How to Use eRA Commons - Office of the Vice Provost
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Transcript How to Use eRA Commons - Office of the Vice Provost
How to Use eRA Commons
NOVEMBER 19, 2013
PRE-AWARD TOPICS MODULE
SESSION 8 OF SERIES III
AAPLS
(APPLICANTS & ADMINISTRATORS
PRE-AWARD LUNCHEON SERIES)
Goals of this Session
Basic understanding of eRA Commons and its
functions including:
Roles and responsibilities
RPPR reporting
xTrain
What is eRA Commons?
Acronym for Electronic Research Administration
Online interface with NIH
Administrative information relating to grants can be accessed
by both NIH and the applicant institution
Who Needs an eRA Commons Account?
Principal Investigator
Postdoctoral Scholar
Graduate Students
Who work on an NIH-sponsored project(s) for one calendar month
or more
NRSA trainees (pre-doc and post-doc)
Administrator with Grant Responsibilities
Has limited authority and capabilities
Signing Official (pre-award representative)
Business Official (post-award representative)
New and Early Stage Investigators
New Investigator(NI) : applicant who has not yet
competed successfully for a substantial NIH grant
Early Stage Investigator(ESI): NI who has just
completed his/her terminal research degree or
medical residency within the past 10 years
To encourage early transition to an independent
scientific career, NIH encourages ESIs to apply for
R01 grants when seeking 1st time NIH funding
ESIs will be identified and the career stage of applicant will be
considered at time of review and award
eRA Commons Registration and Changes
The Office of Research Administration (ORA) is the
“systems administrator”
Initiates account registration process (with the exception of
T32 trainees)
Unlocks accounts
For account setup, email Vicki Laake with new user’s
name and role
Account stays with user throughout his or her career
and can be updated to reflect changes in institution,
etc
Main Features of eRA Commons
https://commons.era.nih.gov/commons/
Use blue ribbon at top of screen to navigate the site
Primary functions/modules include:
Admin
Institution Profile
Personal Profile
Status
search for active awards and pending applications, and view
corresponding applications, award notices, and non-competing
progress reports
RPPR
assign account delegations/proxy access
prepare and submit non-competing progress report for SNAP awards
xTrain
appoint and terminate NRSA-sponsored trainees and amend
previously-approved appointments
Main Features of eRA Commons, cont.
Admin Supp
submit Administrative Supplement applications
eRA Partners
Research Project Performance Report (RPPR)
Replaced eSNAP effective July 1, 2013 as the means
to submit non-competing progress reports for SNAP
awards
Due the 15th of the month preceding the month in
which the current budget period ends
If the end date = November 30th, the due date = October 15th
To access, select “RPPR” followed by:
The applicable “Federal Grant Identifier”
“Initiate”
“Edit”
Main Components of RPPR
Cover Page
Verify pre-populated information and select Signing Official
Accomplishments
Products
“Publication” sub-section represents the most significant
change to the non-competing progress report
Resulting publications must be identified in “MyBibliography” and
have a PMCID number to be reported to NIH
Main Components of RPPR, cont.
Participants
Identify personnel who worked 1 calendar month or more
Identify changes in effort that will occur in the next budget period that
represent a reduction of 25% or more from the effort that was previously
approved
ONLY for the PI and “Super Key” Senior/Key Personnel (those Senior/Key
Personnel that are named in the Notice of Award)
Identify new Senior/Key Personnel
Identify changes in Other Support for Senior/Key Personnel
Impact
Changes
Identify delays in progress towards previously-stated goals
Special Reporting Requirements
Document training in human subject research
Identify whether there will be an unobligated balance that represents
25% or more of the budget awarded for the current budget period
(include prior year carry-forward)
Submission of RPPR
Use the “Check for Errors” feature to verify that all
fields have been completed
Use the “Route” to send it to the designated Signing
Official for review and submission to NIH
Prepare and submit:
Internal Sponsored Coordination Form
Financial Interest Disclosure Form for each Senior/Key Person
at Tufts
ONLY if there are changes to the information previously disclosed
via the html FCOI Form or the html FCOI Form was not
completed
xTrain
Replaced the PHS 2271 Statement of Appointment
Form and the PHS 416-7 Termination Notice
effective January 1, 2011
Appointment must be submitted to NIH as of the day
the training begins and trainee must be terminated
within 30 days of the day the training ends
To access, select “xTrain” followed by:
Applicable “Grant Number” to view summary of appointments
for current budget year and corresponding Notice of Award
“Trainee Roster” to view summary of appointments by name
and budget year, create a new appointment, amend an
appointment, or terminate an appointment
Creating a New Appointment
Can be initiated by the PI or his or her administrator via proxy
access
Select “Create New Appointment” in the applicable budget
period
Enter “Trainee User ID” if known or select “Identify Trainee” to look-up
user ID or create a user ID by selecting “Create New Trainee Profile”
Select “Create New Appointment”
Complete all required fields and make sure the appointment period is for 9
months or more
To route to trainee, return to main dashboard and select “2271
Form” under “Action”
Trainee must also complete his or her personal profile
Once approved by trainee, PI must use the main dashboard
and select “2271 Form” under “Action” to route to NIH
Amending an Appointment vs. Re-Appointment
Amendment: a change made to the trainee’s
appointment for the current budget period (i.e.
additional funds)
Re-appointment: the continuing of the trainee’s
appointment into a new budget period
Use the main dashboard and select “Amend 2271”
under “Action”
Terminating an Appointment
Use the main dashboard and select “Initiate TN”
under “Action”
Requires a “Progress Report Summary”
After approved by the trainee and PI, routed to
Business Official (Sponsored Programs Accounting)
for verification of funds allocated vs. spent
Stipend must be paid in full to the penny