Transcript xTrain Basics: Training Grants & Fellowships Margaret Gardner, Education Coordinator Research Development and Administration.

xTrain Basics:
Training Grants & Fellowships
Margaret Gardner, Education Coordinator
Research Development and Administration
What is xTrain?
National Institutes for Health (NIH) electronic
Research Administration (eRA) Commons for
National Research Service Award (NRSA) Training
Grant management module (xTrain).
Also known as: NIH eRA NRSA xTrain
Getting all our Ducks in a Row
Access to Commons
Check Grant Data
Manage Training Grants
Troubleshooting
OHSU Requirements
NIH Resources
Access to Commons: Who?
Training Grant:
• Principle Investigator (PI role)
• PI Delegate/Assistant (ASST role)
• Trainee (TRAINEE role)
Fellowship:
• Sponsor (SPONSOR role)
• Sponsor Delegate (Sponsor Delegate role)
• Fellow (PI role)
Access to Commons: How?
PI, Sponsor, or Administrator:
Grants & Contracts Fastlane Form
https://www.ohsu.edu/research/rda/rgc/gcfastlaneform.shtml
New Trainee choices:
Invitation from PI or ASST via xTrain (preferred)
RGC Fastlane Application (link above)
Fellow’s access status:
Access would have been set up after award
commenced.
Check Grant Data
Notice
anything
fishy here?
Gaps in the
grant record
need to be
reconciled.
Check Grant Data
Solution:
If actions submitted by paper or
otherwise are not populating in xTrain,
contact your NIH Grants Management
Specialist listed in the latest notice of
award.
Manage Training Grants
Who can initiate actions such as Appointments,
Re-Appointments and Terminations?
The Grant’s PI or Delegate (ASST role).*
The Fellow’s Sponsor or Delegate (ASST role).*
* Final submission of any action must be performed
by the PI or SPONSOR, not the Delegate.
Manage Training Grants
How are these submitted electronically?
Follow NIH instructions & examples.
Trainee Account Set-Up – pages 13 - 21
Statement of Appointment – pages 42 - 65
Termination Notification – pages 66 - 91
Troubleshooting
Be prepared. Know your facts:
Project year
Trainee’s name & Commons user ID
Business Official - James Trotter
Paper records as back-up
Troubleshooting
Where is the grant in my PI’s list of grants?
Often caused by duplicate Commons accounts.
Sometimes caused by human error in filing.
Contact eRA Commons Support at 1-866504-9552 or [email protected] to
investigate and reconcile accounts.
Troubleshooting
Where is that appointment I submitted?
Usually caused by delays in transitioning to
electronic filing.
Sometimes caused by human error in filing.
If actions previously submitted are not
populating in xTrain, contact your NIH
Grants Management Specialist listed in the
latest notice of award.
Troubleshooting
Why hasn’t the Trainee gotten the
Commons email invitation to sign up?
Commons email links are valid for only a few days;
these can get caught in Spam filters.
NIH is ironing out bumps in the electronic system
regarding email notifications.
Use (or the Trainee may use) the RGC
Fastlane form to sign up for eRA Commons.
OHSU Requirements
Statements of Appointment (2271):
Email copy/PDF version to your SPA Analyst.
Post-Docs in first 12 months of support:
Signed Payback Agreement
Certification of Residency Status (if applicable)
Send both to NIH and SPA Analyst
House Officers:
Send PDF of Statement of Appointment to OHSU
Graduate School of Medical Education (GME).
OHSU Requirements
Scheduled Disbursements:
Route Disbursement Memo to your SPA Analyst.
http://www.ohsu.edu/xd/about/services/financialservices/forms/forms-policies.cfm
Please note: For some departments, SPA Analysts provide
assistance with Scheduled Disbursements Memos.
OHSU Requirements
All Termination Notices (TN)
Notify Trainee to respond to Commons TN email as
soon as possible. (Links expire within 3 days.)
TN is electronically routed to Business Official,
James Trotter for SPA Analyst review.
Incorrect forms are electronically routed back to PI
for corrections.
NIH Resources
 eRA Commons:
https://commons.era.nih.gov/commons/
 xTrain: Modules, User Guides & Documentation:
http://era.nih.gov/training_career/index.cfm
 Policy information, stipend levels, FAQs:
http://grants.nih.gov/training/nrsa.htm
Questions?
Margaret Gardner, Education Coordinator
Research Administration Training and Education
[email protected] 503-494-8990
Further Research Administration resources:
Get the latest news about changes and updates by joining the
Research Administration Information Network (RAIN), a
monthly forum for researchers and research administrators.
Learn more at:
http://www.ohsu.edu/xd/research/administration/rain.cfm