in the Center for Scientific Review (CSR).
No one can give you advance permission for a late submission, but if you have a valid reason, provide an explanation in the cover letter submitted with your late application.
For the record, CSR has rejected the following reasons for late submission:
- Heavy teaching burdens
- Ongoing illnesses
- Laboratory relocations.
- Delays caused by an institution's business office.
For more information, read NIH Submitting Changed/Corrected Applications.
After you apply and before peer review, NIH allows you to send certain additional materials, mostly nonscientific items and those resulting from unforeseen events. NIH prohibits sending information that could be used to circumvent page limits. Post-submission materials should not be used to correct oversights or errors you find after you submit your application.
Review the full list of allowable post-submission materials in the February 15, 2019 Guide notice. It also describes special rules for training (T), fellowship (F), career development (K), and conference (R13, U13) awards.
Guidelines for Sending Post-Submission Materials
All post-submission materials must conform to NIH policies on font size, margins, and paper size. For details, see the Application Instructions for your grant type.
Your authorized organizational representative (AOR) must concur with sending post-submission materials and send either his or her concurrence to you or the materials directly to your scientific review officer (SRO). If you receive your AOR’s concurrence, forward the materials and concurrence to your SRO. A communication from you copying your AOR is not acceptable.
You or your AOR must submit post-submission materials as a PDF attachment to your SRO at least 30 calendar days before the peer review meeting, unless otherwise stated in the FOA. Your SRO uploads acceptable materials into the official electronic grant file maintained in the eRA Commons.