Terminating Fellowships

Users can initiate and submit termination notices for fellowships via xTrain. Once the Fellowships are terminated, they will be automatically closed. As with training appointments, institution users will be able to terminate Fellowships early. Internal users will not be able to accept the TN until the Fellowship award is revised to show the new end date.

Termination Flow for NRSA Fellowships

The Termination Notice for a Fellow can be initiated by the PD/PI (Fellow), business official (BO), Sponsor or Sponsor Delegate. The flow diagram indicates the preferred process:  the Fellow initiates the termination notice; the Sponsor routes and certifies it; and the business official submits it to the Agency.

The individual that initiates the award termination is the user.

  • The user locates the most recent Fellowship and displays its Trainee Roster screen.
  • The user selects Initiate Termination Notice.
  • The Termination Notice screen is displayed with fields pre-populated with data from the eRA system.
  • The user reviews the Termination Notice and makes any necessary edits/additions (such as updating the email address of the PD/PI (Fellow) and entering/uploading the training provided).
  • The user routes the Termination Notice onward to the next reviewer.

NOTE: For Federal or Foreign (the Institution is outside the US) Fellowships, the PD/PI (Fellow) and the Sponsor, as well as the BO, can submit the Termination Notice.

  • The Termination Status is set according to the role of the individual who initiated it: In Progress PI, In Progress Sponsor, or In Progress BO.
  • Except for Foreign or Federal Fellowships, the Fellowship must be routed to the BO for submission to the Agency.
  • Only the principal investigator (PI) can modify the stipend on an early termination for T, K and R grants—delegates cannot modify the stipend. On fellowships, the business official can make changes as well.

NOTE: (If no action is taken):

  • Termination Notices are automatically routed from the Sponsor to the BO after 14 days
  • Termination Notices are automatically routed from the PD/PI (Fellow) to the BO after 14 days

Refer to the following topics for step-by-step instructions:

Initiate a New Fellowship Termination

Process Fellowship Termination Notice by Sponsor

Process New Termination Notice by BO