Participating Trainee Detail (RPPR)

While preparing an RTD for a progress report, you can Closedopen the Participating Trainee Detail for a trainee by clicking the trainee's hyperlinked name. The Participating Trainee Detail for the selected person is grouped into panels. Use the Expand button Expand button and Edit buttons and links to display and edit the information as detailed below.

Participating Trainee Detail (RPPR)

IMPORTANT: The information displayed in the trainee detail is comprised of information pulled from the trainee's eRA Commons Personal Profile, where available. However, updates made to the xTRACT trainee detail will not update that trainee's Personal Profile in Commons.

Trainee Details

Use the View link in the Trainee Data panel of the Participating Trainee Detail to display the following read-only information, as applicable:

  • Commons User ID
  • Email

In Training Data

Use the Edit button in the Participating Trainee Details panel to modify in training data as described below.

  • In Training
  • Type
  • Research Topic
  • Start Date
    • Current Degree-Granting Program for a Predoctoral trainee
    • Postdoctoral Research for Postdoctoral trainee
  • End Date (when Trainee Left Program)

NOTE: In order to finalize the RTD for an RPPR, all trainees must have a start date in the In Training Data section. Additionally, trainees with No selected for In Training status must have an end date.

Support During Training

NOTE: This section applies to pre-doc and post-doc trainees only.

ClosedSources of support, both within and outside of NIH, are maintained in this section. Click the Expand button Expand button to view the information.

After a start date has been added for the trainee in In Training Data, the Training Years (TYs) will be displayed as read-only with corresponding abbreviations for funding sources in Support During Training.

IMPORTANT: The system will automatically identify the primary source of support as the source of funding with the longest duration. When multiple sources of support exist for a training year, use the Primary Source of Support drop-down if you wish to update the primary source of support.

Support During Training screen

Support from This NIH Training Grant

Includes the NIH Grant number, Project Title, and Period of Support.

Support from This NIH Training Grant tab

1. Click the Add This NIH Source of Support button to add support from This NIH Training Grant.
a. Enter the start and end dates of funding, then click the Save button.
2. (Optional) To remove support from This NIH Training Grant, click the three-dot ellipsis button three-dot ellipsis button and select Delete.

NIH & Other Agency Sources of Support

NIH & Other Agency Sources of Support include the Grant number, Project Title, Project Role, Period of Support, and Source.

IMPORTANT: You cannot delete training grant appointments that are reported from xTrain.

NIH & Other Agency Sources of Support screen

To add additional NIH or Other Agency support:

  1. Select the Add Source of Support button to Closedopen the Add Source of Support pop-up. Add Source of Support screen
  2. Complete the required Activity Code and IC Code fields.
  3. Complete other fields as appropriate.
  4. Click the Search Funding Sources button. A list of matches is displayed.
  5. Click the Select this Funding Source button Select this Funding Source button.
  6. Select the trainee's role from the Role during funding drop-down. If you select Other, enter a description in the Other role description field.
  7. Enter Start of Funding and End of Funding to indicate the dates of this person's involvement.
  8. Click the Save and Exit button.
  9. Click the three-dot ellipsis button three-dot ellipsis button and select Edit to modify the source of support.

  10. (Optional) To remove the source of support, click the three-dot ellipsis button three-dot ellipsis button and select Delete.

Add Other Non-NIH Sources of Support

Other non-NIH sources of support include Funding Source, Support Type, Project Number, Project Role, and Period of Support.

Other Non-NIH Sources of Support tab

To add a source of support:

  1. Click the Add Other Source of Support button to open the Add Other Source of Support pop-up.

    1. To search:

      • Enter search criteria in the fields and click the Search Funding Sources button.
      • Click the Select this Funding Source button Select this Funding Source button for the correct project. The Enter Source of Support Details screen is displayed.
      • Select the trainee's role from the Role during funding drop-down. If you select Other, enter a description in the Other role description field.
      • Enter Start of Funding and End of Funding to indicate the dates of this person's involvement.
      • Click the Save and Exit button.
    1. To create a new source of support:
      • Perform a search, which displays the information box.
      • In the Information box (at the top or bottom of the list), click the create a new funding source here link.
      • Complete the fields and then click Create Funding Source button.
      • Select the trainee's role from the Role during funding drop-down. If you select Other, enter a description in the Other role description field.
      • Enter Start of Funding and End of Funding to indicate the dates of this person's involvement.
      • Click the Save and Exit button.

Leave of Absence

You can specify a Leave of Absence in this section to account for periods when the trainee remains on the grant but does not receive support from the grant.

Leave of Absence tab

To add a Leave of Absence:

  1. Click the Add Leave of Absence button.
    Add Leave of Absence window
  2. In the Add Leave of Absence Period window that appears, enter the start month/year and end month/year for the leave of absence.
  3. Click Save.

Faculty Members

Displays the participating faculty added to the RTD. Click the Expand button Expand button to view the information.

Faculty Members pane

To add faculty, select the Add Faculty Member button.

NOTE: Up to two faculty members may be associated with a student. If there already two faculty members listed, then the Add Faculty Member button does not display. To change a faculty member, delete the appropriate one first and then add the new one.

  1. Use the parameters on the Search for Person(s) window to find the faculty member.
  2. ClosedIn the Search for Faculty screen, uncheck the box titled Search for persons who have a Commons affiliation with my institution to search for persons outside of your institution.

    NOTE: You must enter a Commons ID, Person ID, or Last Name to perform a search.

Search for Faculty

  1. Select the Search Persons button. All matching records display in the Person(s) table.
  2. ClosedIn the Persons table, select the Add to RTD check box for the person to add to the RTD.
  3. Click the Add Person(s) button.
  1. (Optional) Repeat the steps above to search for and add other faculty as necessary.

NOTE: Once two faculty members are added, the ability to add more is disabled. You must remove a faculty member before you can add a different one.

To remove a faculty member from the RTD, select the Remove Faculty Member button Remove Faculty Member button.

Degrees

xTRACT displays a list of completed degrees and associated data in reverse chronological order, with incomplete degrees following. Click the Expand button Expand button to view the information.

Degrees panel

The Source of degrees is displayed as read-only as xTRACT (meaning that the degree was added to the person in xTRACT) or as Commons Profile (meaning that the degree is from the Commons Personal Profile of the person).

To add a degree:

  1. Select the Add Degree button.
  2. Update the fields in the Create a New Degree pop-up:
    • Degree: Select from the list
    • Other Degree Text: Enter the name of the degree if an OTH type of degree was selected.
    • Degree Date: Enter in MM/YYYY format
    • Terminal Degree: Select the Yes or No as appropriate. When Yes is selected, the terminal degree indicator (This is your terminal degree.) displays next to the degree details in the view. A person can only have one terminal degree.
    • Degree Status: Select Completed or In Progress, as appropriate
    • Received in Training: Select Yes or No. Up to three degrees can be set as Received in Training.
    • Degree Institution: Enter the institution name, one institution per degree. You can search for an institution by selecting the magnifying glass search icon.
  3. Select the Save button to save your changes.
  4. Repeat for any additional degrees.
  5. Select the Close button when finished.
  1. To edit a degree, click the hyperlinked degree name.
  2. To delete a degree, click the Remove Degree button Remove Degree button for the degree. Degrees with Commons Profile as a Source cannot be deleted.

Post-Training Positions

1. Click the Expand button Expand button for the Post-Training Positions panel to display post-training employment position information.

Post-Training Positions panel

The Source of positions is displayed as read-only as xTRACT (meaning that the position was added to the person in xTRACT) or as Commons Profile (meaning that the position is from the Commons Personal Profile of the person).

To add a position:

  1. Click the Add Position button.
  2. Provide the following information:
    • Workforce Sector: Choose the area of employment: Academia, Government, For-Profit, Nonprofit, Other.
    • Principal Activity: Primarily Research, Primarily Teaching, Primarily Clinical, Research-Related, Further Training, or Unrelated to Research.
    • Position: Type the title of the position.
    • Start Date: Type the month/year the position started.
    • End Date: Type the month/year the position ended, or leave blank if employed to present time.
    • Primary Employment Indicator: Select Yes if this is the main employment; otherwise, select No.
    • Full Time Employment Indicator: Select Full-Time or Part-Time
    • Current/Initial Employment Indicator: Select Primary Initial if this is the initial employment for the trainee, or select Primary Current if it is the current employment.
    • Institution: Enter the institution or start typing to see matches to your typed text.
    • Primary Department of Position: Enter the department or start typing to see matches to your typed text. Matches for the selected Institution are shown.
  3. Select the Save button to save the changes.
  4. Repeat to add additional positions.
  5. To edit a position, click the hyperlinked position name.
  6. To delete a position, click the Remove Degree button Delete this employment button for the position. Positions with Commons Profile as a Source cannot be deleted.

Subsequent Grants

1. Click the Expand button Expand button for the Subsequent Grants panel to display subsequent fellowship, career development, or research grant support obtained from any source after the individual completed training.

Sources of support submitted on the RTD should list the trainee/student in a role such as PD/PI, co-investigator, faculty collaborator, or staff scientist.

NOTE:  xTRACT prepopulates NIH subsequent grant support from xTrain trainee data when available. You cannot delete prepopulated support records from the Subsequent Grants table.

Under NIH and Other Agency Sources of Support on Record, indicate up to five subsequent sources of support to include in the RTD. Each button lets you add a different type of support:

Add Source of Support button: Add grant support received from NIH and other Agency sources that are on record. If you do not know the specific grant, you can indicate support by entering only the activity code and IC.

Add Other Source of Support button: Add sources of grant support received from non-NIH/Agency sources.

On the Subsequent Grants pane, use the Edit and Remove buttons in the Action column to update or remove the funding source as necessary. Mark up to five Include in RTD checkboxes to specify which sources of support will be included in the RTD, which allows only five sources. Once you mark five checkboxes, you cannot mark a sixth.

Sources of support that you include on the RTD must list the trainee/student in a project role such as PD/PI, co-investigator, faculty collaborator, or staff scientist. If you mark the checkbox of a record with a non-supported project role, an error will occur when you mark the checkbox, which states: "Subsequent support may only be reported if the individual had the following role: PD/PI, Staff Scientist, Faculty, or Co-Investigator."

  1. In the Subsequent Grants pane, click the Add Source of Support button. The Add Source of Support popup appears. (Closedclick to view)

    Add Source of Support screen

  2. Enter search criteria to search for existing NIH/Agency grants that provided funding. Red asterisks denote required fields.
  3. Click the Search Funding Sources button.
  4. In the search results, click the Select this Funding Source buttonSelect this Funding Source button for the funding source you want to add.
  5. Select the appropriate option from the Role during funding drop-down.
  6. Enter the Start of Funding and End of Funding in mm/yyyy format to indicate the dates of the individual's involvement. (Closedclick to view)

    Enter details for the Source of Support

  7. Click Save and Exit. Alternatively, if you want to add another funding source, click Save and Add Another Source of Support to be returned to the funding search popup.

If you were supported by an NIH or Agency grant, but do not know the specific grant number, you can instead generically report the trainee's support by activity code and IC only. For example, if you enter T32 for the activity code and CA for the IC, then T32CA will appear on the training table form as the source of support.

  1. In the Subsequent Grants pane, click the Add Source of Support button. The Add Source of Support popup appears. (Closedclick to view)

  2. Add Source of Support screen

    In the search criteria, enter an activity code and IC ONLY, and then click the report activity code and IC directly link.
  3. TIn the search results, click the Select this Funding Source button Select this Funding Source button for the funding source you want to add.
  4. Select the appropriate option from the Role during funding drop-down.
  5. Enter the Start of Funding and End of Funding in mm/yyyy format to indicate the dates of the individual's involvement. (Closedclick to view)

    Enter details for the Source of Support

  6. Click Save and Exit. Alternatively, if you want to add another funding source, click Save and Add Another Source of Support to be returned to the funding search popup.
  1. In the Subsequent Grants pane, click the Add Other Source of Support button to open Closedthe Add Other Source of Support popup.

    Subsequent Grants Add Other Source of Support screen

    Search for support or create new funding source:

    1. Search for support by entering search criteria and then clicking the Search Funding Sources button.
    2. If the funding source you are looking for is shown in search results, click the Select this Funding Source button Select this Funding Source button for the funding source you want to add.
    3. If the funding source you are looking for does not appear, find and click the link to create a new funding source here where you manually enter the funding source that you would like to cite. Provide information about the funding source you are creating. Red asterisk fields are required. When finished, click the Create Funding Source button.
    4. Select the appropriate option from the Role during funding drop-down.
    5. Enter the Start of Funding and End of Funding in mm/yyyy format to indicate the dates of the individual's involvement. (Closedclick to view)

      Enter details for the Source of Support

    6. Click Save and Exit. Alternatively, if you want to add another funding source, click Save and Add Another Source of Support to be returned to the funding search popup.

Concept Link IconSee Also