Submission Policies

Late Applications

Permission is not granted in advance for submission of a late application. Late applications are accepted only in extenuating circumstances. If an application is submitted late, a cover letter explaining the reasons for the delay must be included with the signed, completed application. Late applications are evaluated on an individual basis considering the reasons provided. Contacting the Division of Receipt and Referral in advance will not influence the acceptance of a late application. See NIH Guide Notice dated December 17, 2014 - NIH Policy on Late Submission of Grant Applications.

Guidelines for Applicants Dealing with System Issues

Experiencing system issues with a federal system like ASSIST, Grants.gov, the System for Award Management (SAM), or NIH's eRA Commons that you believe threaten your ability to submit on time? NIH will not penalize applicants who experience confirmed system issues with federal systems that are beyond their control. However, you MUST follow our guidelines for applicants Dealing with System Issues. See NOT-OD-13-054.

Continuous Submission Policy

An alternative submission policy allowing continuous application submission is available for certain grant applications where one or more of the designated PD/PIs serve as an appointed member of an NIH chartered standing study section, NIH Board of Scientific Counselors, NIH Advisory Board or Council, or an NIH Program Advisory Committee. This policy applies to R01, R21, and R34 applications that would normally be received on standard application submission dates (not special receipt dates). See Continuous Submission.

Prior Agreement Required for $500,000 or More in Direct Costs

For applications requesting $500,000 or more in direct costs for any year, applicants must seek agreement to accept assignment from NIH institute or center staff at least 6 weeks prior to the anticipated submission of any application. This Policy does not apply to applications submitted in response to RFAs or in response to other Announcements that include specific budgetary limits.

Post-Submission Application Materials

NIH accepts limited information between the time of initial submission of the application and the time of initial peer review (see NOT-OD-19-083 and Post-Submission Materials Policy FAQs).

• NOT-OD-24-067: Guidance for Videos Submitted as NIH Application Materials
• NOT-OD-23-106: Revising the NIH/AHRQ/NIOSH Post-Submission Material Policy
  • Effective for May 25, 2023 due dates and beyond, NIH, AHRQ, and NIOSH will accept a one-page update with preliminary data as post-submission material for Type 1 R01, R21, or R03 applications, including resubmissions. See notice for restrictions.
• NOT-OD-23-066: Extending the Special Exception to the NIH/AHRQ/NIOSH Post-Submission Material Policy During the COVID-19 Pandemic: August/October 2023 Councils

Resubmission Policy

NIH permits one resubmission of an unfunded application (see NOT-OD-18-197). Resubmissions (A1) must be submitted within 37 months of the new (A0) application (see NOT-OD-12-128).

Following an unsuccessful resubmission (A1) application, applicants may submit the same idea as a new (A0) application for the next appropriate new application due date (see NOT-OD-18-197).

Evaluation of Overlapping Applications

While NIH no longer limits the number of times you can submit an application with essentially the same content and scope as an earlier unsuccessful application, it is not allowable to have overlapping applications under review at the same time. NIH Guide Notice NOT-OD-18-197 includes detailed guidance about NIH's submission policies.

Weather and Other Disasters

In case of severe weather or other disasters that result in the closure of institutions, NIH will often issue a notice in the NIH Guide for Grants and Contracts. These Notices routinely state that NIH understands the problems caused by the closures and that it is reasonable for applications to have an extension of time for the number of days the institution is closed; the reason for the delay must be documented in a cover letter. Even if NIH does not issue such a Notice, the practice will apply for such institutional closings. See NIH Extramural Response to Natural Disasters and Other Emergencies.

Paper Applications

Paper applications are not allowed for competing grant applications. They may only be submitted if required by the funding opportunity.