NIH Institutional Training Grants CLASP Elective July 9, 2014 Faculty Brenda Kavanaugh, Office of Research and Project Administration Cheryl Meiers, Office of Research Accounting and Costing Standards Terry.
Download ReportTranscript NIH Institutional Training Grants CLASP Elective July 9, 2014 Faculty Brenda Kavanaugh, Office of Research and Project Administration Cheryl Meiers, Office of Research Accounting and Costing Standards Terry.
NIH Institutional Training Grants CLASP Elective July 9, 2014 Faculty Brenda Kavanaugh, Office of Research and Project Administration Cheryl Meiers, Office of Research Accounting and Costing Standards Terry Messenger, Office of Research Accounting and Costing Standards Continuous Learning for Administrators of Sponsored Programs Objectives • NIH Institutional Training Grants (T) • Pre-award perspective • Post-award perspective • xTrain Continuous Learning for Administrators of Sponsored Programs What is an NIH “Institutional training grant”? Assistance award • Awarded to eligible institutions • “to develop or enhance research training opportunities for individuals, selected by the institution, who are training for careers in specified areas of biomedical, behavioral and clinical research” (NIH Grants Policy Statement) • NRSA = National Research Service Award Continuous Learning for Administrators of Sponsored Programs Ruth L. Kirschstein First female Director of an NIH Institute Later, Deputy Director and Acting Director of NIH • Her work led to the Polio vaccine that virtually eliminated the disease • Strong advocate for research training, especially inclusion of underrepresented individuals in science Continuous Learning for Administrators of Sponsored Programs Why does NIH award institutional training grants and why do we want them? • “to ensure that there will be adequate numbers of diverse and highly trained scientists to assume leadership roles related to the Nation’s biomedical and behavioral research agenda” (NIH Grants Policy Statement) • Provide stipend and tuition support for graduate students and post-docs Continuous Learning for Administrators of Sponsored Programs NIH Institutional Training Grant: “A grant of a different color” • Proposal stage - different forms, different budget guidelines, significant amount of data required for submission • Post-award process – more forms (via xTrain), payback agreements, strict policy for allowable expenses, challenging close-out process • The good news? Submission went electronic in 2010! Continuous Learning for Administrators of Sponsored Programs NIH Institutional Training Grant: Deadlines Institute NCI NEI NHLBI January 25 X May 25 X X X X NHGRI X NIA NIAAA NIAID NIAMS NIBIB NICHD NIDCD NIDDK NIDA NIEHS X X NIGMS September 25 X X X X X X X X X X X NIMH X NINDS NINR FIC NCCAM X X X X NCATS X X X X http://grants.nih.gov/archive/grants/guide/contacts/PA-10-036_contacts.html Continuous Learning for Administrators of Sponsored Programs Comments AIDS dates: 5/7; 9/7; 1/7 AIDS date 9/7 Jan 25 - new/competing/resubmission; AIDS 5/7 Sept 25 - resubmission/amended only; AIDS 1/7 New application should be submitted May 25. Competing renewal accepted at most application deadline; AIDS dates: 1/7, 5/7, 9/7 AIDS date 9/7 AIDS date 9/7 AIDS date 1/7 AIDS date 9/7 AIDS date 9/7 AIDS date 9/7 AIDS date 9/7 AIDS date 9/7 AIDS date 9/7 AIDS date 9/7 Predoctoral accepted during all three deadlines; Postdoc T32 only accepted on January 25 deadline, AIDS dates: 1/7, 5/7, 9/7 AIDS application; all standard AIDS application dates apply AIDS date 9/7 AIDS date 9/7 AIDS date 5/7 AIDS date 5/7 AIDS dates: 5/7, 9/7, 1/7 Proposal Stage: What do I do first? • NRSA Home Page (links to T Kiosk) http://grants.nih.gov/training/nrsa.htm • Additional IC specific Program Announcements • IC specific web sites • SF424 Instructions (Section 8) http://grants.nih.gov/grants/funding/424/index.htm • NIH Grants Policy Statement http://grants.nih.gov/grants/policy/nihgps_2013/ Continuous Learning for Administrators of Sponsored Programs Proposal Stage: What do I do first? • Introduction to data tables (Appendix B) http://grants.nih.gov/grants/funding/424/datatables_intro.pdf • eRA Assembly of the SF424 (R&R) “T” Institutional Research Training Award Application http://grants.nih.gov/grants/funding/424/index.htm#data Continuous Learning for Administrators of Sponsored Programs Remember!!! • $500,000 direct costs or more per year (Check specific IC website to be certain this applies) • Contact the IC program staff at least 6 weeks before submission • Obtain agreement from staff to accept the application • Identify the IC staff member in mandatory cover letter submitted with the application Continuous Learning for Administrators of Sponsored Programs Preliminary Preparation • Identify the preceptors/mentor/trainers • Determine what kind of “slots” (trainees) • Graduate students (Pre-docs) • Post docs • “short-term research training” • students in health professional degree programs • Determine number of “slots” to request Continuous Learning for Administrators of Sponsored Programs What is a preceptor/mentor/trainer? Individuals who contribute to the training program and are involved in the research area that is the focus of the training grant Faculty who will mentor the trainees appointed to the training grant Continuous Learning for Administrators of Sponsored Programs What does a preceptor provide for submission? • • • • • • • • NIH Biosketch NIH Other Support Training Record Information regarding resources available to trainees All applicable UCAR approval information All applicable IRB approval information Description of their research Collaborations with other preceptors on the project Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 (Pg I-161) Section 8.1: Introduction Guidance only when there is a difference in the required information Section 8.2: Institutional Research Training Programs T Kiosk http://grants.nih.gov/training/T_Table.htm Section 8.3: Reserved Section 8.4: Special Instructions for Institutional Training Grant Applications Standard instructions found in Parts I.1-I.6 with exceptions Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 (Pg I-161) Section 8.4.1: Proposed Project Start and End Dates Typically July 1 Section 8.4.2: Special Instructions for Research and Related Project/Performance Site Locations All locations where training or program management occurs Section 8.4.3: Special Instructions for Research & Related Other Project Information • Are Human Subjects Involved? Check “Yes” if definite or potentially definite • Are Vertebrate Animals Used: Check “Yes” if definite or potentially definite Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.4.3: Special Instructions for Research & Related Other Project Information • Item 7 – Project Summary/Abstract - no longer than 30 lines of text – Objectives, rationale and design • Item 8 – Project Narrative: relevance of research training program to public health (lay language) • Item 9 – Bibliography & References Cited • Supporting the need, rationale and approach for the training program Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.4.3: Special Instructions for Research & Related Other Project Information • Item 10 – Facilities & Other Resources • What will be used in the proposed training program? • How will the institution support training program? • • • • • Space, shared laboratory facilities, equipment Funds for curriculum development Release time for the PD/PI and participating faculty Support for additional trainees in the program Other creative ways to improve climate for the growth of the research training program • Item 11 – Equipment • Item 12 – Other Attachments - N/A unless requested by the FOA Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.4.4: Special Instructions for Senior/Key Person Profile (Expanded) Component • Only for PD/PIs and other individuals whose contributions are critical to Research Training Program Plan • Do not include proposed mentors and training faculty members in this section • Biographical Sketches for mentors and participating faculty will be included in the PHS 398 Research Training Program Plan Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.4.5: Special Instructions for Research & Related Budget Do not use for NRSA Institutional Training Grants unless required in an FOA or IC specific notice Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.4.6: Special Instructions for 4.6 PHS 398 Cover Page Supplement • Item 2. Human Subjects - If “Yes” on the R&R Other Project Information screen • Is it a defined clinical trial (Y or N) • Is it a defined Phase II clinical trial (Y or N) • Item 4. Human Embryonic Stem Cells (HESC) • Do training plans include or potentially include involvement of trainees in projects that include human embryonic stem cells (Y or N) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget (Appendix A) • Part A. Stipends, Tuition/Fees • Enter # of trainees • Total stipend amount • If a category contains different stipend levels, itemize in the appropriate blocks • Enter the total stipends for all categories • Use current rates available at http://grants.nih.gov/grants/guide/notice-files/NOT-OD-14046.html (Appendix B) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget Part A. Stipends, Tuition/Fees • Tuition at postdoc level is limited to specified courses described in Budget Justification (Part F) • Tuition and fees requested must equal that charged to regular non-Federal supported students and postdoc fellows • Health insurance is not part of this budget category. See Training Related Expenses category • Request full needs - current formula will be applied by NIH awarding component at the time of award Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget Part A. Stipends, Tuition/Fees • Allowable costs provided they are applied consistently to all persons in similar training status at the institution • No escalation of stipends in future years (current stipend level will be applied at the time of award) • Tuition/Fees and Stipends are considered Trainee costs and cannot be used for anything else without prior approval Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget • Part B. Other Direct Costs • Trainee Travel – check the FOA to see what is allowed • Budget Justification - state purpose, number of trips, destinations, number of trainees – must be coach class, justify foreign travel in detail (importance to training experience) • Awarded on a per trainee basis • Allowable amounts vary between institutes • Normally used to travel to scientific meetings • Travel between residence and domestic training site not allowed (with exceptions) • Travel for purposes of recruitment not allowable • Travel to foreign institutes may be allowable, U.S. flag air carriers required Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Training Related Expenses (TRE) • Formula calculated on a per trainee basis Currently $4,200 for Predoctoral trainees $7,850 for Postdoctoral trainees May be used for: health insurance staff travel staff salaries equipment consultant costs research supplies other expenses directly related to the training program • Current TRE level will be applied at time of award Continuous Learning for Administrators of Sponsored Programs Health insurance/fees • Health insurance/fees only for single or family coverage • NIH will not award supplemental funding for family coverage • No longer awarded in aggregate with tuition funds • Awarded as a training related expense (which means they can be re-budgeted and are no longer excluded from F & A costs) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget • F&A costs fixed at 8% excluding tuition/fees, equipment and subawards in excess of $25,000 Continuous Learning for Administrators of Sponsored Programs NRSA Stipend & Other Budgetary Levels Effective for FY 2014 (Appendix B) Institutional Training Grants Award Category Stipend (FY14) Tuition/Fees Training Related Expenses Trainee Travel (per trainee) F&A Predoctoral Postdoctoral NEW NEW $22,476 $42,000-$55,272 60% up to $16,000 60% up to $4,500 60% up to $21,000 for dual 60% up to $16,000 for degree additional degree $4,200 $7,850 (includes health insurance) (includes health insurance) $400 - $1,000 (typical range; varies by NIH awarding component) 8% (excludes tuition/fees, equipment, subawards > $25K) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component – Check your particular FOA before starting • Information in Items 2.2– 2.4 collectively limited to 25 pages • Information in items 2.5 - 2.14 not part of 25 page limitation Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Required data tables • Not counted toward the page limitations • Graduate Studies and/or Department Administrators are key offices to acquire data • ORPA can provide a list of current T awards • Faculty’s CV may identify list of trainees • Training program directors will be your resource for information about trainees and publications • The Internet! Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Required data tables identified by number • Pre-numbered, formatted tables available online • Tables not required by particular grant mechanism or FOA and intentionally left blank should be included and titled appropriately Additional tables identified by letter • not required, may be included • Will count toward the 25 page limit • Identify by letter, not number to avoid confusion Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Introduction to Data Tables – READ THIS FIRST http://grants.nih.gov/grants/funding/424/index.htm#datatables_intro (Appendix C) Instructions and Sample Data Tables 1-12 are located at: http://grants.nih.gov/grants/funding/424/datatables_sampleall.pdf (Appendix D) • Gather as much information from your Institution, PI and participating faculty before starting your tables • Utilize Graduate Studies and Departmental Administrators to acquire information Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Item 1. Application Type – pre-populated from SF424 Cover Component • Item 2. Research Training Program Plan Attachments – general • Page limitations referenced in the instructions and/or FOA must be followed Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Item 2. Research Training Program Plan Attachments – general (cont’d) • Text attachments should be converted to PDF • Avoid scanning text attachments to convert to PDF • Save files with descriptive file names like “Program Plan”, “Proposed Training” etc. • DO NOT USE SPECIAL CHARACTERS Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Item 2. Research Training Program Plan Attachments – general (cont’d) • • • • • • No header or footer on attachments No page numbers Attachments are specific to Training Grant Programs eRA Commons will validate and generate errors/warnings eRA Commons will link together as a single Research Plan Begin each text section with a section header (Introduction, Background, Program Plan, etc.) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 1. Introduction – 3 pages • 2. Background – part of the 25 page limit, unless otherwise stated in FOA • Rationale for the proposed research training program, relevant background history, need • Indicate how proposed program relates to current training at institution Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 2. Background – part of the 25 page limit • Summarize participating department research training activities. Complete and refer to the data reported in Tables 1-3 • Table 1 – Membership of Participating Departments/Programs • Table 2 – Participating Faculty Members • Table 3 – Institutional Training Grant Support Available to Participating Faculty Members, Departments or Programs Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. Program Plan – part of the 25 page limit, unless otherwise stated in FOA • a. Program Administration – PD’s qualifications, scientific background, current research areas, experience in research training • b. Program Faculty – reference Table 2, Participating Faculty • Describe faculty cooperation, interaction and collaborations in the past. Complete and refer to data in Tables 4-6 Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. Program Plan – part of the 25 page limit • Table 4 – Grant and Contract Support of the Participating Faculty Members • Table 5 (A - Pre & B - Post) – Pre and Postdoctoral Trainees of Participating Faculty Members • Table 6 (A- Pre & B- Post) – Publications of Research Completed by Trainees • Current appointees, past appointees, and representative trainees clearly associated with the training program • Programs requesting both should complete both tables Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. c. Proposed Training – describe the proposed training program • Training level and number of trainees • Course work, research opportunities, extent to which trainees will participate directly in research • Duration of training • How disciplinary and/or departmental components of the program are integrated and coordinated and how they will relate to an individual trainee’s experience Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.c.Proposed Training – describe the proposed training program • For training programs emphasizing research training for clinicians describe interactions with basic science departments and scientists • Include plans for ensuring that the training of these individuals will provide a substantive foundation for a competitive research career • Generally, a minimum of 2 years of research training is required for all postdoc trainees with health professional degrees Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.c. Proposed Training – describe the proposed training program • Provide representative examples of programs for individual trainees • Curricula, degree requirements, didactic courses, laboratory experiences, qualifying examinations, other training activities • Describe how trainer and research areas are chosen • How will trainee’s program be guided • How will trainee’s performance be monitored and evaluated • Include detailed mentoring plans as appropriate Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.d. Training Program Evaluation • Describe an evaluation plan to review and determine the quality and effectiveness of the training program • Provide details! • Internal and External Advisory Committees • Student assessments via exit interviews Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. e. Training Candidates • Describe recruitment plans, sources and availability of trainees • Qualifications of prospective trainees • Criteria by which trainees will be selected Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. f. Institutional Environment and Commitment to Training • Show institutional support, commitment to goals of training program • Describe support for proposed program Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Admissions and Completion Records • Table 7 (A - Pre & B - Post) – For participating departments and programs during the last five years • Trainees associated with institutionally defined departments or programs • Qualifications of Applicants • Table 8 (A – Pre & B – Post). Qualifications of Recent Predoctoral Applicants for each participating department • Trainees associated with institutionally defined departments or programs Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Qualification of Applicants • Table 9 (A – Pre & B - Post) – Trainees clearly associated with the Training Program • Any individual appointed to a training grant until completion AND any individuals who have a training experience identical to those appointed to the training grant • Not trainees associated with institutionally defined departments or programs Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 4. Recruitment and Retention Plan to Enhance Diversity • Required for all training grant activity codes except T34, T36, U2R and all D-series activity codes • Must fit within the combined 25 page limit for sections 2.2 – 2.4 unless otherwise specified in the FOA • Provide a detailed plan! Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 4. Recruitment and Retention Plan to Enhance Diversity • To diversify student and faculty populations, increasing participation of underrepresented individuals in the biomedical, clinical, behavioral, and social science such as: • Individuals from underrepresented racial and ethnic groups • Individuals with disabilities • Individuals from socially, culturally, economically or educationally disadvantaged backgrounds that have inhibited their ability to pursue a career in health-related research Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 4. Recruitment and Retention Plan to Enhance Diversity • Proposed Plans – describe how graduate students and postdocs from underrepresented groups will be identified, recruited and retained • Table 10 – Admissions and Completion Records for Underrpresented Minority Trainees, Trainees with Disabilities, and Trainees from Disadvantaged Backgrounds Clearly Associated with the Training Program (optional for new applications) Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 5. Plan for Instruction in the Responsible Conduct of Research (RCR) – REQUIRED • http://grants.nih.gov/grants/guide/notice-files/not-od-10-019.html No longer part of 25 page limit; has its own separate page limit of 3 pages • Should address incorporation of five instructional components in training program • Format • Subject matter • Faculty participation • Duration • Frequency • • How will instruction be monitored? Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 5. Plan for Instruction in the Responsible Conduct of Research • Trainees participating in research involving human subjects must meet NIH requirement for education in human subject protections • Trainees participating in research with live vertebrate animals must enroll in institutional animal welfare training program Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 6. Progress report (for Renewal Applications only) • Briefly describe the accomplishments of the program and any effects of the training program on curriculum and/or research directions • Describe how the Training Related Expenses (Institutional Allowance) funds were used to benefit the program • For each trainee supported during the period covered, indicate their mentor, and briefly summarize the research conducted by the trainee Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 6. Progress report (for Renewal Applications only) • Table 11 – Appointments to the Training Grant for Each Year of the Past Award • Predocs – Table 12A • Postdocs – Table 12B • Both – Tables 12 A and 12B Continuous Learning for Administrators of Sponsored Programs SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 6. Progress report (for Renewal Applications only) • For previous trainees appointed to the training grant and continuing in training, provide a statement of their status and progress toward program completion Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 7. Human Subjects • If trainee participation is part of other research projects with IRB review and approval, provide list of previously approved research projects (grant number, PI, project title) and their IRB approval dates or exemption designations • If plans indefinite, prior to trainee participation, provide a list (see above) Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 8. Vertebrate Animals • If use of live vertebrate animals is solely as part of other research project grants only, provide list or table of research projects (grant number, PI, and project title and IACUC approval dates) • If plans are indefinite, prior to trainee participation provide a list (see above) • If actual training program involves definite plans to use live vertebrate animals follow instructions in SF424, Part I, 5.5, Item 8 Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 9. Select Agent Research • Complete if trainees will work with faculty who are conducting or planning to conduct research involving select agents • If applicable, follow instructions in section 5.5 of the SF424, Item 9 Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 10. Multiple PD/PI Leadership Plan • Emphasis should be on how it will benefit the program and the trainees • Do not include all mentors as Multiple PD/PIs • If applicable, follow instructions in Section 5.5, Item 10 of the SF424 • 11. Consortium and Contractual Arrangements • If applicable, follow instructions in Section 5.5, Item 11 of the SF424 Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 12. Participating Faculty Biosketches • Follow instructions for NIH Biographical Sketch except that a personal statement is not required for participating faculty • Attach all biosketches as a single pdf document Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 13. Data Tables – REMEMBER • • • • • Review Introduction to the Data Tables Follow Instructions for Data Tables Review Sample Data Tables Tables uploaded in this section as a single PDF Start each table on a new page, “bookmark” the first page of each table by its number. Continuous Learning for Administrators of Sponsored Programs SF424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 14. Letters of Support • Follow instructions in SF424 Section 5.5, Item 14 • 15. Appendix • Do not use to circumvent the page limitations of the Training Plan! • Unless the FOA to which you are responding provides explicit guidance Continuous Learning for Administrators of Sponsored Programs Award Process • Pre-award costs are unallowable • NIH Notice of Grant Award is issued to grantee organization with typical budget period of 12 months • An account number for the program and an internal Notice of Award will be issued Continuous Learning for Administrators of Sponsored Programs Recruitment Keep in mind: • Trainees must be citizens or non-citizen nationals or admitted for permanent residence • Predocs must have received their bachelor’s degree by the start date of their appointment and enrolled in a doctoral program • Postdocs must have received their doctoral degree from an accredited institution by the start date of their appointment Continuous Learning for Administrators of Sponsored Programs Recruitment • Trainees may not be studying for an M.D. or D.D.S or other clinical training EXCEPT when in a formal combined program such as the M.D./Ph.D. • NRSA training grants will not support residency programs Continuous Learning for Administrators of Sponsored Programs Recruitment Don’t forget minority recruitment in underrepresented groups in biomedical and behavioral research! • Minority per NIH means: African Americans, Hispanic Americans, Native Americans, Alaskan Natives, Hawaiian Natives, and natives of U.S. Pacific Islands Continuous Learning for Administrators of Sponsored Programs Appointment Keep in mind: • Trainees are required to pursue their training full time (minimum of 40 hours per week) (work = class time + study time + lab time) • Part-time (minimum of 50% effort) requests are handled on a case by case basis, submitted in writing and countersigned by trainee, program director & authorized institutional official • Training must continue to be at least 50%, anything less requires leave of absence • Stipend will be prorated during the period of any approved part-time training. Part-time training may affect the rate of accrual or repayment of the service obligation for postdoctoral trainees Continuous Learning for Administrators of Sponsored Programs Appointment Important tip: Close-out process will be easier if you appoint individuals at the beginning of pay period Continuous Learning for Administrators of Sponsored Programs Appointment • No one may receive more than 5 years of aggregate NRSA support at the predoc level Or 3 years aggregate support at the postdoc level • An extension may be requested for the following exceptions: • Individuals in a combined program (M.D./Ph.D.) • Interruptions in planned research training • Extension for opportunity to use exceptional training resource Continuous Learning for Administrators of Sponsored Programs Periods of Appointments • Appointment periods may overlap budget periods • Unbooked travel and training related expenses require carryover and this may be a prior approval procedure from NIH Year 1 7/1/010- 6/30/11 Year 2 7/1/11 - 6/30/12 Appointment Period 1/1/11 - 12/31/11 Stipend & Tuition $$ (6 months reported as unliquidated obligation) Continuous Learning for Administrators of Sponsored Programs Administration At the time of initial appointment, at each subsequent annual appointment a new or revised Statement of Appointment form must be submitted via X-Train See Appendix E Continuous Learning for Administrators of Sponsored Programs Administration – Payback • At the time of initial appointment a signed Payback Agreement must be submitted for each postdoc trainee (PHS 6031, Appendix F) Important Note: The Program Director must explain the terms of the payback service requirement to all prospective postdoctoral training candidates (GPS - Appendix G) • When ORPA submits your progress reports, they are certifying that the terms of the payback requirement have been explained to all appointed postdoctoral trainees • Payback Agreements are not submitted via XTrain, must still be mailed in hard copy Continuous Learning for Administrators of Sponsored Programs Administration • Stipend level for first year is determined by number of full years of relevant postdoc experience at time of appointment (relevant experience may include industrial, teaching assistantship, internship, residency, clinical duties or other time spent in a health related field beyond the qualifying doctoral degree). This is calculated based on the month/year that their degree was conferred • Stipend for each additional year of support is the next level in the stipend structure and does not change mid-year Continuous Learning for Administrators of Sponsored Programs Administration Stipend supplementation for postdocs • Positively no PHS funds may be used for supplementation • From non-Federal funds with no obligation to the trainee (exception – with specific authorization, Federal educational loan funds or VA benefits) • Amount of stipend supplementation determined by grantee policy and consistently applied Continuous Learning for Administrators of Sponsored Programs Administration Employee benefits • Trainee, not employee • Inappropriate and unallowable to charge training grants employee benefits (for example, FICA, worker’s compensation, unemployment insurance) Cost principles • A-21 applies (allowable, allocable, reasonable, consistent) Continuous Learning for Administrators of Sponsored Programs Carry forward • Most institutional training grants do not allow for unexpended balances to be carried forward without prior approval • Check your NOGA • Even if carry forward is allowed it may be restricted Continuous Learning for Administrators of Sponsored Programs Progress Reports Must be submitted for noncompeting continuation support RPPR submission type mandated after 10/17/14 Progress reports must include Description of training received by appointed trainees with resulting publications Updated list of UCAR approvals Updated list of IRB approvals Biosketches for new selected preceptors Summary of trainees form (Tables 12A and 12B) Trainee Diversity report – Trainees appointed by ethnicity and race Continuous Learning for Administrators of Sponsored Programs Prior Approvals Required Changes in the program objectives as related to the area of research training Absence of the Program Director for more than 3 consecutive months Transfer of an grant from one domestic institution to another Carry forward as stated in your NOGA Continuous Learning for Administrators of Sponsored Programs Leave • Trainees may receive the same vacations and holidays available to individuals in comparable training positions and continue to receive stipends during vacations and holidays • Sick leave and other leave – can continue to receive stipend for up to 15 calendar days of sick leave per year. • Can be extended under exceptional circumstances by NIH in response to a written request • Sick leave may be used for medical conditions related to pregnancy and childbirth Continuous Learning for Administrators of Sponsored Programs Leave Parental leave Trainees and fellows (either parent) may receive stipends for up to 60 calendar days (= 8 work weeks) per year for the adoption/birth of a child (when those in comparable training positions at the grantee organization have access to this level of paid leave for this purpose) must be approved by the training Program Director (PI). Unpaid leave must be approved in advance by program director and be countersigned by authorized organizational official. Documentation to suspend the period of appointment must be completed by submitting an amended Statement of Appointment form and a Termination Notice to NIH Continuous Learning for Administrators of Sponsored Programs Grant Termination • May be terminated if grantee has materially failed to comply with terms and conditions of award or to carry out the purpose for which it was made • IC will notify grantee in writing of this determination to terminate, giving the reason, the effective date and the right to appeal the decision, all in writing • Grantee may also request termination Continuous Learning for Administrators of Sponsored Programs Closeout • No invention statement required • Closeout process occurs annually • Remember unliquidated obligations Continuous Learning for Administrators of Sponsored Programs xTrain • Allows grantee institutions to electronically submit and track required paperwork for research training grants o PHS 2271 Appointment Forms (Appendix o E) PHS 416-7 Termination Notices (Appendix H) • REQUIRED as of January 1, 2011 Continuous Learning for Administrators of Sponsored Programs Benefits of xTrain • Accelerates the NIH approval process • Reduces chance of data entry errors • Provides institutional and NIH users with an ongoing record of status for the forms Continuous Learning for Administrators of Sponsored Programs xTrain • Website for xTrain tutorials, presentations, etc. http://era.nih.gov/era_training/xtrain.cfm • Website for xTrain User Guide http://era.nih.gov/files/xTrain_external_user_guide.pdf • Website for xTrain Online Help http://era.nih.gov/erahelp/xtrain/default.htm • Website for FAQs http://era.nih.gov/commons/faq_commons.cfm#XVI Continuous Learning for Administrators of Sponsored Programs xTrain Helpful Hints • When completing summary of training field • The system will not accept: • Blank lines in summary • Exceeding 2000 characters • If copying summary from Word note special characters do not transfer. • Remind trainee to route document back to PI • Many trainees click “Save” thinking they have routed the document. • If the Trainee terminates early, click the “Modify Termination Date” button and the system will automatically amend the end date and recalculate stipend Continuous Learning for Administrators of Sponsored Programs xTrain Roles and Responsibilities • Program Director (PD/PI) • Responsible for programmatic direction of the training program • Initiates Appointing Trainees, amends Appointment Forms if necessary and initiates Termination Notices • Can delegate authority to perform xTrain related functions on his/her behalf using ASST role up to, but not including, submitting forms to Agency Continuous Learning for Administrators of Sponsored Programs xTrain Roles and Responsibilities • PD/PI Delegate (ASST Role) • Delegated by PD/PI. Performs xTrain functions on behalf of the PD/PI • Receives same notifications and performs same actions as the PD/PI with the exception of submission to Agency Continuous Learning for Administrators of Sponsored Programs xTrain Roles and Responsibilities • Trainee • Person at the grantee institution to be appointed as a Trainee on a training grant • Must have the opportunity to carry out supervised biomedical or behavioral research with the goal of developing or extending their research skills and knowledge Continuous Learning for Administrators of Sponsored Programs xTrain Roles and Responsibilities • Signing Official or Business Official • Responsible for approving and routing Termination Forms to the Agency Continuous Learning for Administrators of Sponsored Programs xTrain Trainee Appointments • Before initiating an Appointment Form in xTrain verify the following: • Trainee does not already have an eRA profile • Search by their name • Always use existing profile • Budget period of appointment • Current email address for trainee • Appointment start and end dates • Amounts for stipend, tuition/fees and travel Continuous Learning for Administrators of Sponsored Programs xTrain Trainee Appointments • Has the trainee been appointed to any other training grant previously? • What was the grant number? • How long were they appointed to that grant? • If in doubt of which stipend level to use always send a copy of the trainee’s CV to your GMS for verification • Pay attention to the grant year on the form. You may have to change the year and save the document in order for the stipend amounts to be correct Continuous Learning for Administrators of Sponsored Programs X Train Trainee Appointments • Save & Route to Trainee • The system will check for errors prior to routing to trainee • Errors must be corrected before you can continue • Warnings will go through the system without problem but should be reviewed. • A common warning is that period of appointment cannot extend past period of award. This can be ignored, except for the last year of your project period. You must request a no cost extension by sending a written request signed by the PI and business official requesting the extension to enable appointments past the end date. • You can add a personalized message to trainee in the comments section if desired • After verification, click “save and route to trainee” button Continuous Learning for Administrators of Sponsored Programs Inviting Trainees to Register in xTrain • When PD/ASST creates New Appointment they are prompted for Trainee’s User ID • Once Trainee has been identified, or new profile created you will be directed to the Appointment form to enter basic information about the appointment. • A box at the bottom of the screen will prompt you to “Invite Trainee Now” or “Invite Trainee Later” • Trainees receive an automated email from xTrain asking them to complete the Appointment Form Continuous Learning for Administrators of Sponsored Programs Trainee Information in eRA Commons and xTrain • Trainees receive an automated email from xTrain notifying them they have been appointed to a grant and are directed to the xTrain website • Trainees should verify • Correct name spelling • SSN (last 4 digits) • Email • Degrees • Specialty board • Dual degree (if applicable) • Prior NRSA support • Citizenship status Continuous Learning for Administrators of Sponsored Programs Trainee Information in eRA Commons and xTrain • Once trainee has verified all information in the profile and on the Appointment form they then click “Save” • If they have any questions, they can contact the PI and or ASST prior to routing the document further • Once all questions have been resolved the trainee should click “Save and Route to PI” • PI is the only one who can submit appointment forms • Trainee should view the PDF document and print a copy of the Appointment Form for their records • Payback agreements for Postdocs must be printed, signed and mailed to the NIH • All Permanent Resident trainees appointed must have original Notarized copy of their green card mailed to the NIH Continuous Learning for Administrators of Sponsored Programs xTrain Termination Forms • PI or ASST initiates the Termination Notice in xTrain • Pre-populated Termination Notice is in xTrain with information pulled from Trainee profile • Clicks the “save and route to Trainee” button • You have the opportunity to send the trainee a message when the Termination Form is routed • Trainee receives automated message from the Commons requesting completion of the form • Majority of information requested is entered by Trainee • Once complete, trainee clicks “Save and Route to PI” • PI and ASST are send automated message to review and finalize the document Continuous Learning for Administrators of Sponsored Programs xTrain Termination Forms • PI/ASST sends the document to the University Business Official • Once the Business Official verifies stipend payments and dates they will click “Save and Route to Agency” • Agency reviews and accepts the Termination Notice • Automated email from Agency is sent to PI/Trainee/ASST stating document is finalized and fully accepted version can be accessed via xTrain • ASST should save a complete version of the notice in electronic/paper file • Stipends paid as stated on Termination form must equal stipend amount actually paid Continuous Learning for Administrators of Sponsored Programs Helpful Links • Ruth L. Kirschstein National Research Service Award policy information, stipend levels, FAQ’s http://grants.nih.gov/training/nrsa.htm • NIH Forms & Applications http://grants.nih.gov/grants/forms.htm • eRA Commons (User Guides) http://commons.era.nih.gov/commons/ Continuous Learning for Administrators of Sponsored Programs Questions Continuous Learning for Administrators of Sponsored Programs