xTRAIN
- An online application within eRA Commons that allows both grantees and NIH to access and share administrative grant information.
- Allows users to electronically prepare (enter data), route and submit appointments, re-appointments, amendments, and termination notices.
- Allows users to track the status of appointments and termination notices.
- Used by grants management staff to process appointments and termination notices submitted electronically.
- If a trainee is a Permanent Resident:
- A notarized statement verifying possession of permanent residency documentation must be submitted with the Statement of Appointment (PHS Form 2271).
How do I access xTRAIN?
To be able to use the NIH eRA Commons (xTRAIN module) you must be registered as a user.
General Campus - Online Form
Health Sciences - Elizabeth Tang
- First Name
- Middle Name or Initial (optional)
- Last Name
- Email Address
- Need ASST Role in eRA Commons
- Preferred user name (6-20 characters of letters, numbers, &/or the following special characters: hyphen - , underscore _ , period . , or at sign @
PI needs to delegate xTrain authority to you.
xTrain website with information/training.
Appointments
Step by Step Guide
xTrain Supports the Following Activity Codes for Appointments (differs for terminations)
-
- T32, T34, T35, T90, TL1, T15, T01, T02, T03, T15, T42 and TU2
- KL2, K12 and KM1
- R25 and R90
- Before you initiate the 2271 appointment form you will need the following info:
- eRA Commons username
- If they don't currently have a profile, you can invite the trainee to register for one
- ORCID iD (optional, the trainee can also sign up)
- Permanent email address
- Field of research code
- Appointment start and end dates
- Budget period of appointment (i.e. Year 11)
- Stipend level and amount
- eRA Commons username
ORCID iD
NOT-OD-19-109
eRA system validations will check whether applicants have ORCID iDs and applications will not be accepted unless an ORCID iD is linked to the eRA Commons Personal Profile.
eRA system validations will check whether applicants have ORCID iDs and applications will not be accepted unless an ORCID iD is linked to the eRA Commons Personal Profile.
ORCID iDs are unique, persistent digital identifiers that distinguish individual investigators and can be
used to connect researchers with their contributions to science over time and across changes of name, location, and institutional affiliation.
ORCID Facts
- Over 7,000 journals now use ORCID id's.
- You can also link your ORCID account with SciENcv (Science Expert Network Curriculum Vitae), to simplify the creation of biosketches for grant applications.
- Integrated into many systems used by publishers, funders, institutions, and other research-related services.
- Can automate the adding of publications.
Reappointments
- Step by Step Guide
- If there is a break of at least one grant period, the trainee must be appointed as a new appointment.
- If reappointing, old stipend amount shows until appointment form is saved. Then current stipend amount needs to be entered.
Amendments
Once an appointment is accepted by NIH, an amendment is required in order to change any of the following items:
- Name
- Permanent Mailing Address
- Appointment Period
- Support from the grant
Amendments follow the same process as xTRAIN appointments.
To initiate an amendment, navigate to the Trainee Roster and locate the trainee.
Amendments are not allowed once a termination is accepted by the agency.
Terminations
xTrain Supports the Following Activity Codes for terminations
-
- T32, T35, T90, TL1, and TU2 (except T34)
- F30, F31, F32, F33
- Ideally should be processed within 30 days of the period of support end date.
- xTrain Termination of Fellowships Quick Reference Guide for Institution Users.
- If an early termination occurs when a trainee is leaving the institution, make sure the trainee completes the termination notice in xTrain prior to leaving.
Payback Agreements
Payback Agreements for postdocs are NOT processed through xTRAIN and must be sent to NIH via postal mail or possibly email (check with your PO or GMS).
Training & Best Practices
- Watch the tutorial on how to access and use xTrain.
- Overview of xTRAIN.
- xTRAIN User Guide.
- Common FAQ's.
- If a trainee corrects or adds information in their eRA commons personal profile after an appointment form is created, it will not be visible to you until the appointment form is accepted by agency.