xTrain

xTrain provides program directors, university administrators, and trainees the ability to electronically process and submit appointment forms and termination notices associated with institutional research training grants and career development awards. It is also used by Agency grants management staff to review and process the appointments and termination notices submitted electronically.

Commons Demo Site - If you need practice using xTrain or any of the functions in Commons, check out the Demo Site.

 

Roles

 

If you are a Trainee, you will need an eRA Commons account with the TRAINEE Role. If you are a Department Administrator, you will need the ASST role added to your account. For more information on obtaining a Commons account, see the eRA Commons page.

 

Types of 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)

 

How To Delegate xTrain Authority

 

A PD/PI can delegate to an Assistant (ASST) the authority to perform all xTrain related functions on their behalf except for the authority to submit Appointments to the Agency. For more information, click here.

 

How To Assign Delegation

 

1. PI logs into eRA Commons.
2. PI selects the Admin tab in the blue navigation bar across the top of the screen then clicks on the Accounts and Delegate xTrain Authority sub menus.
3. PI selects the user from the list of Current Institution Users to receive delegation and clicks the Assign button. Note: Only Institution Users with the ASST role in eRA Commons are displayed in the list.
4. PI clicks the Save button on the Delegate xTrain Authority Confirmation screen to complete the action.
5. The Delegate xTrain Authority Confirmation screen appears and the PD/PI must click on the Save button to complete the delegation.

Note:If the PI is affiliated with more than one institution, they need to be logged into the institution profile associated with that Training Grant. After logging into Commons, in the upper right hand corner of the screen, click on Institution (if affiliated with more than one, this will be hyperlinked). This will automatically switch to the other affiliation.

 

NIH Fellow/Trainee Admin Forms

 

Signature of a business official IS required for the following:

1. PHS 416-5, Individual Fellowship Activation Notice: This form is used to activate new fellowship appointments.

2. PHS 416-7, Termination Notice: This form is used to terminate either fellowship or training grant appointments.

Signature of a business official IS NOT required for the following:

1. PHS 2271, Statement of Appointment: This form is used to activate new training grant appointments.

2. PHS 6031, Payback Agreement: This form is used to certify that the Fellow or Trainee understands their repayment obligation in the event that the appointment is not completed.

3. PHS 6031-1, Annual Payback Activities Certification: This form is used to annually re-certify the Fellow/Trainees payback obligation once their appointment has ended.

Please note that while institutional endorsement is not required for these documents, the instructions for the PHS 2271 state that a copy should be provided to the business official. Also, since the Payback Agreement (PHS 6031) is required at the time activation forms are submitted, it would be prudent to either route one with the concurrence memo for a fellowship activation (PHS 416-5) or provide a copy with the training appointment activation (PHS 2271) for URA records.

These documents can normally be submitted to NIH via e-mail. If you are an xTrain user, they can be routed using eRA Commons.

Information submitted for institutional endorsement should be provided using a URA Concurrence Request.

 

xTrain Resources

 

Appointments? – click here for the NIH eRA Appointments PDF.

Terminations? – click here for the NIH eRA Termination PDF.

Termination of Fellowships - Step by Step (PDF)

xTrain Presentation (PDF) (2010)

xTrain Presentation (PPT) (2010)

Hints and Tips (PDF)

xTrain Web-Based Training through NIH’s Virtual School

BSD Graduate and Postdoctoral Affairs - Training Grants

 

Please Note: When starting your terminations, a Concurrence Request must be sent to your URA Manager. One Concurrence form per grant is sufficient, with a list of all the Trainees who will be terminated attached. Download the Concurrence Request form and contact the AURA-Help@uchicago.edu listserv with any questions.

News

New NIH Stipend Rates - NIH announces new stipend rates effective with all Kirschstein-NRSA awards made on or after October 1, 2010.

U-SHIP Insurance Rates - Below is the list of costs for 2011-12, most commonly used in the BSD graduate programs. New rates take effect 7/1/2011.

*student insurance is paid Aut, Wtr, Spr and includes coverage for Summer Quarter. Students who matriculate later than Aut are charged the insurance rate all quarters registered.

~all quarters registered regardless of insurance coverage, except for student in pro forma registration

NIMH R25 Awardees: Required Use of xTrain Commons Module for Appointments and Terminations (R25). For more information, read the NIH Notice.

Notice of Change in Policy on the Submission of Plans for Instruction in the Responsible Conduct of Research for Institutional Training Grant (T and D) Applications. For more information, read the NIH Notice.

NIH Will Require the Electronic Submission of Appointment Forms and Termination Notices via xTrain for Research Training, Fellowship, Education, and Career Awards Beginning January 2011. For more information, read the NIH Notice.