xTrain Overview electronic Research Administration

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xTrain Overview electronic Research Administration

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xTrain Overview electronic Research Administration (eRA) OER, OD, National Institutes of Health What is xTrain? 2 xTrain is part of eRA Commons, an online application that allows both grantees and Federal staff to access and share

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xTrain Overview electronic Research Administration (eRA)
OER, OD, National Institutes of Health

What is xTrain? 2 xTrain is part of eRA Commons, an online application that allows both grantees and Federal staff to access and share administrative grant information

xTrain allows Institution users to electronically prepare, route and submit Appointments, Re-appointments, Amendments, and Termination Notices

xTrain allows users to track the status of Appointments and Termination Notices

xTrain is also used by Agency grants management staff to process Appointments and Termination Notices submitted electronically—it is an end to end system

xTrain Users Program Director/Principal Investigator (PD/PI)
PI Delegate (ASST)
Trainee
Sponsor
Sponsor Delegate
Business Official (BO) An eRA Commons account is needed to use xTrain

The xTrain functions available to users are based on the “roles” associated with their accounts

xTrain accounts may have multiple roles, and PD/PI and Trainees may have multiple affiliations. xTrain will display grants based on the users current default institution. 3

xTrain Users Program Director/ Principal Investigator (PD/PI) Responsible for overall direction of the training program
Multi-PIs, can perform the same actions as the Contact PI
Create Appointment, Reappointment, Amendment and Termination.
Submit Appointment, Reappointment and Amendments for Training and Career Development Grants
Submit Terminations on Career Development Grants
Fellows are PD/PIs on Fellowship grants 4

xTrain Users PI Delegate (ASST) Person, delegated by the PD/PI, with the authority to perform xTrain-related functions on his/her behalf

Create Appointment, Reappointment, Amendment and Termination on behalf of the PD/PI.

Receives the same notifications as the PD/PI.

May NOT submit Appointment or Termination to NIH 5

xTrain Users Trainee Person at grantee Institution who will be appointed to a grant.

Responsible for providing demographic data on appointment form.

Must electronically sign appointment form by routing it to the PD/PI before the appointment can be submitted. 6

xTrain Users Business Official (BO) Person working in research institution’s business office who has signature or other authority related to administering training grants

BOs are the only users with the authority to submit Termination Notices on behalf of the institution for institutional research training programs and fellowships 7

xTrain Users Sponsor
Sponsor Delegate Applicable to Fellowships ONLY

Sponsor: Person at a grantee Institution who mentors Fellows

Sponsor may initiate Termination if the Fellow is not available.

Sponsor Delegate: Person who assists the Sponsor in performing Fellowship Termination related duties. 8

Account Set-up 10 eRA Commons users with the Signing Official (SO), Administrative Official (AO), or Accounts Administrator (AA) role can create accounts with BO, PI, Sponsor or ASST roles or they can add these roles to existing accounts

A Trainee account can be created by the SO through the Account Management System (AMS) or by the PD/PI or ASST through the xTrain Appointment process by either:
Initiating an Appointment form for a person with an existing eRA Commons account (this will add the Trainee role)
Invite a person to register through xTrain (this will create new account for the Trainee)

Appointment Form 11 Required for Training (T) and Career Development (K), and Research Education (R) grants
Initiated by PD/PI or ASST
Must be electronically signed by the Trainee
Submitted by PD/PI
Fellowship (F) Grants do not use the Appointment form, rather their “Appointment” is their Notice of Award

Appointment Flow 12 Program Director/ Principal Investigator PD/PI identifies Trainee, initiates Appointment by filling out the 2271 and routes 2271 to Trainee Trainee fills out the 2271 form and updates profile and routes it back to PD/PI Trainee PD/PI reviews completed 2271 and routes it to Agency for final approval Agency This work flow also applies to Re-Appointments and Amendments

Appointment Form (2271) Utilized by Training Grants (T) and Career Development Grants (K/R)
Initiated by PD/PI or ASST
Must be electronically signed by the Trainee/ Appointee
Submitted by PD/PI 13

Appointment Form PDF The PDF form contains additional information regarding the Trainee.
Data is populated from the Trainee’s Profile, Grant, and appointment form in xTrain
The PDF cannot be modified, if data needs to be corrected it should be done through the appropriate module 14

Appointment Form PDF The PDF form captures the electronic signature of PD/PI and Trainee
The form is finalized when the PD/PI submits it to agency. 15

Amendments Grantees should use an Amendment form if they need to make changes to the following:
Changes to Appointment Period
Changes to Stipend Level 16

Reappointment If a Trainee will be continuing on another year of the grant a “new” appointment form is not necessary. In the trainee roster the Action column contains an option to “Re-Appoint” trainee.
The PD/PI will select the year to which the trainee is to be appointed, and modify the appointment period. 17

Appointment Form Validations 18 All required fields must be provided
Trainee must have a completed Personal Profile
xTrain uses the demographic and degree information from the Personal Profile to ensure the trainee is eligible for the appointment
Demographic data is not displayed on the user interface, but on the PDF of the 2271 Appointment form.
Trainee may not have overlapping appointments
Appointment period may not exceed 12 months

Termination Notice 19 Terminations should be started on the last appointment period, this termination notice will terminate all previous years
xTrain sends out reminders to the PD/PI and copies the IC Central Box when an appointment end date is approaching and there is no reappointment for the Trainee
The PD/PI, ASST, BO may initiate a Termination notice at any time for a Training (T) grant
The PD/PI, Sponsor or BO may initiate a Termination notice at any time for a Fellowship (F)
The PD/PI or ASST may initiate a Termination notice at any time for a Career (K/R) grant
Terminations must be reviewed by at least 2 people before they can be submitted to Agency
For T and F grants, initiated Termination notices are automatically routed to the assigned BO if no action is taken within 14 days.

Termination Notice Work Flow for Training (T) Grants 20 20 Program Director/ Principal Investigator Trainee Agency Business Official

Termination Notice Work Flow for Career (K/R) Grants 21 21 Program Director/ Principal Investigator Trainee Agency

Termination Notice Work Flow for Fellowship (F) Grants 22 22 Fellow
(PD/PI) Sponsor Agency Business Official

Termination Form Business Official is required for Training and Fellowship Grants
If Trainee is leaving their appointment early, the PD/PI can modify the appointment end date. System will recalculate stipend for Training grants.. 23

Termination Form Trainee should provide:
Summary of training received. If summary is over 2000 characters with spaces, a PDF should be uploaded.
Post Award information such as mailing address and activities. 24

Termination Form PDF xTrain captures the electronic signature of the users that worked on the Termination notice
The PDF cannot be modified directly, user must make corrections within xTrain if the PDF has errors 25

Proxy Terminations 26 xTrain now has the functionality to allow the agency to terminate an appointment without involvement from the grantee institution.
To initiate a Proxy Termination, use the Grant Search screen to locate the appointment that requires termination, there will be an option to Proxy Term
xTrain will not allow a proxy termination to be initiated if there is already a termination notice started on the grantee side
If the Agency User does not have the information to fill out all required fields (such as the Training Received summary) the user may choose to “accept without validations”

Search for Appointments and Terminations 27 Search for WIP Appointments and Termination screen allows agency users to locate any forms that has not been accepted by agency User must search by IC and Form Status
In addition user may search by Trainee or PD/PI Name, and Grant Number
User may also search for forms that have not yet been submitted

Reviewing an Appointment A Trainee is not appointed to the grant until the appointment form is accepted by Agency
Some Trainee information such as demographic data is displayed on the PDF, and not on the screen. 28 User may choose to:
Accept the appointment
Place the appointment on hold
Place on hold –Awaiting Paper Signature
Route back to institution for additional information
Delete the appointment

Reviewing a Termination An appointment is not terminated until the Termination Notice is accepted by Agency
Termination notices must be accepted before Payback and Closeout activities can begin
Some Trainee information such as demographic data is displayed on the PDF, and not on the screen. 29 User may choose to:
Accept the Termination
Place the Termination on hold
Place on hold –Awaiting Award Revision
Route back to Institution for additional information
Delete the Termination

xTrain Enhancements K and R awards can now utilize the early termination functionality
PD/PI can now recall any Appointment or Termination form that is assigned to a user within their institution (even if they were not the last reviewer).
When there is a change of PD/PI, xTrain will now only grant access to the PD/PI(s) on the most recently awarded grant year. The previous PD/PI(s) can still access their grant year’s information through Status.
xTrain forms were updated to accommodate OMB clearance with the following major changes:
New Field of Research Training (FOT) codes
Tuition/Fees and Travel lines have been removed.
Changes to question order, and text 30

Common Service Desk Calls I accepted a form, and just realized that the Trainee has the wrong stipend level. How can I fix this?
–Locate the grant in Grant Search, from the Trainee roster, select the 2271 form, and select “Revert to Prior State”, then “Route Back to Institution” the institution will be able to fix the stipend level and resubmit.
Fellow cannot see their Fellowship in xTrain, what do I do?
– Check if the activation date is populated in Grants Management module (GM). If it is, please contact the eRA Service Desk so we can fix a data issue
xTrain shows that a Fellowship’s Appointment status says “Terminated”, but the Termination notice does not say “Accepted”, what’s going on?
– This is a data issue, please contact the eRA Service Desk so it can be addressed 31

Common Service Desk Calls A trainee took 4 months off, the Institution sent me the termination notice and appointment form, but the appointment form is showing an end date which is before the appointment start date, how do I fix this?
– Because xTrain terminates all appointments for a trainee at the same time, when a trainee returns from a leave of absence, it is very important to make sure that the new appointment form is not initiated before the previous segment’s termination is accepted by agency. If the previous segment was terminated, and the termination date is on the new appointment form, both it, and the previous segment’s termination must be deleted. Once this is done, terminate the previous segment, and only after initiate the new appointment. 32

Common Service Desk Calls I need to appoint trainees to the current Fiscal Year, but the stipend amounts aren’t available yet. Should I wait to appoint?

– xTrain will let you appoint the Trainee to last years stipend amount. Once the new levels are released, complete an amendment, and reselect the correct stipend level. 33

Need help? The eRA Service Desk can assist with technical issues related to xTrain.
Hours: Mon-Fri, 7 a.m. to 8 p.m. Eastern Time (closed on federal holidays)
Toll-free: 1-866-504-9552
Phone: 301-402-7469

You may also submit a ticket online at: http://grants.nih.gov/support/index.html 34

Resource Links xTrain Web Page: application guide, quick reference sheets, FAQs, training materials:
http://era.nih.gov/era_training/xtrain.cfm
xTrain Quick Reference Guide for Trainees:
http://era.nih.gov/files/xTrain_Getting_Started_Trainees.pdf
xTrain Appointment Quick Reference Guide:
http://era.nih.gov/files/xTrain_Initiate_Appointment.pdf
xTrain Termination Quick Reference Guide:
http://era.nih.gov/files/termination_appointment.pdf
NIH Forms & Applications: http://grants.nih.gov/grants/forms.htm 35

xTrain Overview electronic Research Administration

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