Training Grant Administrative Support Roundtable Discussion

1. Training Grant Administrative Support Roundtable Discussion Wednesday, June 19, 2019 11:00am-12:30pm Office of Graduate and Postdoctoral Studies (OGPS) Jessica Schwartz, Ph.D., Director, Office of Training Grant Support Presenters: Margaret Allen and Cathy Mitchell - Training Grant Administrative Support

2. Agenda: TG Admin Support Roundtable Discussion Welcome and Introductions Guest Speaker • Jessica Schwartz, Ph.D., Director, Office of Training Grant Support: How Data Tables Reinforce the Text of Training Grant Applications M-FACTIR to xTRACT • How to Upload Reports from M-FACTIR into xTRACT Open Discussion Roundtable Evaluation

3. T32 Administrator Roundtable Discussion Guest Speaker: Jessica Schwartz, Ph.D. Director, Office of Training Grant Support, OGPS - How Data Tables Reinforce the Text of Training Grant Applications

4. How Data Tables Reinforce text of a Training Grant Application Structure of an Institutional Training Grant Proposal 1. Research Training Plan (text, 25 pg) 2. Data Tables – depts, faculty, trainees, applicants, outcomes 3. Diversity 4. Responsible Conduct of Research (RCR) 5. Training in Rigor and Transparency in Research Additional Training Grant components: Abstract and Narrative Budget and justification Resources: Facilities and Equipment Progress Report (renewals) Biosketches Appendix (limited)

5. CMB CMB Training Grant 2011 150 faculty 70 Students Text Abstract, Resources, Research Training Plan, Diversity, RCR, Budget & justification, Support letters, Human & Animal Use Biosketches 150 faculty Data Tables 1-12 Appendices optional JS

6. Data Tables for NIH T32 Training Grants ENVIRONMENT Table 1. Census of Participating Departments and Interdisciplinary Programs FACULTY Table 2. Participating faculty members Table 3. Federal Institutional Research Training Grants and Related Support Available to Participating Faculty Members Table 4. Research Support of Participating Faculty Members TRAINEES Table 5. Publications of Those in Training Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years Table 7. Appointments to the Training Grant for Each Yearof the Current Project Period Table 8. Program Outcomes - 15 yr (Updated yearly for RPPR progress reports)

7. Research Training Plan Overview of typical structure (25 pg limit) • 1. Background – rationale, history, need for proposed training • 2. Program Plan (Refer to data tables) • a. Program Administration • b. Program Faculty • c. Proposed Training • d. Training Program Evaluation • e. Admission and completion records • f. Trainee candidates • (1). Qualifications of applicants • (2). Current trainee qualifications • g. Institutional environment and commitment to training • 3. Recruitment and Retention Plan to Enhance Diversity • a. History and Achievements • b. Proposed Plans • Plan for instruction in Responsible Conduct of Research (RCR) • Include refresher training after 4 yr • 5. Training in Rigor and Transparency in research - Reproducibility JS

8. Research Training Plan Overview of typical structure (25 pg limit) • 1. Background – rationale, history, need for proposed training - Table 1 (Dept census) • 2. Program • a. Program Administration • b. Program Faculty (Table 2: fac & mentoring history; Table 3: other TG; Table 4: faculty funding) • c. Proposed Training • d. Training Program Evaluation • e. Admission and completion records (Table 6: Admissions) • f. Trainee candidates (Table 5: Publications; Table 8: Outcomes) • (1). Qualifications of applicants • (2). Current trainee qualifications • g. Institutional environment and commitment to training • 3. Recruitment and Retention Plan to Enhance Diversity • a. History and Achievements • b. Proposed Plans • Plan for instruction in Responsible Conduct of Research (RCR) • Include refresher training after 4 yr • Training in Rigor and Transparency in research – Reproducibility • Progress Report (Table 7: Appointments to TG; Table 8: Outcomes) JS

9. Table 2. Participating Faculty Members Includes faculty demographics and mentoring activity Identifies Research-related careers of trainees DEMOGRAPHICS MENTORING Table 2 Rationale This information allows reviewers to assess the distribution of participating faculty by rank (junior vs. senior), by research interests, and by department or interdepartmental program. In addition, data on the mentoring records of faculty permit an evaluation of the experience of participating faculty in facilitating the progression of predoctorates and postdoctorates in their careers. The data concisely summarize information about the training faculty. JS

10. Table 4. Research Support of Participating Faculty Members Table 4 Rationale This table provides evidence of the strength of the research environment, the availability of funds to support research conducted by the trainees, and the appropriateness of the participating faculty in terms of their active research support. JS

11. Table 8. Program Outcomes – for past 15 years PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE FOR EACH (A-D) : PART I – Those Appointed to the Training Grant PART II – Those clearly associated with the Training Grant PART III – Recent graduates (new or expanded application only – past 5yr) PART IV - Statistics - calculate % PhD (entered 10 yr ago) calculate average time to degree (past 10 yr) JS

12. Table 8. Program Outcomes – for past 15 years PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE PART II – Those clearly associated with the Training Grant Clearly associated: Current predoc students or postdocs “with a training experience identical to those appointed to this grant, but who are supported by other NIH or HHS awards (eg fellowships or research grants).”

13. Table 1. Census of Participating Departments and Interdepartmental Programs Part I – Predoctoral Part II - Postdoctoral Sample Table 1. Part I - Predoctoral Table 1 Rationale This table provides insight into the environment in which the proposed training will take place. It allows reviewers to assess whether the program has the "critical mass" of trainees and faculty and, in the case of interdepartmental programs, representation/distribution of scientific disciplines, to be effective. JS

14. Use M-FACTIR with xTRACT for NIH TG Applications + M-FACTIR xTRACT NIH DATA TABLE as PDF TG DATA MART REPORT

15. M-FACTIR to xTRACT How to Upload Reports from M-FACTIR into xTRACT Trainees: • M-FACTIR Trainee Upload Report • Adding Trainees into xTRACT Faculty (Next Roundtable): • M-FACTIR Faculty Upload Report • Adding Faculty into xTRACT

16. Using M-FACTIR Reports to Assist with NIH Training Grant Applications M-FACTIR Access M-FACTIR M-FACTIR URL: https://www.umms.med.umich.edu/mfactir/home To request access to M-FACTIR, submit a service request to HITS via help.med.umich.edu or by calling the Service Desk at (734)936-8000.

17. Using M-FACTIR Reports to Assist with NIH Training Grant Applications Access M-FACTIR > Reports M-FACTIR

18. Using M-FACTIR Reports to Review and Upload Trainee Details M-FACTIR Access Trainee Report

19. Trainee Report TABLEAU Choose Department Choose Trainee Name

21. Trainee Report Tableau

22. Basic Identifiers(Name, Email, Current Program, eligibility, etc) Trainee Report A Training history (Programs, Pre/Post, Start/End dates) B Mentor history(Names, Pre/Post, Start/End dates) C Degrees (Type, Dates, Institution, GPA, etc.) D E Support during training (Source, Type, Start/End Dates, Dept, Pre/Post, etc.) Post-Training Positions (Position, Institution, Dept, Start/End Dates, etc.) F G Tableau Leave of absence history (Dates)

23. Using M-FACTIR Reports to Review and Upload Trainee Data M-FACTIR Access Trainee Upload Report

24. Trainee Upload Report The Trainee Upload report lists all of the trainees associated with the training grant to upload into xTRACT.

25. Trainee Upload Report Select appropriate PAF from the Select PAF dropdown listing. M-FACTIR Trainee Upload Report in Tableau

26. Trainee Upload Report PAF Dropdown Details Training Grant Award ID PAF ID Award Dates

27. Trainee Upload Report M-FACTIR Trainee Upload Report in Tableau

28. Trainee Upload Report A C E G I Faculty Mentor by Commons User Id2 Trainee Name (Remove before upload) Trainee Type Research Topic Start Date B D F H Commons User Id In-Training Indicator Faculty Mentor by Commons User Id1 End Date M-FACTIR Trainee Upload Report in Tableau

29. Trainee Upload Report Download Report to Excel to prepare/edit file for xTRACT Tableau 1 2 3

30. Trainee Upload Report Prepare File for xTRACT Upload Trainee Upload file in Excel

31. Trainee Upload Report Prepare File for xTRACT Upload • Tips for Preparing File for xTRACT Upload • Update the Date fields to MM/YYYY format from Excel default format • Delete trainee rows with no Commons User ID • Delete the Trainee Name column and Row Number column • Save file as a Tab-Delimited TXT file, required by xTRACT Trainee Upload file in Excel

32. Uploading M-FACTIR Trainees into xTRACT What is xTRACT?

33. What is xTRACT? • Web application, made by NIH (not Michigan Medical School) • Accessible via eRA Commons (via Commons ID & password) • Simplifies process and reduces workload when creating data tables for training grant applications and progress reports • Some data are pre-populated from xTrain, others are manually entered and will be available for reuse in subsequent applications xTRACT is anticipated to be required by NIH for the preparation of training grant data tables in Fiscal Year 2020

34. Accessing xTRACT NIH Commons User ID: • Go to ORSP (Office of Research & Sponsored Projects): https://orsp.umich.edu/nih-era-commons-registration

35. xTRACT Training available from NIH https://era.nih.gov/era_training/ era_videos.cfm#xtract https://era.nih.gov/files/xTRACT_ userguide.pdf

36. Accessing xTRACT To Access xTRACT: https://public.era.nih.gov/commons/ • Sign in with Commons ID • Click on xTRACT tab Note xTRACT terminology: ‘RTD’ = Research Training Dataset

37. Accessing xTRACT Search for Training Grant in xTRACT • Select the Training Grants Tab • Enter search criteria • Click ‘Search Training Grants’ xTRACT 1 2 3

38. Adding Trainees into xTRACT Search for Training Grant • Locate the Training Grant of interest from search results • Click on the appropriate button in the Action column xTRACT

39. Adding Department And Program Information into xTRACT xTRACT On the Prepare Research Training Dataset (RTD) for Renewal page, select “Participating Trainees” from the RTD menu

40. Trainee Upload Report and xTRACT Uploading Trainee details into xTRACT In xTRACT, navigate to the Participating Trainee section Click the Upload Participating Trainees button Participating Trainee page in xTRACT

41. Trainee Upload Report and xTRACT Uploading Trainee details into xTRACT Review the notes regarding the upload process Click the Browse button to select the trainee file to be uploaded Upload Participating Trainee page in xTRACT

42. Trainee Upload Report and xTRACT Upon selecting a file, an Upload Confirmation will display. Click Proceed to continue. After the upload is complete, a notice of a successful upload will display. Upload Participating Trainee page in xTRACT

43. Trainee Upload Report and xTRACT Confirm Uploaded Trainees: Return to Participating Students page Participating Students page in xTRACT

44. Trainee Upload Report and xTRACT Trainee Upload Error Example Uploading Participating Student error message in xTRACT

45. Submit xTRACT Feedback to NIH Questions/comments about xTRACT should be sent to the eRA Service Desk (https://grants.nih.gov/support/) Questions about the table instructions should be sent to the NIH Training Mailbox (NIHTrain@mail.nih.gov)

46. Agenda: TG Admin Support Roundtable Discussion Open Discussion

47. Agenda: TG Admin Support Roundtable Discussion Please Complete Evaluation Thank You!

49. NIH T32 Data Tables sample tables with rationales

50. Table 1. Census of Participating Departments and Interdepartmental Programs Part I – Predoctoral Part II - Postdoctoral Sample Table 1. Part I - Predoctoral Table 1 Rationale This table provides insight into the environment in which the proposed training will take place. It allows reviewers to assess whether the program has the "critical mass" of trainees and faculty and, in the case of interdepartmental programs, representation/distribution of scientific disciplines, to be effective. JS