Transcript URA Training Seminar: eRA Commons xTrain

URA Training Seminar:
eRA Commons xTrain
Vanessa Rook
December 9 & 10, 2010
University Research Administration
What is xTrain?
xTrain provides program directors,
administrators, and trainees the ability to
electronically process and submit
appointment forms and termination notices.
As of January 1, 2011, xTrain is required for all
appointments and terminations!
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Handouts
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Quick Reference for Trainees
Quick Reference for PD/PI’s
Appointments – Step by Step
Terminations – Step by Step
Common Errors in the System
NIH xTrain Frequently Asked Questions
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Grants Supported
in xTrain
• Kirschstein-NRSA undergraduate institutional training grants (T34 –
appointment forms only)
• Kirschstein-NRSA predoctoral and postdoctoral institutional training grants
(T32, T35, T90, TL1, and TU2)
• Kirschstein-NRSA fellowships (F30, F31, F32, and F33 – termination notices
only)
• National Library of Medicine institutional training grants (T15)
• Research education awards (R25, R90)
• Institutional career development awards (K12, KL2, KM1)
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xTrain Roles
Principal Investigator (PI) –
• The role of the PI within the eRA Commons portal is
to complete the grant administration process or to
delegate this responsibility to another individual.
• A PI may only access information pertaining to the
grant(s) on which he/she is the designated PI.
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xTrain Roles
Trainee (Trainee) – Pre/Postdoc or Graduate Student
• Uses the Commons xTrain Trainee role to
electronically manage appointments for awarded
Training Grants.
• View his/her own PDF-formatted Appointments/
Amendments/Terminations and their routing
history
• Update and route his/her own Appointments/
Amendments/Terminations
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xTrain Roles
Business Official (BO) – URA Manager
• The Business Official submits the Termination
Forms to the Agency.
• The BO can view Training-Grant-related items
such as the Trainee Roster, list of grants, grant
summary, routing history and PDF-formatted
appointments/amendments/terminations
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xTrain Roles
Assistant (ASST) – Department Administrator
• The Assistant (ASST) is delegated access by a
PI to his/her account to assist with data entry
and completion of xTrain functions – similar to
ESNAP delegation
• (except submitting to agency – this must be
done by the PI)
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Delegation of xTrain
Authority
1. PD/PI selects the Admin tab - > Accounts - > Delegate xTrain Authority
2. PD/PI selects the user from the list of Current Institution Users - click the Assign button
3. PD/PI clicks the Save button on the Delegate xTrain Authority Confirmation screen to complete the action
5. The Delegate xTrain Authority Confirmation screen appears - click on the Save button to complete
Note: If your name is not in the list, it is because you do not have the ASST role.
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Setting Up Accounts
Requesting a Commons Account
If a Commons account needs to be created or edited, please email the URA listserv
that handles Commons accounts: [email protected]
In order to receive a Commons account, provide URA with the following information:
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Full name with correct spelling
@uchicago.edu email address
Role in Commons
After the account has been created, a confirmation email from Commons will be sent,
prompting log-in. The administrator who requested the account will get an email
confirmation from URA with the Commons ID as well.
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Adding Trainees to a
Roster
Some Administrators have taken an extra step – reminding their
students before the Commons account has been created with
a personal email:
Sometime in the very near future you will receive an email from [email protected] with the
subject line: eRA Commons: A new Account has been Requested for __________ (your name
will be inserted here).
The NIH has gone paperless and is now processing all appointment and termination forms
electronically. Please following the instructions to get your era Commons account set
up. Remember to make note of the username that you are assigned.
Once you get the email that once you get this email you take care of setting up your account as
soon as possible and to please notify me once you receive the confirmation that your account has
been set up.
As always feel free to contact me with any questions you may have.
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Adding Trainee to a
Roster
When a new Commons account is created, the Trainee will receive an email
from NIH asking them to confirm their account.
Have your Trainees follow the instructions in the email as
soon as possible to avoid processing delays.
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Adding Trainees to
a Roster
Make sure that the Trainee completely fills out their profile in Commons. This
can cause errors later in the appointment/termination process.
It can be a good practice to sit down with your Trainees one by one to go through each tab in their
profile, and to do appointments and terminations together to make sure key information is not
missing.
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Adding Trainees to a
Roster
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Appointments
Adding Trainees to the Roster is the beginning of
the Appointments process
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Appointments
If you do not have the Trainee’s Commons ID, search for them by NAME
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Appointments
The 2271 Form is opened and pre-populated with information
pulled from the Trainee’s profile.
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Appointments
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Check over pre-populated information
Fill in each red star (*)section
Enter in Period of Appointment dates
Select Stipend Level and enter in Stipend/Salary/Other - > SAVE
a) If the stipend is showing up incorrectly, just save the
appointment and then go back. It should automatically fix it.
5. Add Tuition and Travel.
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Appointments
Action buttons appear at the bottom of the form after the initial Save
Once the form is ready, click Save & Route to Trainee.
The system will check the form for errors prior to routing.
Any identified errors must be corrected prior to routing.
Warnings are addressed at your discretion.
NOTE: If you need to amend the 2271, do not start a new one. Click
on the Amend 2271 on the Trainee Roster Screen.
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Appointments
Trainees must then review the Appointment, and Save & Route to PI
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Appointments
PI will review and Route to the Agency
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Payback Waivers
If you are appointing a Postdoc, Payback Waivers still need to be
done in paper version and mailed hard copy to the agency.
These forms are available for download in the Trainee Roster
screen view after the Trainee’s profile has been filled out and
the Appointment has been saved.
Mail confirmation of permanent residency (if needed) must also
be sent in after the Appointment is submitted electronically.
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Trainee Roster Screen
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Terminations
In the Trainee Roster Screen, click on the “Initiate TN” next to the appropriate Trainee.
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Trainee information is pre-populated. Review for errors
Select BO
Modify Termination Date (if needed) for an Early Termination
Post Award information - Additional Information can be filled in by the Trainee
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Terminations
1. ASST Saves and Routes form to the Trainee
2. Trainee fills out rest of information and Saves and Routes to PI
3. The PD/PI cannot submit the Termination Notice. It must be routed to the BO for Processing.
BO Reviews and then Submits the Termination to the Agency.
Note: If the Trainee does not route the Termination Notice to the PD/PI within 14
days, the system will automatically route the Termination Notice to the PD/PI.
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Hints and Tips
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Logging in/Affiliations
PI Affiliations
Paper Appointments
Roles
Data and Data Style
Comment Boxes
Commons Accounts
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Discussion
Pros and Cons of System
What do you like?
Frequent issues
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Resources
This is a list of links and resources
that can help you while you work
in xTrain, and served as references
for this presentation.
URA Website
http://researchadmin.uchicago.edu/submitting/era_commons/xtrain.shtml
As always, email the
[email protected]
listserv with any questions, or call
Vanessa Rook (2-2925) before
contacting the Commons Help
Desk.
Training Grants Listserv
[email protected]
For mistakes involving
information/data on the forms that
cannot be corrected by the Admin,
contact your GMS/Program
Manager at NIH and make the URA
Manager aware of any issues.
eRA Commons xTrain External / Institutional User Guide (PDF):
http://era.nih.gov/files/xTrain_External_UG_2.22.0.0_07-02-09.pdf
BSD Training Grant Chalk Site
Contact Dawn David for access ([email protected])
eRA Commons – xTrain
http://era.nih.gov/services_for_applicants/other/xTrain.cfm
xTrain for Institution Users NIH Regional Workshop – 2008 (PowerPoint):
http://era.nih.gov/virtualschool/external/xTrain_for_Institution_Users_sm.pdf
eRA Commons Virtual School:
http://era.nih.gov/virtualschool/external/xTrain_Main.htm
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