Data Tables 

• The data in these tables help present a detailed documentation of the training program.
• Summarize the data from each table in the body of your grant application.

• Participating Departments
• Training Faculty
• Program Outcomes

• Should represent the programs that will enroll the students whom will eventually be appointed to the slots.
• Tables show the direct ability of the respective departments to recruit and retain the prospective trainees, along with the selectivity of the admissions process.

• Training Program Faculty - direct control regarding the direction and curriculum of the training program, the final selection of trainee candidates, and the evaluation and evolution of the program.
• Mentors / Preceptors - individuals who will serve as the primary mentors or co-mentors for the various trainee candidates.
• Affiliated Faculty / Other Significant Contributors - serve on a trainee’s dissertation committee, oral committee or participate on training seminars or journal clubs; or perhaps they are critical to aspects of the program plan such as training coursework or ethics training.

• Effectiveness of proposed training program.
• Permits evaluation of the effectiveness of the supported training program and its objectives.
• Lists publications of those in training and the ability of faculty members to foster productivity.

• Use of awarded training positions.

Applicants may create data tables for their applications and RPPR's either by using fillable MS word or xTRACT system.  xTRACT is not required (but highly recommended) for renewal applications.  

NIH xTRACT Policy
xTRACT  PPT

What is xTRACT?
Extramural Trainee Career Tracking System

• eRA Commons web-based system that helps create data training tables for training grant applications and RPPR's.
  
• Utilizes existing data to help pre-populate the system with information on trainees, faculty, and their other awards that NIH already has captured electronically.
  

• Makes trainee tracking (table 8) easier (especially for admin turnover).
• NIH rePORTER information is automatically pulled in for participating faculty research support.
• Calculations for Table 4 & 6  are done automatically.
  
• Makes a renewal or resubmission much easier because it transfers Table 8 data from last RPPR submitted.
  
• Auto formatting for publications.

• Requires a LOT of data entry at the beginning.
• Once you finalize your data tables you will still need to print, attach and submit with the RPPR or application.  It is NOT sent directly within eRA commons unlike the RPPR process.

Step 1. Obtain the participating faculty list from your PD/PI.  

Step 2.  Obtain relevant department/program information.

Step 3.  Get organized

Organizing Checklist for New Applications
Organizing Checklist Renewal Applications

Step 4.  Send one succinct email to each participating faculty and/or their admin to request the below data. 

Request this information

• Research interest 
• Current Biosketch with mentoring statement in Word format.
• Table 2 - mentoring information data for trainees.
• Table 4 - research support
  • Look in rePORTER or xTRACT first, then include in the email to have it verified from the PI​.

Sample email to participating faculty

Tools
Google form -  email for access.
Fillable Excel

Renewals  

Table 5 & 8 - If faculty have had prior trainees on the grant:

• Use PubMed to search for publications by trainee name and mentor (co-author) name. 
• If they have current or previous trainees have them update their current positions.

Contact the training grant analyst if you want to know others submitting for the same deadline and leverage data from recent submissions. 

Look at prior RPPR's and Renewals to see if you can leverage any data. 

Do NOT ask admins or PI's for:

• Data Table 1 - This will need to come from HR or the Graduate Department.
• Data Table 3 -  Overlapping faculty and/or Current Training Grant List
• Data Table 6 - GEPA or the program coordinator.  Wherever the applicant applied to the program.
  • JDP students apply to SDSU
• Table 7 - Use prior trainee diversity reports from the RPPR and/or xTrain.

• Provides insight into the environment in which the proposed training will take place.
• Does the program have the "critical mass" of trainees and faculty and, in the case of interdepartmental programs, representation/distribution of scientific disciplines, to be effective.
• Detailed data on training program candidates, entrants, and appointees for participating departments and programs are collected in a parallel fashion on Table 6.

NEW - Applicants are expected to provide data only for the training stage(s) reflected in the proposed program.

• Predoc training must complete Part I (Predocs). Do not include Part II (Postdocs).
• Postdocs training must complete Part II (Postdocs). Do not include Part I (Predocs).
• Both predoc and postdoc training must complete Parts I and II.

Instructions and Collection Tips

• TGE - Training Grant eligible is defined as U.S citizens, non-citizen national and permanent residents.
• The total amount of faculty should add up to the amount of faculty listed in Table 2.  
  • For the example above in column 3, total of 14 faculty listed in Table 2 are in the Dept. of Chemistry.
• The total amount of pre or postdocs should be the add up to the amounts listed in Table 2.
  • For the example above in column 4, total of 38 predocs (24 postdocs) within the 14 Dept of Chemistry participating faculty members labs in Table 2.
• In xTRACT, you can edit Total Faculty and Participating Faculty under "Training Support & Summary" under Census Totals.
• Use the organizing checklist to calculate mentor totals by department.

FAQ's

Q. What if my faculty mentor has a split appointment?
A.  Only count them in one dept. or program, not both.

Q.  Do I need to fill out both section if I only have predocs (or vice versa?)  
A.  No, as of 1/25/25 you will be expected to provide data only for the training stage(s) reflected in the proposed program.

Participating Faculty Members

An evaluation of the experience of participating faculty in facilitating the progression of trainees at the stage of the proposed program in their careers.

Assess the distribution of participating faculty by:

• Rank (Junior vs. Senior)
• Research interests
• Department or interdepartmental program
• Diversity and Gender
• Partner organizations (as applicable)

Timeline - Mentoring Records required for the last 10 years.

NEW - Record of Trainee Career Progression (Items 7-12).
Applicants are expected to provide data that are relevant to the training stage(s) in the proposed program and the career progression of trainees supported by the Participating Faculty members.

• Predoc research training must complete items 7-9 and should omit information on postdoc training outcomes.
• Postdoc research training must complete items 10-12 and should omit information on predoc training outcomes.
• Both predoc and postdoc training must complete items 7-12.

Part II. Participating Faculty Members at Partner Organizations (Partnership Programs)

• Check with the campus training grant analyst if they have information on recent faculty records.
• Do not include students that are participating in research or clinical rotations.
• Make sure the faculty biosketch rank is consistent with column 3 in Table 2.

FAQ's

Q. Should predocs and postdocs who are non-citizens on temporary visas be included in the counts?
A. Yes, all predocs and postdocs in full-time research training under the supervision of participating faculty should be reported.

Q. Can I list more than one department?
A. No, if the faculty has a dual appointment, work with your PI to determine the dominate appointment applicable to this application.                     

Q. Should I include past faculty in a Renewal application?
A. No, they want to assess current training faculty.

• Current level of support for related research training
• Assess Overlap in participating faculty on other UCSD TG's
  
• Used to assess the institutional environment and determine the number of training positions to be awarded

Instructions and Collection Tips

• In xTRACT, enter this data under "Training Support & Summary."
• Use the Overlapping Faculty ("Mentor Title Dates Slots" tab) list to compare the faculty listed on your program with all the other training grants on the campus. Then list all the overlapping grants in table 3.
• On the "Title and # of Faculty" tab the amount of participating faculty per training grant are listed.
• Reminder, do NOT ask your PI or admins for this institutional data, see above.

FAQ's

Active Research Support of Participating Faculty Members

• Provides evidence of the strength of the research environment.
• The availability of funds to support research conducted by the trainees.

NEW - Part II (As applicable), Partner Organization

Instructions and Collection Tips

• Often in xTRACT, NIH funding will not list the correct amount (especially if a large project) and this will be imported automatically and is (unfortunately) NOT editable.
• Often gift or industry funds there aren't grant numbers, try putting the name of the company.  I.e.  Pfizer, Ionis, etc.
• In xTRACT, expired research support may still be listed under "Other Sources of Support."  Review as applicable to delete or update end dates.

FAQ's

• Provides data about the potential of the training program to foster trainees’ ability to conduct rigorous research that advanced scientific knowledge and technologies with increasing self-direction (i.e., publishable results).

• Trainees that would have been eligible for appointment to the training program if it were available for the last 5 years (NEW, was 10 years.)

Renewal Applications

• Outcomes of trainees supported on the training grant for the last 10 years.

Instructions and Collection Tips

• Use Pubmed -  search by trainee and/or mentor, sort by applicable date.
• https://projectreporter.nih.gov/reporter.cfm   - Search by grant, then look under publications.  This lists all associated publications to this grant from inception.
• Do not list publications resulting from work done prior to entering the training program or arising from research initiated after the completion of the program.  Only list those publications resulting from their period of training or in association with the current training program, through completion of their degree.
  • This can be subjective, for example is it the graduate program or training (grant) program? What if a trainee published a paper with the mentor before being appointed to the training grant?  Discuss with your PI or other stakeholders.
• Often a good indicator if a publication is applicable if the mentor is a co-author on the publication.
• If the trainee does not have publications, indicate "no publications" with a reason.  New entrant, leave of absence, changed advisor, left program, or other.  Trainees are considered "new" for the first two years.
• Applicants may also include interim research products which the trainee contributed to (preprints), but should exclude these if related work has been published or accepted for publication as a peer reviewed manuscript (in such cases, include only the final, peer-reviewed publication).
• For adding publications in xTRACT, go to "participating trainees" and "publications."  (They are not imported from MyNCBI unlike the RPPR.)  
  • Adding one publication at a time by PMCID, PMID or author unfortunately can be tedious for trainees with many publications.
    • To add multiple publications at one time, search by author first and last name, sort by applicable date and "tick" as appropriate to include in RTD.

• As of 1/25/25 - the rational of the table has changed and you can add publications for trainees even if their mentor is no longer participating on the proposed application.

Training Program Candidates, Entrants, and their Characteristics (NEW Format)

6A Predocs 
6B Postdocs

Permit the evaluation of the ability of participating departments/interdepartmental programs to recruit trainees. 

This data is useful in assessing:

• Appropriate number of training positions to be awarded
• Characteristics of program entrants
• For renewals, training grant appointees

6A Predocs: Counts and Characteristics

Data is for the last 5 academic years

Instructions and Collection Tips

6B. Postdocs: Counts and Characteristics

Data is for the last 5 academic or grant cycle years.

Instructions and Collection Tips

• Percent from Underrepresented Groups: 
  • For columns 4-6, enter the percent of individuals from groups that are underrepresented in the biomedical, clinical, behavioral or social sciences, such as individuals from underrepresented racial or ethnic groups, individuals with disabilities, or individuals from disadvantaged backgrounds as described in NIH’s Notice of Interest in Diversity.
• If the departments, divisions, or programs do not collect information on all the groups identified in NIH’s Notice of Interest in Diversity, enter data on the groups for which info is available.
• In the final section, provide the mean count for each column.
• For predoc programs and dept counts contact the campus training grant analyst.
• For postdocs, The Research Scholars Appointment System (RSAS) (SSO required - postdoc database managed by GEPA) only collects data for those that were hired at UCSD, not candidate data.  It has citizenship information.
• It is up to each individual training program to collect this data.  If you are not currently collecting this data, start tracking your trainees and applicants for the next renewal.
• If you would like access to a "research interest" form postdocs can fill out when applying for your program - contact the campus training grant analyst.
• Clinical Residency Programs use the Match system.  Contact the residency coordinator through OGME and they can guide you to access a report.

FAQ's

• Awarded Positions for the last 5 years
• Appointed Positions for the last 5 years
• Counts by degree level and diverse backgrounds

Instructions and Collection Tips

For each budget year list the awarded and appointed amounts per each category.  In xTRACT, edit trainee positions appointed under "appointments."  Awarded positions can not be edited.

• If you have access to NIH xTRAIN for your program then you can view the grant detail for current and previous years.  Clicking on the award number for the "Award Summary" will show all the slots awarded and appointed per year.  Or you can "view trainee roster," for more detailed information. Clicking on the trainee name you can access the PHS form 2271 which will have prior degree information.
• If the training program does not collect information on all the groups identified in NIH’s Notice of Interest in Diversity, enter data on the groups for which information is available.
• Look at previous RPPR’s, on the "trainee diversity form."  
• Notice of Awards (NOA) will have awarded slots by year, but not appointed.
• Awarded slots and appointed numbers should match.

Program Outcomes

Provides info on the effectiveness of the proposed training program.

8A Predocs
8B Postdocs
8C Short Term

Part I. Those appointed to the Training Grant (Renewals) - Current trainees from entire project period.
Part II. Recent Graduates (New)  - List students who graduated in the last 5 years but who would have been eligible for this T32, if it existed.
Part III. Program Statistics (Predocs Only)

8A - Predocs

8B- Postdocs

Instructions and Collection Tips

8C Short Term

Instructions and Collection Tips

Part III. Program Statistics (Predocs Only)

• Not applicable for new applications.
• Percentage of Trainees Entering Graduate School 10 Years Ago Who Completed the PhD
  • A training grant’s completion rate should be calculated based on students entering the institution’s graduate programs ten years prior to the reporting year.
• Average Time to PhD for Trainees in the Last 10 Years (not including leaves of absence)
  • When reporting for 2024-2025, programs should report on the percentage of students that began graduate studies at their institution ten years earlier (i.e., academic year 2014-2015) and that were supported by the training grant at any point within that 10-year timeframe. If all of those students have completed a Ph.D. by the ten-year mark, the completion rate will be 100%.
  • If some students have left the program without a Ph.D., the completion rate should be reduced accordingly.
  • Individuals transferring to or from Ph.D. programs in similar fields at other institutions should be excluded from both the entering and graduating cohorts in calculating completion and time to degree.
• Look up historical employer and education info in LinkedIn, Google or other Social Media.
• Contact the trainee directly if you have current email address.
• Send out an annual survey to past trainees (Renewals and RPPR's only).
• For renewals, in xTRACT, you have the option to copy over prior RPPR Table 8 data, then just update as applicable. 

Renewals/Resubmission

• Check previous RPPR's for information.

New applications

• Obtain names for new applications by asking the participating faculty or for predocs contact the graduate department for a list of names.

FAQ's

Q. How do you define a trainee?
A. “Trainee” may refer to both predoc and postdoc individuals, regardless of their source of support. Trainee also refers more specifically to individuals appointed to a particular training program, currently or previously appointed to this grant.

Q. For predocs, where should subsequent fellowship awards be reported?
A. In Table 8A, if a predoc receives a fellowship during graduate school, it should be reported in the “Summary of Support During Training.” If a predoc goes on to receive a fellowship after completing graduate school, it should be reported under “Subsequent Grant(s)/Role/Year Awarded."

Data Table A:  NIGMS Predoc Applications Only

Contact Jill Vampola for Table A or B Data from GEPA

NIGMS no longer requires Training Table 6A in its Predoc T32 applications 

• ​In order to avoid the inclusion of Table 6 in a training data table set generated via xTRACT, applicants should omit the "Start year of the most recently completed academic year" when prompted in the Applicants/Entrants section. The resulting PDF will then exclude Table 6A.

Instructions

• Part I.   Applied
• Part II.  Admitted
• Part III. Matriculated for each of the past 5 academic years as well as the av​enrage over those years. ​​

• Applicants may expand categories or add additional characteristics according to the proposed program goals.
• TGE individuals must be a citizen or a non-citizen national of the United States or have been lawfully admitted for permanent residence at the time of appointment.
• Demographic data should be based on voluntary self-reporting.
• Applicants should use appropriate methods for data privacy, confidentiality, and security practices related to student data systems and reporting (for example, appropriate cell sizes for sensitive data). Below are recommend columns.
• In the final row, provide the average for each column.

Instructions and Collection Tips

You will need three tables in the above format:  Applied, Admitted and Matriculated.

Multi-component Program Data
Applicants are encouraged to use the Suggested Table Formats B (see examples below) to organize the multi-component data. Below are the recommended columns. In the final row, provide the average for each column.