National Institutes of Health (NIH)
Last Updated December 2, 2021
On April 28, 2021, NIH issued Guide Memo NOT-OD-21-110 that delays the full implementation of the new expanded requirements for Biographical Sketch and Other Support described in the previous Guide Memo NOT-OD-21-073 which announced updated application forms and instructions that require the full disclosure of all resources (both domestic and foreign), that directly support the individual’s research endeavors. See additional information regarding implementation below and under the NIH Other Support section of this page.
Though NIH expects that applicants will use the updated forms starting May 25, 2021, the use of the updated format pages for all proposal applications, Just-In-Time (JIT) requests, and Research Performance Progress Reports (RPPRs) is only required and mandatory for submissions made on and after January 25, 2022.
However, NIH still requires the complete disclosure of the information their new instructions request regardless of the version of the forms used.
Per Notice No. NOT-OD-21-073 biosketches must include all current positions and scientific appointments both domestic and foreign, including affiliations with foreign entities or governments. This includes titled academic, professional, or institutional appointments whether or not remuneration is received, and whether full-time, part-time, or voluntary (including adjunct, visiting, or honorary).
Stanford has defined “scientific appointments” to include appointments at any institution (regardless of the title of the appointment), where you are directly involved in any of the following activities:
- the design, conduct, or reporting of academic activities either independently or in support of someone at the other institution.
- providing advice for establishing research programs or laboratories.
- the preparation of proposals, progress, and final reports.
- assisting in the guidance or training of postdoctoral scholars, graduate, and undergraduate students.
- or helping other researchers in attaining the goals of research projects
Also report all appointments at foreign institutions given for the purpose of serving on a thesis committee or a peer review committee.
Review the new biosketch format instructions for additional changes and further details.
Biosketch Format Pages, Instructions and Samples (updated March 2021)
Frequently Asked Questions (FAQs) - Biosketches (updated July 19, 2021)
Instructions for a Biographical Sketch
SciENcv – The Biosketch Power Tool
Other Support Resources
Per NOT-OD-21-073 & NOT-OD-21-010, NIH expects applicants submitting Other Support for proposal applications, Just-in-Time requests, and Research Performance Progress Reports (RPPRs) submitted on or after May 25, 2021 to use the updated Other Support format. However, the mandatory & full implementation has been delayed until submissions made on or after January 25, 2022.
However, for Other Support submitted on or after May 25, 2021, NIH still requires disclosure of all support an investigator receives for their research endeavors including in-kind contributions. Please see the NIH Instructions, Format Pages, and Sample for more information. In addition, you can also find Stanford implementation guidance and resources.
NIH Other Support Instructions
Other support includes all resources made available to researchers or senior key personnel in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value, and regardless of whether they are based at the institution the researcher identifies for the current grant. This includes: resources and/or financial support from all foreign and domestic entities that are available to the researcher. And includes in-kind contributions (such as office/laboratory space, equipment, supplies, or employees or students supported by an outside source).
Please see NIH instructions format pages for more details on formatting and additional information requested. As important update is that NIH has clarified that there is no longer differing instructions for the format and content of Other Support submitted as part of Just-in-Time versus as part of the RPPR.
1. List all grants, cooperative agreements, contracts, clinical trials and/or institutional awards when named as PI or when in a role that contributes to a scope of work (whether or not effort is committed).
a. Note: all active and pending should be reported. Completed support does NOT need to be reported.
b. NIH has revised the information and certain details requested for active and pending support; please see new format, instructions, and samples for more information.
2. List all in-kind contributions to an investigator’s research endeavors, which include, but is not limited to:
a. Financial support for laboratory personnel such as: Stanford students and postdocs who directly receive their own funding and/or Visiting Scholars, Visiting Post docs, and/or Visiting Student Researchers who are supported by their home institution and/or their own funds.
b. Contributions of time, effort, and/or services by collaborators that directly contribute to the investigator’s research and are provided without a formal subaward agreement as their contributions are covered by the collaborator’s own funding.
c. Access to external and non-Stanford facilities, equipment, resources that are uniquely available to the Investigator.
d. High-value materials that are not freely available (e.g. biologics, chemicals, model systems, technology, etc.).
3. List consulting agreements for conducting research
4. Income salary, consulting fees, honoraria used to support the Investigator’s own research endeavors.
5. Delayed Implementation for Supporting Documentation:
For Other Support submitted on or after January 25, 2022, investigators are required to submit, as supporting documentation, copies of contracts, grants or any other agreements specific to foreign appointments and/or employment with a foreign institution for all foreign activities and resources that are reported in Other Support. If they are not in English, recipients must provide translated copies.
For Other Support submitted between May 25, 2021 and January 24, 2022, these supporting documentation are not yet required. However, NIH may request them as needed.
6. Delayed Implementation for Signature Certification:
For Other Support submitted on or after January 25, 2022, investigators are required to electronically sign their respective Other Support form prior to submission with the certification that the statements are true, complete, and accurate.
For Other Support submitted between May 25, 2021 and January 24, 2022, the signature is not yet required, and we recommend not signing yet as we finalize the formal processes and methodologies internally.
Institutional resources, such as core facilities or shared equipment that are made broadly available, should not be included in Other Support, and rather listed under Facilities and Other Resources.
Other support does not include training awards, prizes, gifts* or start-up support provided to the individual by the applicant organization. (*For NIH’s definition of gifts, please see below).
"Gifts" (Updated 10/26/2021)
NIH defines gifts as resources provided where there is no expectation of anything (e.g., time, services, specific research activities, money, etc.) in return. An item or service given with the expectation of an associated time commitment is not a gift, and is instead an in-kind contribution and must be reported as such. (NIH FAQ’s and Other Support instructions).
While Stanford University policy on gifts aligns closely with this definition, there may be gifts that could come into question. As a result, we ask Investigators to use the guide document linked below to carefully consider and identify any gift that meets the criteria for disclosure for NIH Other Support. The guidance is also applicable for NSF Current & Pending Support.
Stanford NIH & NSF Gifts Disclosure Guidance(updated 10/25/2021)
Gifts Disclosure Webinar Recording (updated 10/26/2021)
NIH requires that investigators disclose in-kind resources that are currently used in their research endeavors. This includes the “provision of high-value materials that are not freely available (e.g., biologics, chemical, model systems, technology, etc.).”
Examples to consider include but are not limited to: molecules, biologics, chemicals, vectors, data, libraries, model systems such as transgenic mice, cell lines, or other resources, etc. provided by companies, outside entities, and external collaborators/colleagues for use in your research, provided under agreements.
Also consider additional in-kind support provided by companies, outside entities, and external collaborators/colleagues, such as data sets, cloud storage space, equipment loans, and transfers of goods and services that occur under unfunded collaboration or other agreements.
Do not report items that you purchased from companies, as they are not “in-kind” support.
Only materials and resources provided to the Investigator within the past 3 years, that are actively being used, must be included in Other Support. If it is a continuous resource or contribution (i.e. services) or a renewing resource (i.e. data that is updated or added to continuously), then it should remain disclosed.
Stanford NIH In-Kind Contributions Disclosure Overview and Detailed Guidance(updated 11/9/2021)
Examples of How to Disclose NIH In-Kind Contributions in Other Support(updated 11/9/2021)
In-Kind Resources Disclosure Webinar Recording - (updated 11/10/2021)
Other Support Format Pages and Instructions (updated March 2021)
NIH Frequently Asked Questions (FAQs) – Other Support and Foreign Components
NOT-OD-19-114: Reminders of NIH Policies on Other Support and on Policies related to Financial Conflicts of Interest and Foreign Components
Foreign Component FAQs and Samples (from School of Medicine’s Research Management Group)
Protecting U.S. Biomedical Intellectual Innovation
Need further assistance? Have questions and/or feedback? Please submit questions and/or feedback and a member of the ORA-RMG Disclosures Team will respond to you shortly.