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  5. Overview of xTrain

Overview of xTrain

What is the purpose?

xTrain is an eRA Commons module that allows program directors/principal investigators, organization administrators, and trainees to electronically prepare and submit PHS 2271 Statement of Appointment Forms and PHS 416-7 Termination Notices associated with institutional research training grants, institutional career development awards, individual fellowships, and research education awards. Agency staff also use xTrain to review and process the appointments and termination notices that are submitted electronically.

Although xTrain does not support the electronic submission of the PHS 6031 Payback Agreement, it makes it available for downloading/printing, with instructions for signing and submitting the agreement through postal mail. xTrain populates the basic information before printing.

xTrain also supports the administration of payback requirements for the Ruth L. Kirschstein National Research Service Awards (NRSA). xTrain calculates the payback service owed, maintains the overall payback status, and provides the ability for NIH staff to enter and review the Annual Payback Activities Certifications (APACs) that are received.

* You must be logged into eRA Commons with appropriate role(s) to complete these activities. 

Main Screenshots

Awarded Grants screen

Figure 1: xTrain Awarded Grants screen

2271 Appointment Form

Figure 2: Trainee Appointment Form 2271

What are the features?

xTrain lets users:

  • View the List of Appointments and Terminations
  • Accept appointments or terminations
  • Place appointments and terminations on hold and release them
  • Reject (Route back to Institution) appointments or terminations
  • Delete appointment and termination forms from the system before they are accepted by the Agency
  • Accept appointment and termination forms without validating errors
  • View a PDF version of the appointments and terminations
  • Revert accepted appointments that have not yet been terminated and accepted termination notices to prior state (available only for TA Super admin users)
  • Allows Payback Service Center users to track and manage Payback obligations of recipients of NRSA appointments and fellowships; including dates, mail and status history.
  • Payback Service Center users can generate the Payback Snapshot, and letters that inform recipients of NRSA appointments and fellowships about the status of their payback obligation.

What are the benefits?

xTrain ensures data quality by preventing submission of incomplete forms and minimizes burden by prepopulating data whenever possible. Appointment and Termination Forms are signed and tracked electronically. Payback Service Center staff store and manage all Payback documents and activities within the module.

Who can use xTrain?

XTrain has an external and internal side, both accessed via eRA Commons. Externally, it is used by principal investigators, organization administrators and trainees. Internally it is used by program staff, grants management specialists and Payback Service Center users.

Please see the xTrain Online Help for more information.