NIH xtrain in era Commons. Heather Daniels and Jenny Dahlberg Graduate School and School of Veterinary Medicine June 20, 2012

Transcription

1 NIH xtrain in era Commons Heather Daniels and Jenny Dahlberg Graduate School and School of Veterinary Medicine June 20, 2012

2 xtrain Basics Electronic submission and storage of NRSA appointment forms (PHS 2271), NRSA payback agreement (PHS 6031) and NRSA terminations forms (PHS 416-7). Part of era Commons Required as of January 1, 2011 for T34 (only appt forms) Other Ts (appt, payback, and term forms) Fs (only term forms) R25 and R90 (mostly appt forms) K12, KL2 and KM1 (mostly appt forms)

3 Getting Started Need era Commons Account Need ASST role in era Commons PI needs to delegate xtrain authority to you xtrain website with information/training, etc.

4 era Commons Navigation

5 Using xtrain - ASST PD/PI Delegates (ASSTs) are brought to the My Grants screen when the xtrain Tab is selected If multiple PD/PIs have Delegated xtrain Authority to the same ASST, the ASST must select a specific PD/PI and click Select Profile.

6 Grant Summary From the xtrain tab, click on the Grant Number link to access the Grant Summary page. Numbers displayed reflect paper/electronic actions accepted by NIH AND entered in era database. Data entry for paper actions still in progress.

7 Trainee Roster Click on View Trainee Roster link. Make selection and click Go.

8 Trainee Roster Appointment/Termination Source: Paper or Electronic Action: 2271 Form Amend 2271 Initiate TN Term Notice Appointment Type: New Reappointment Amendment Appointment Status: In Progress PI In Progress Trainee Pending Agency Review Accepted Terminated Termination Status: In Progress BO In Progress PI In Progress Trainee Pending Agency Review Accepted View: View 2271 View TN View Payback

9 Entering Trainees Trainees without an era Commons account can get an account by: Using registration process through xtrain Those on campus (typically Dean s offices) with SO role can add a new account and assign the trainee role to that account

10 Inviting a Trainee to Register Let s look at the steps taken to invite a Trainee to register from within xtrain When PD/PIs select Create New Appointment within xtrain, they are prompted for the Trainee s User ID If the User ID is unknown or does not exist, the Identify Trainee link can be used.

11 Inviting a Trainee to Register The PD/PI enters search parameters and clicks Search. No match - Click Create New Trainee Profile. Search results. Complete info; click Continue.

12 Responding to Invitation Trainees should respond to the xtrain Create an Account registration invitation as soon as possible to avoid processing delays Click on the link included in the and follow the on-screen instructions Dear Trainee: This is a system-generated invitation from the era Commons xtrain website in connection with your participation as a Trainee for Program Director Money, Cher D on a Grant 5T32CA To participate in the Appointment and/or Termination forms submission, you will need to log on to the era Commons website with a user name and password. Please visit this web site to create your account as soon as possible. Open your Web browser and go to the URL

13 Trainee Profile Once a Trainee account is created, the Trainee must log into era Commons and access each of the Personal Profile pages to provide the information used to populate xtrain-related forms. Personal Information Race/ Ethnicity Residential Address Degrees Trainee- Specific

14 Appointment Form Flow TG Admin Initiates Appt. Is Trainee in era Commons? No Trainee registers Yes Trainee receives & reviews form NIH reviews and creates account TG admin checks form and asks PI to submit PI submits form to NIH NIH accepts form

15 PI Trainee Roster screen Create New Appointment Click Create New Appointment Provide the Commons Username for the trainee and click Continue.

16 Create New Appointment The 2271 form is opened and pre-populated with information pulled from the Trainee profile.

17 Create New Appointment From Trainee Profile or Trainee Supplied PD/PI Supplied Select Field of Training. Period can not exceed 12 months and the start date must fall within the budget period. Appointment can be saved for later action. Must Re-calculate if calendar box is used. Select level appropriate to Trainee degree and experience. Stipend must be entered and non-zero.

18 Create New Appointment Additional action buttons appear at the bottom of the form after the initial Save Once the form is ready, click Save & Route to Trainee. The system will check the form for errors prior to routing Any identified errors must be corrected prior to routing Warnings are addressed at your discretion

19 Tips-Appointment Form If you are reappointing someone from previous year, then you reappoint from within that previous year (don t do new appointment in current year). If there is a break of at least one grant period, the trainee must be appointed as a new appointment. If reappointing, the old stipend amount shows until the appointment form is saved. Then current stipend amount needs to be entered.

20 New Appointment-Trainee The 2271 form is opened and prepopulated with information pulled from the Trainee profile or previously entered by PD/PI in form. SSN pulled from Profile/Personal Info; last 4 digits displayed Address pulled from Profile/Residential Address pulled from Profile/Personal Info Degrees pulled from Profile/Degrees Specialty Board Select from pull-down list Dual-degree Select appropriate radio button

21 New Appointment-Trainee From Trainee Profile or Trainee Supplied PD/PI Supplied Review remaining info and contact PD/PI with any concerns. * screen continued from previous slide * Prior NRSA Support - pulled from profile. To correct, go to Admin/ Account/Verify NIH Support and add grant number. Trainee can click Save and complete the form later. Once complete, click Route to PI to continue the Appointment process. Note: Route to PI has implicit Save.

22 New Appointment-Trainee When the Trainee clicks the Save & Route to PI button, the system will validate the information contained in the 2271 form and will flag any Errors or Warnings found Errors must be corrected before the Appointment is routed. Warnings are corrected at your discretion.

23 New Appointment-PI To complete the Appointment, the PD/PI must review the 2271 form one last time and then Submit to Agency. PI Trainee Roster screen Bottom of 2271 form Click Submit to Agency to complete the Appointment initiation process.

24 New Appointment Comments (up to 2000 characters) will be included in message sent to Agency. Click Continue. Post-doc Appointments may require signed paper Payback Agreement for legal purposes. Electronic Signature recorded; Status is set to Pending Agency Review.

25 New Appointment For Pre-doc Appointments No further action is needed, unless confirmation of permanent residency status is required For Post-doc Appointments who have never received prior Kirschstein-NRSA support Only Mail signed original Payback Agreement (6031) form to the awarding NIH Institute Mail confirmation of permanent residency (if needed)

26 Tips Trainee information (address, etc.) for new trainees will not be visible to you until the appt form is accepted by the Agency. Note a number of pieces of information is pulled directly from trainee profile. In order to correct these pieces, the trainee needs to correct his/her profile. If you use the calendar boxes for length of appt, hit recalculate button to get correct stipend amount.

27 Tips Watch for auto forwards. After 14 days forms (appt or term) with the trainee will forward back to the PI OR term will forward to BO from PI.

28 Amendment Once an Appointment is Accepted by Agency, an Amendment is needed to change any of the following items: Name Permanent Mailing Address Submit an Amendment as soon as the change occurs Follows same process as Appointments

29 Termination Form Flow TG Admin Initiates Termination Trainee receives & reviews form TG admin checks form and asks PI to submit NIH accepts form BO submits form to NIH PI submits form to Business Official (BO)

30 Termination Notice Termination Notices are typically initiated by the PD/PI BOs also can initiate a Termination Notice PI Trainee Roster screen Select Initiate TN to begin Termination process.

31 Termination Notice The Termination Notice is opened and pre-populated with information pulled from the Trainee profile. * screen continued on next slide *

32 Termination Notice Choose a BO from drop-down list. * screen continued on next slide * The Modify Termination Date button is used to shorten the last Appointment period. The system will automatically amend the last Appointment end date and will recalculate the stipend.

33 Termination Notice The majority of information requested is entered by the Trainee. PD/PI Saves the form. Additional action buttons will appear; click Save & Route to Trainee Status changes to In Progress Trainee.

34 * screen continued on next slide * Termination Notice-Trainee Document training received either in comment field or via file upload. TrainingReceivedSample.pdf Click appropriate radio buttons for: Activity, Organization and Type of Position.

35 Termination Notice-Trainee If known, enter position title, organization and related information. Provide mailing address where you can be reached after Termination. Review all information, then Save & Route to PI.

36 Termination Notice-PI The PD/PI cannot submit the Termination Notice. It must be routed to the Business Official (BO) for submission. PI Trainee Roster screen Bottom of form... Select the Save & Route to BO.

37 Termination Notice-PI Comments (up to 2000 characters) will be included in message sent to BO. Click Continue button. Electronic Signature recorded. PI Trainee Roster screen Status is set to In Progress BO.

38 Tips-Termination Form Business Official for UW-Madison is Kathleen Wernigg. Watch for auto forwards. After 14 days forms (appt or term) with the trainee will forward back to the PI OR term will forward to BO from PI. If an appointment is ending early, you do not need to submit an amended appointment form.

39 Additional Actions Some actions are available to a user, who is not the Current Reviewer, as long as the form has not been submitted to Agency runs validations & gives errors/warnings the previous reviewer can recall a form from the current reviewer Accessed via 2271 Form or Term Notice Current Reviewer- Trainee/Kim Beaker links PI Trainee Roster screen 2271 Form or Term Notice

40 When to call era Commons Help Desk Links not appearing Routing issues Previous support information missing

41 When to call NIH Institute Information issues with previous paper forms that were entered Problems with forms either submitted or accepted by Agency

42 Help from NIH & Campus xtrain Web Page: look under xtrain and Quick Reference Sheets, Animated Online Tutorials and PowerPoint Presentations era Commons Help Desk Hours: Web: Mon Fri, 7 a.m. 8 p.m. Eastern Toll-free: Campus xtrain Coaches T32 Listserv (ntp-t32@lists.wisc.edu)

43 Evaluations and Questions Please fill out evaluation Questions? or or