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NIH Institutional Training Grants

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  1. NIH Institutional Training Grants CLASP Elective July 9, 2014

  2. Faculty Brenda Kavanaugh, Office of Research and Project Administration Cheryl Meiers, Office of Research Accounting and Costing Standards Terry Messenger,Office of Research Accounting and Costing Standards Continuous Learning for Administrators of Sponsored Programs

  3. Objectives Continuous Learning for Administrators of Sponsored Programs • NIH Institutional Training Grants (T) • Pre-award perspective • Post-award perspective • xTrain

  4. What is an NIH “Institutionaltraining grant”? Assistance award • Awarded to eligible institutions • “to develop or enhance research training opportunities for individuals, selected by the institution, who are training for careers in specified areas of biomedical, behavioral and clinical research” (NIH Grants Policy Statement) • NRSA = National Research Service Award Continuous Learning for Administrators of Sponsored Programs

  5. Ruth L. Kirschstein • Her work led to the Polio vaccine that virtually eliminated the disease • Strong advocate for research training, especially inclusion of underrepresented individuals in science First female Director of an NIH Institute Later, Deputy Director and Acting Director of NIH Continuous Learning for Administrators of Sponsored Programs

  6. Why does NIH award institutional training grants and why do we want them? • “to ensure that there will be adequate numbers of diverse and highly trained scientists to assume leadership roles related to the Nation’s biomedical and behavioral research agenda” (NIH Grants Policy Statement) • Provide stipend and tuition support for graduate students and post-docs Continuous Learning for Administrators of Sponsored Programs

  7. NIH Institutional Training Grant:“A grant of a differentcolor” • Proposal stage - different forms, different budget guidelines, significant amount of data required for submission • Post-award process – more forms (via xTrain), payback agreements, strict policy for allowable expenses, challenging close-out process • The good news? Submission went electronic in 2010! Continuous Learning for Administrators of Sponsored Programs

  8. NIH Institutional Training Grant:Deadlines Continuous Learning for Administrators of Sponsored Programs

  9. Proposal Stage: What do I do first? • NRSA Home Page (links to T Kiosk) http://grants.nih.gov/training/nrsa.htm • Additional IC specific Program Announcements • IC specific web sites • SF424 Instructions (Section 8) http://grants.nih.gov/grants/funding/424/index.htm • NIH Grants Policy Statement http://grants.nih.gov/grants/policy/nihgps_2013/ Continuous Learning for Administrators of Sponsored Programs

  10. Proposal Stage: What do I do first? • Introduction to data tables (Appendix B) http://grants.nih.gov/grants/funding/424/datatables_intro.pdf • eRA Assembly of the SF424 (R&R) “T” Institutional Research Training Award Application http://grants.nih.gov/grants/funding/424/index.htm#data Continuous Learning for Administrators of Sponsored Programs

  11. Remember!!! • $500,000 direct costs or more per year (Check specific IC website to be certain this applies) • Contact the IC program staff at least 6 weeks before submission • Obtain agreement from staff to accept the application • Identify the IC staff member in mandatory cover letter submitted with the application Continuous Learning for Administrators of Sponsored Programs

  12. Preliminary Preparation • Identify the preceptors/mentor/trainers • Determine what kind of “slots” (trainees) • Graduate students (Pre-docs) • Post docs • “short-term research training” • students in health professional degree programs • Determine number of “slots” to request Continuous Learning for Administrators of Sponsored Programs

  13. What is a preceptor/mentor/trainer? • Individuals who contribute to the training program and are involved in the research area that is the focus of the training grant • Faculty who will mentor the trainees appointed to the training grant Continuous Learning for Administrators of Sponsored Programs

  14. What does a preceptor provide for submission? • NIH Biosketch • NIH Other Support • Training Record • Information regarding resources available to trainees • All applicable UCAR approval information • All applicable IRB approval information • Description of their research • Collaborations with other preceptors on the project Continuous Learning for Administrators of Sponsored Programs

  15. SF 424 Instructions, Section 8 (Pg I-161) Section 8.1: Introduction Guidance only when there is a difference in the required information Section 8.2: Institutional Research Training Programs T Kiosk http://grants.nih.gov/training/T_Table.htm Section 8.3: Reserved Section 8.4: Special Instructions for Institutional Training Grant Applications Standard instructions found in Parts I.1-I.6 with exceptions Continuous Learning for Administrators of Sponsored Programs

  16. SF 424 Instructions, Section 8 (Pg I-161) Section 8.4.1: Proposed Project Start and End Dates Typically July 1 Section 8.4.2: Special Instructions for Research and Related Project/Performance Site Locations All locations where training or program management occurs Section 8.4.3: Special Instructions for Research & Related Other Project Information • Are Human Subjects Involved? Check “Yes” if definite or potentially definite • Are Vertebrate Animals Used: Check “Yes” if definite or potentially definite Continuous Learning for Administrators of Sponsored Programs

  17. SF 424 Instructions, Section 8 Section 8.4.3: Special Instructions for Research & Related Other Project Information • Item 7 – Project Summary/Abstract - no longer than 30 lines of text – Objectives, rationale and design • Item 8 – Project Narrative: relevance of research training program to public health (lay language) • Item 9 – Bibliography & References Cited • Supporting the need, rationale and approach for the training program Continuous Learning for Administrators of Sponsored Programs

  18. SF 424 Instructions, Section 8 Section 8.4.3: Special Instructions for Research & Related Other Project Information • Item 10 – Facilities & Other Resources • What will be used in the proposed training program? • How will the institution support training program? • Space, shared laboratory facilities, equipment • Funds for curriculum development • Release time for the PD/PI and participating faculty • Support for additional trainees in the program • Other creative ways to improve climate for the growth of the research training program • Item 11 – Equipment • Item 12 – Other Attachments - N/A unless requested by the FOA Continuous Learning for Administrators of Sponsored Programs

  19. SF 424 Instructions, Section 8 Section 8.4.4: Special Instructions for Senior/Key Person Profile (Expanded) Component • Only for PD/PIs and other individuals whose contributions are critical to Research Training Program Plan • Do not include proposed mentors and training faculty members in this section • Biographical Sketches for mentors and participating faculty will be included in the PHS 398 Research Training Program Plan Continuous Learning for Administrators of Sponsored Programs

  20. SF 424 Instructions, Section 8 Section 8.4.5: Special Instructions for Research & Related Budget Do not use for NRSA Institutional Training Grants unless required in an FOA or IC specific notice Continuous Learning for Administrators of Sponsored Programs

  21. SF 424 Instructions, Section 8 Section 8.4.6: Special Instructions for 4.6 PHS 398 Cover Page Supplement • Item 2. Human Subjects - If “Yes” on the R&R Other Project Information screen • Is it a defined clinical trial (Y or N) • Is it a defined Phase II clinical trial (Y or N) • Item 4. Human Embryonic Stem Cells (HESC) • Do training plans include or potentially include involvement of trainees in projects that include human embryonic stem cells (Y or N) Continuous Learning for Administrators of Sponsored Programs

  22. SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget (Appendix A) • Part A. Stipends, Tuition/Fees • Enter # of trainees • Total stipend amount • If a category contains different stipend levels, itemize in the appropriate blocks • Enter the total stipends for all categories • Use current rates available at http://grants.nih.gov/grants/guide/notice-files/NOT-OD-14-046.html(Appendix B) Continuous Learning for Administrators of Sponsored Programs

  23. SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget Part A. Stipends, Tuition/Fees • Tuition at postdoc level is limited to specified courses described in Budget Justification (Part F) • Tuition and fees requested must equal that charged to regular non-Federal supported students and postdoc fellows • Health insurance is not part of this budget category. See Training Related Expenses category • Request full needs - current formula will be applied by NIH awarding component at the time of award Continuous Learning for Administrators of Sponsored Programs

  24. SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget Part A. Stipends, Tuition/Fees • Allowable costs provided they are applied consistently to all persons in similar training status at the institution • No escalation of stipends in future years (current stipend level will be applied at the time of award) • Tuition/Fees and Stipends are considered Trainee costs and cannot be used for anything else without prior approval Continuous Learning for Administrators of Sponsored Programs

  25. SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget • Part B. Other Direct Costs • Trainee Travel – check the FOA to see what is allowed • Budget Justification - state purpose, number of trips, destinations, number of trainees – must be coach class, justify foreign travel in detail (importance to training experience) • Awarded on a per trainee basis • Allowable amounts vary between institutes • Normally used to travel to scientific meetings • Travel between residence and domestic training site not allowed (with exceptions) • Travel for purposes of recruitment not allowable • Travel to foreign institutes may be allowable, U.S. flag air carriers required Continuous Learning for Administrators of Sponsored Programs

  26. SF 424 Instructions, Section 8 Training Related Expenses (TRE) • Formula calculated on a per trainee basis Currently $4,200 for Predoctoral trainees $7,850 for Postdoctoral trainees May be used for: health insurance staff travel staff salaries equipment consultant costs research supplies other expenses directly related to the training program • Current TRE level will be applied at time of award Continuous Learning for Administrators of Sponsored Programs

  27. Health insurance/fees • Health insurance/fees only for single or family coverage • NIH will not award supplemental funding for family coverage • No longer awarded in aggregate with tuition funds • Awarded as a training related expense (which means they can be re-budgeted and are no longer excluded from F & A costs) Continuous Learning for Administrators of Sponsored Programs

  28. SF 424 Instructions, Section 8 Section 8.5 – PHS 398 Training Budget • F&A costs fixed at 8% excluding tuition/fees, equipment and subawards in excess of $25,000 Continuous Learning for Administrators of Sponsored Programs

  29. NRSA Stipend & Other Budgetary Levels Effective for FY 2014 (Appendix B) Continuous Learning for Administrators of Sponsored Programs

  30. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component – Check your particular FOA before starting • Information in Items 2.2– 2.4 collectively limited to 25 pages • Information in items 2.5 - 2.14 not part of 25 page limitation Continuous Learning for Administrators of Sponsored Programs

  31. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Required data tables • Not counted toward the page limitations • Graduate Studies and/or Department Administrators are key offices to acquire data • ORPA can provide a list of current T awards • Faculty’s CV may identify list of trainees • Training program directors will be your resource for information about trainees and publications • The Internet! Continuous Learning for Administrators of Sponsored Programs

  32. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Required data tables identified by number • Pre-numbered, formatted tables available online • Tables not required by particular grant mechanism or FOA and intentionally left blank should be included and titled appropriately Additional tables identified by letter • not required, may be included • Will counttoward the 25 page limit • Identify by letter, not number to avoid confusion Continuous Learning for Administrators of Sponsored Programs

  33. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Introduction to Data Tables – READ THIS FIRST http://grants.nih.gov/grants/funding/424/index.htm#datatables_intro (Appendix C) Instructions and Sample Data Tables 1-12 are located at: http://grants.nih.gov/grants/funding/424/datatables_sampleall.pdf (Appendix D) Gather as much information from your Institution, PI and participating faculty before starting your tables Utilize Graduate Studies and Departmental Administrators to acquire information Continuous Learning for Administrators of Sponsored Programs

  34. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component Item 1. Application Type – pre-populated from SF424 Cover Component Item 2. Research Training Program Plan Attachments – general Page limitations referenced in the instructions and/or FOA must be followed Continuous Learning for Administrators of Sponsored Programs

  35. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Item 2. Research Training Program Plan Attachments – general (cont’d) • Text attachments should be converted to PDF • Avoid scanning text attachments to convert to PDF • Save files with descriptive file names like “Program Plan”, “Proposed Training” etc. • DO NOT USE SPECIAL CHARACTERS Continuous Learning for Administrators of Sponsored Programs

  36. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Item 2. Research Training Program Plan Attachments – general (cont’d) • No header or footer on attachments • No page numbers • Attachments are specific to Training Grant Programs • eRA Commons will validate and generate errors/warnings • eRA Commons will link together as a single Research Plan • Begin each text section with a section header (Introduction, Background, Program Plan, etc.) Continuous Learning for Administrators of Sponsored Programs

  37. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 1. Introduction – 3 pages • 2. Background – part of the 25 page limit, unless otherwise stated in FOA • Rationale for the proposed research training program, relevant background history, need • Indicate how proposed program relates to current training at institution Continuous Learning for Administrators of Sponsored Programs

  38. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 2. Background – part of the 25 page limit • Summarize participating department research training activities. Complete and refer to the data reported in Tables 1-3 • Table 1 – Membership of Participating Departments/Programs • Table 2 – Participating Faculty Members • Table 3 – Institutional Training Grant Support Available to Participating Faculty Members, Departments or Programs Continuous Learning for Administrators of Sponsored Programs

  39. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. Program Plan – part of the 25 page limit, unless otherwise stated in FOA • a. Program Administration – PD’s qualifications, scientific background, current research areas, experience in research training • b. Program Faculty – reference Table 2, Participating Faculty • Describe faculty cooperation, interaction and collaborations in the past. Complete and refer to data in Tables 4-6 Continuous Learning for Administrators of Sponsored Programs

  40. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. Program Plan – part of the 25 page limit • Table 4 – Grant and Contract Support of the Participating Faculty Members • Table 5 (A - Pre & B - Post) – Pre and Postdoctoral Trainees of Participating Faculty Members • Table 6 (A- Pre & B- Post) – Publications of Research Completed by Trainees • Current appointees, past appointees, and representative trainees clearly associated with the training program • Programs requesting both should complete both tables Continuous Learning for Administrators of Sponsored Programs

  41. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. c. Proposed Training – describe the proposed training program • Training level and number of trainees • Course work, research opportunities, extent to which trainees will participate directly in research • Duration of training • How disciplinary and/or departmental components of the program are integrated and coordinated and how they will relate to an individual trainee’s experience Continuous Learning for Administrators of Sponsored Programs

  42. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.c.Proposed Training – describe the proposed training program • For training programs emphasizing research training for clinicians describe interactions with basic science departments and scientists • Include plans for ensuring that the training of these individuals will provide a substantive foundation for a competitive research career • Generally, a minimum of 2 years of research training is required for all postdoc trainees with health professional degrees Continuous Learning for Administrators of Sponsored Programs

  43. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.c. Proposed Training – describe the proposed training program • Provide representative examples of programs for individual trainees • Curricula, degree requirements, didactic courses, laboratory experiences, qualifying examinations, other training activities • Describe how trainer and research areas are chosen • How will trainee’s program be guided • How will trainee’s performance be monitored and evaluated • Include detailed mentoring plans as appropriate Continuous Learning for Administrators of Sponsored Programs

  44. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3.d. Training Program Evaluation • Describe an evaluation plan to review and determine the quality and effectiveness of the training program • Provide details! • Internal and External Advisory Committees • Student assessments via exit interviews Continuous Learning for Administrators of Sponsored Programs

  45. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. e. Training Candidates • Describe recruitment plans, sources and availability of trainees • Qualifications of prospective trainees • Criteria by which trainees will be selected Continuous Learning for Administrators of Sponsored Programs

  46. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 3. f. Institutional Environment and Commitment to Training • Show institutional support, commitment to goals of training program • Describe support for proposed program Continuous Learning for Administrators of Sponsored Programs

  47. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Admissions and Completion Records • Table 7 (A - Pre & B - Post) – For participating departments and programs during the last five years • Trainees associated with institutionally defined departments or programs • Qualifications of Applicants • Table 8 (A – Pre & B – Post). Qualifications of Recent PredoctoralApplicants for each participating department • Trainees associated with institutionally defined departments or programs Continuous Learning for Administrators of Sponsored Programs

  48. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • Qualification of Applicants • Table 9 (A – Pre & B - Post) – Trainees clearly associated with the Training Program • Any individual appointed to a training grant until completion AND any individuals who have a training experience identical to those appointed to the training grant • Not trainees associated with institutionally defined departments or programs Continuous Learning for Administrators of Sponsored Programs

  49. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 4. Recruitment and Retention Plan to Enhance Diversity • Required for all training grant activity codes except T34, T36, U2R and all D-series activity codes • Must fit within the combined 25 page limit for sections 2.2 – 2.4 unless otherwise specified in the FOA • Provide a detailed plan! Continuous Learning for Administrators of Sponsored Programs

  50. SF 424 Instructions, Section 8 Section 8.7 – Research Training Program Plan Component • 4. Recruitment and Retention Plan to Enhance Diversity • To diversify student and faculty populations, increasing participation of underrepresented individuals in the biomedical, clinical, behavioral, and social science such as: • Individuals from underrepresented racial and ethnic groups • Individuals with disabilities • Individuals from socially, culturally, economically or educationally disadvantaged backgrounds that have inhibited their ability to pursue a career in health-related research Continuous Learning for Administrators of Sponsored Programs