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Division of Sponsored Programs > Proposal Preparation & Submission > Proposal Electronic Systems > xTrain Help

xTrain

In eRA Commons, the xTrain module is used to administer research training, career development, fellowships, and research education awards. The xTrain module allows grantees, institution staff and agency staff, to create, manage, route, submit, and process appointments, reappointments, amendments, and termination notices electronically. It also tracks the status and timing of actions taken by xTrain users.

xTrain supported forms:

  • PHS 2271, Statement of Appointment Form
  • PHS 416-7, Termination Notices
  • PHS 6031, Payback Agreement – This agreement is available for download/printing with instructions for signing and submitting the agreement via postal mail.  xTrain will populate the basic information prior to printing.

xTrain eliminates the need for signed paper forms, except in the following situations:

Permanent U.S. residents must submit a signed and notarized statement certifying that they have (1) a Permanent Resident Card (USCIS Form I-551), or (2) other legal verification of such status.

  • Payback Service Agreements are required for postdoctoral trainees in their first year of Kirschstein-NRSA support. For more information on the Payback Service Agreement policy, please refer to this web site.

Activity Types Supported by xTrain

  • Institutional research training grants (T32, T34, T35, T90, TL1, TU2 and T15)
  • Institutional career development awards (K12, KL2 and KM1)
  • Individual fellowships (F30, F31, F32 and F33)
  • Research education awards (R25 and R90)

How to Access xTrain

xTrain user interfaces and functionality are accessed from the Commons module.  An eRA Commons account is needed to use xTrain

  • Login to eRA Commons
  • Once logged in, open the apps menu on the navigation bar at the top of the screen, click the xTrain tab.

xTrain User Roles

  • PD/PI: Is responsible for the overall direction of the training program. The PD/PI selects and appoints trainees, amends appointments, and initiates Termination Notices. Fellows also have the PD/PI role.
  • Sponsor: The Sponsor is a person who mentors fellows and can initiate and facilitate the termination of a fellowship.
  • ASST: This role has been designed to allow PD/PIs to delegate certain responsibilities to perform PD/PI xTrain training appointment functions.  However, ASST cannot submit appointments.
  • BO: Business Official (which is the Contracts and Grants (C&G) Team lead) has signature authority in Xtrain for termination notices.  The BO submits the termination notices to NIH in eRA Commons.
  • Trainee: A person appointed to and supported by an institutional Kirschstein-NRSA or non-NRSA research training award.

Can the PD/PI delegate the xTrain authority to others?

  • Yes, PD/PI’s can delegate xTrain authority to users with the ASST role in eRA Commons.
  • The ASST role can perform all the same functions and receive the same notifications as the PD/PI, except for submitting appointment forms or termination notices to the agency.
  • Please see NIH’s animated tutorial on how PD/PI’s can delegate:  xTrain Delegation of Authority Tutorial

How to Request an xTrain Role

  • To request a user role, including the ASST role in eRA Commons, please complete the UF registration form.
  • Please note that trainees on training grants without eRA user roles will be invited to register as part of the xTrain appointment process.  Trainees do not need to complete the UF registration form.

Termination Notices

  • Used to document the termination of appointments to Kirschstein National Research Service Awards (NRSA) fellowships, and NRSA research training grants (other than T34).  It may also be used to document termination of appointments to non-NRSA institutional research training programs, research education awards (R25), and institutional career development awards (K12).
  • Initiated by the PD/PI, PD/PI delegate (ASST with the xTrain-delegat, sponsor (for fellowship) and sponsor delegate. Please note that only the PD/PI can submit the termination notice for K12, KL2, R25, R90, and KM1 appointments.
  • Once completed by the PD/PI and trainee in eRA Commons, please route the termination the notice to the BO, which is the C&G Team Lead designated for your department. C&G Team Leads can be found here.

xTrain Help and Training Links Provided by NIH