Information on using the xTrain module to process appointments, reappointments and more for research training, career development, fellowships and research education awards.
The program director/principal investigator (PD/PI), assistant (with xTrain delegation), trainee and signing official (SO) or business official (BO) can access xTrain. eRA Commons users with the SO role or AA role can create accounts with Trainee, BO, PD/PI or ASST roles or they can add these roles to existing accounts.
Grant Mechanism | Forms | Setting Stipend/Salary Level | Who Does What |
---|---|---|---|
Training Grants (T) |
Use the 2271 Appointment Form and the 416 Termination Notice. |
Stipend level is selected from a pre-populated drop-down, based on the Fiscal Year of the grant to which the trainee is being appointed.
|
PI creates and submits the appointment. PI initiates Termination Notice and business official (BO) approves and submits it to agency. |
Fellowships (F) |
Use only the 416 Termination Notice. Do not use the 2271 Appointment Form.
|
Stipend level is populated based on the Notice of Award.
|
Termination Notice may be started by the PI, the Sponsor or BO. BO approves and submits it to agency.
|
Career Development/Research Education (K/R) |
Use the 2271 Appointment Form; use of the 416 Termination Notice depends on the award.
|
The salary level is entered by the PI when creating the appointment.
|
PI is responsible for submitting the Termination Notice; BO is not involved.
|


Basic Tasks (step-by-step instructions from the online help)*
- Access xTrain
- Create Accounts for Trainees in eRA Commons
- Delegate xTrain Authority
- Manage Appointments
- Manage Terminations
* You must be logged into eRA Commons with appropriate role(s) to complete these activities.
Main Screenshots
Click on thumbnail image to expand to full view.
Figure 2: My Grants is the landing screen after log-in for PD/PIs. The PI chooses a grant and clicks the View Trainee Roster link.
Figure 3: The PI then clicks Create New Appointment for the relevant grant
Figure 4: The Trainee Appointments and Terminations screen is the default screen for Trainees after logging in to xTrain
Additional Resources
- Reference Letters FAQs
- Activity Codes Supported in xTrain (PDF) (November 2022)
- Kirschstein-NRSA Stipend History 2023 (Excel – 19 KB) (February 2023)
- Research Training and Career Development website
Policy
- NIH Redesign of the xTrain Module in eRA Commons (NOT-OD-23-094) (February 27, 2023)
- NIH Grants Policy Statement: Ruth L. Kirschstein National Research Service Awards
- NIH Grants Policy Statement: Reporting and Assurance Requirements for Institutions Receiving Awards for Training of Graduate Students for Doctoral Degrees
Note: For policy-related xTrain questions, please send an e-mail to NIHTrain@mail.nih.gov