Care New England Research

Award Acceptance and Set Up

Congratulations, you’ve received a Just-In-Time request or the sponsor has let you know they’ll be funding your project. It’s time to partner with SPRA to get your award set up and get your project underway. Below you'll find information to help you navigate the Just-In-Time process as well as get your funded project up and running.

Just in Time (NIH Applications)

The Just-In-Time (JIT) process allows NIH to collect time-sensitive information that was not submitted with a competing application. Grantor agencies request this information after peer review. This is an indication that the agency is considering funding an application and should not be taken as a guarantee that a grant will be awarded. Keep in mind that once the impact score has been released the eRA Commons Status screen will automatically show a Just-in-Time link and NIH sends automated emails to any application with an impact score of 30 or less. Neither of these require action and applicants should not submit any information until a specific request is received.

Other Support

Per NIH: Other Support is collected to ensure there is no scientific, budgetary, or commitment overlap. Other Support includes all resources made available to a researcher 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. Other support is most often requested during the “Just-In-Time" process during the application phase and during progress reports.


NIH Other Support


NIH Disclosure Table: Biosketch vs Other Support


Coming soon.

How to Onboard Research Personnel


ClearCompany is Care New England’s hiring platform.

As a Hiring Manager, your core responsibilities in recruiting and hiring employees within ClearCompany are the following: 

  • Creating a Requisition (Replacement, New Existing, or New Non-Existing Positions) 
    • After requisition requests are submitted in ClearCompany and approved by your Supervisor, HR Business Partners work them through the Labor Delivery Team/Position Review Committee (PRC) as needed. You will present your case for requisitions to the Labor Delivery Team/PRC as necessary.
  • Debriefing with your Talent Acquisition (TA) Partner for the candidate search
  • Reviewing and Interviewing candidates
  • Declining or Selecting candidates for hire

Note: From the CAREnet homepage, click on the Human Resources link, then Manager Resources, and navigate to the Talent Acquisition section to view the CNE Hiring Process Overview Video and User Guide.

Salary Ranges


Mid Level


Research Assistants




Senior Research Assistants





Non-Employed Research Staff

Network access for non-employed research staff can be requested here. Once the non-employed staff member has completed their assignment, network access should be terminated by filling out this form.

**Procedure for onboarding non-employed research staff (e.g. badge access, occupational health screening, etc.) is coming soon.** 

How to Add Research Personnel to a Program

An Employee Action Form (EAF) must be completed for any personnel who are charging salary to an active grant or contract. EAFs should be submitted to your post-award point of contact.

EAFs also need to be completed if the level of effort changes, an employee is no longer putting in effort on a project, or an employee leaves the organization.

Sanction Screening

The purpose of the CNE Sanction & Exclusion Screening for Excluded Individuals and Entities Policy (Policy Number CNE-CC-001) “is to ensure compliance with State statutes and the federal Social Security Act, 42 U.S.C. §1128 which require healthcare providers to perform sanction screenings prior to the hire of employees and independent contractors or the engagement of individuals or entities supplying goods or services.” 

Sanction screening must be done on all research vendors, collaborators (not employed at CNE), consultants, contractors, CROs, sponsors, or institutions prior to engaging in contract discussion.  

Research participants are considered patients for the purposes of sanction screening and do NOT need to be screened. 

More information can be found here.

How to Set Up a Sub Award

CNE as Prime

  • Subsites need to provide a budget and scope of work which is submitted to SPRA
  • The subcontract agreement will be created in consultation with the CNE PI
  • DUAs/MTAs will be put in place as needed
  • The CNE PI will sign the agreement
  • The agreement will be sent to the subcontract institution for signature, thereby partially executing the agreement
  • CNE OU will sign the partially executed agreement thereby fully executing the agreement.

CNE OU as Sub Institution

  • CNE OU will provide the budget and scope of work to the Prime institution
  • IAAs/Data Use agreements will be put in place as needed
  • The subcontract will be sent to CNE SPRA for signature. 
  • Once signatures at CNE and the Prime institution have been secured, a copy of the fully executed agreement will be sent to CNE to file.
  • Once the fully executed agreement is in place, invoicing can begin.

Subrecipient Monitoring

As the prime site, CNE is responsible for monitoring its sub-recipients to ensure compliance with sponsor requirements, and where applicable, OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) (“Uniform Guidance”), specifically §200.332. 

Sub-award monitoring is carried out jointly by the Principal Investigator and SPRA according to the institution’s roles and responsibilities.


What happens if the indirect rate changed since my proposal?

Whatever rate is effective at the start of the award period is effective for the entirety of the project.