Virtual Meeting Phases & Options

In addition to the standard, SUBMIT, READ, and EDIT phases for all meetings, there are two additional required phases (Introduction and Discussion) and one conditional sub-phase (Cluster Discussion) that are utilized for Virtual Meetings.

NOTE: All times are in Eastern Standard Time/ Eastern Daylight Time.

  • INTRODUCTION Phase - This required phase occurs after the READ phase and before the DISCUSSION phase.
    • Business: During this phase, reviewers can "rescue" applications that the SRO/ESA* has designated as "Lower Half" so that they can be discussed.
    • SRO/ESA: If the Meeting Chair has a conflict with any application in the meeting, the SRO/ESA can designate an "Application Chair" for the discussion of that application.
  • DISCUSSION Phase - This is a required phase and must occur after INTRODUCTION. 
    • Business: Reviewers are granted access to participate in a sequential *OR* asynchronous discussion of applications on individual application discussion boards.
      • Sequential: SRO/ESA has designated specific Cluster DISCUSSION Start/End times AND/OR review order.
      • Asynchronous: No specific Cluster DISCUSSION Start/End times AND/OR no review order.
    • Cluster DISCUSSION Phase - When a review meeting has applications that have been grouped by cluster, the SRO has the ability to set discreet DISCUSSION phases specifically for each cluster. Unless specifically noted in the "Cluster Discussion Dates" portion of the Meeting Information header(Closedclick to view), cluster discussion dates will default to the length of the entire DISCUSSION phase.

      • VM Meeting Information showing clusters

    • SRO/ESA provides input only when needed on Discussion Forum, and the SRO can edit posts
    • SRO/ESA assigns “Application Chair” per application basis if Meeting Chair has Conflict with an application
    • SRO/ESA makes a change to meeting procedures – SRO/ESA posts a meeting-wide announcement to clarify
    • SRO/ESA pauses meeting if necessary
      • If the meeting is placed on Hold, the Meeting Wide Announcements section will display a message with the hold information similar to the one below. Another announcement will be automatically posted when the SRO resumes the meeting.
        Meeting Hold message in Meeting Wide Announcments.

TIP: *Other Transaction Authority (OTA) — Some screens and terminology may differ to accommodate review of OTA, a type of award that is neither a grant nor a contract but a different way of funding that is used across NIH. These changes will typically not be visible to NIH or agency reviewers.