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Training Grant Round Table Discussions

Join us for roundtable discussions on training grants and programs, covering topics such as grant preparation, program administration, best practices, and troubleshooting. Special guest David Brown (DEI) will be sharing insights and answering questions. Don't miss this opportunity to exchange experiences and ideas!

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Training Grant Round Table Discussions

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  1. Training Grant Round Table Discussions Thurs May 31, 2018 Wed June 6, 2018

  2. Agenda: Roundtable discussion of Training Grants Goal: Informal exchange of experience and ideas related to training grants and training programs Areas of interest: Training Grant Preparation Training Program Administration Approach: Best Practices Questions and Troubleshooting Resources Special guest: David Brown (DEI)

  3. Sampler of questions received: Training Grant Preparation What do the data tables ask for, table by table? interpret instructions and definitions who provides the data? where is it best to get the data? e.g Table 3 How do others handle missing data from other departments? How to track the right information to supply good data to requesting units? Who is using M-FACTIR? Who is using xTRACT? Review xTRACT and its requirements How does xTRACT alleviate some issues? How to deal with errors in xTRACT?

  4. Sampler of questions received: Training Program Administration Covering Financial Shortfalls beyond award funds Tuition Healthcare Travel How do you cover Gradcare? Do you also cover Dental and Vision? How are training programs covering administrative effort? How do you reconcile your training grant?

  5. Suggested Timeline for NIH Training Grant Preparation - 1 Standard T32 deadlines: Jan 25, May 25, Sept 25 UMich recommends applying 1.5-2 yr before end of current funding cycle. One year ahead - Review NIH Instructions for preparing Institutional Training Grants and Data Tables Contact alumni if you haven’t maintained regular contact (15 yr) – get cv: need current position, funding, publications Remind faculty and trainees about upcoming renewal – participation is important One year – six months ahead(start early - can update if necessary before submission) Update Participating Faculty list in M-FACTIR and xTRACT. (New application - initiate PAF first). Contact Participating Departments for Program-specific data on trainees and applicants. Send faculty their individual M-FACTIR profiles for updates, including trainee mentoring. Six months ahead Enter/update Program-specific data in M-FACTIR. Fill in gaps in Program-specific data. Review and confirm institutional data in M-FACTIR. Use Pub-Med to compile trainee publications (via xTRACT). Confirm with trainees and mentors.

  6. Suggested Timeline for NIH Training Grant Preparation - 2 Three – six months ahead PI / TG Directors draft text for Research Training Plan, Diversity, RCR, Rigor, Progress Report. Collect faculty biosketches – update in current biosketch format Personal statement can include information on mentoring experience and mentoring activities Collect trainee research progress statements, publications, awards for Progress Report. Transfer data into xTRACT from M-FACTIR reports. Review draft tables as xTRACT pdfs. Fill in gaps in Program-specific data. Prepare Budget and Budget Justification Collect letters of support, other supporting documents One-three months ahead Complete data tables via M-FACTIR and xTRACT adjust table formats as needed - final xTRACT PDFs are attached to application submit Administrative shell, including table drafts and letters of support, to Administration Review and finalize text – be sure text is consistent with tables

  7. Resources for Training Grant Preparation For links see: Website of the Office of Graduate and Postdoctoral Studies (OGPS) at www.ogps.med.umich.edu[Navigate: Faculty & Staff> Faculty> Training Grants]. Resources at University of Michigan M-FACTIR Documentation & Workshops M-FACTIR (for access: help.med.umich.edu or (734) 936-8000) M-FACTIR FAQ Email Lists: T32Admin@umich.edu T32Directors@umich.edu NIGMST32@umich.edu Office of Training Grant Support Director: Jessica Schwartz (jeschwar) Advice and Review of Training Grant text or Data Tables in preparation (start three months before submission deadline) Resources at NIH NIH Instructions NIH Tables NIH Commons x-TRACT Your Program Director

  8. As needed

  9. What is involved in preparing a training grant application? Structure of an Institutional Training Grant Proposal 1. Research Training Plan (25 pg) 2. Data Tables – depts, faculty, trainees, applicants, outcomes 3. Diversity 4. Responsible Conduct of Research (RCR) 5. Training in Rigor and Transparency Additional Training Grant components: Abstract and Narrative Budget and justification Resources: Facilities and Equipment Progress Report (renewals) Biosketches Introduction (resubmission)

  10. 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)

  11. What is involved in preparing a training grant application? NIH SF424 forms: Institutional Training Grant Instructions https://grants.nih.gov/grants/how-to-apply-application-guide/forms-d/training-forms-d.pdf Instructions for Data Tables: https://grants.nih.gov/grants/forms/data-tables.htm

  12. Tools for preparing training grant applications NIH xTRACT Extramural Trainee Reporting And Career Tracking Electronic system for creating research training data tables and storing the information for trainee career tracking. Access xTRACT via NIH Commons

  13. Tools for Training Grant preparation M-FACTIR FACULTY AND TRAINEE INFORMATION RESOURCES A comprehensive database of information for UM Training Programs https://www.umms.med.umich.edu/mfactir/

  14. Sequence for Training Grant Preparation DATA ENTRY DATA OUTPUT F. Open Reports Depts,Fac, Trainees, Applicants A. Initiate PAF (eResearch) G. Generate Data Tables B. Open M-FACTIR Manual xTRACT C. Enter ParticipatingFaculty 1. Transfer data TG DATA MART 2. Tables D. Enter Program-Specific Data E. Institutional Data – auto entry Depts, Appointed trainees, Fac profiles, Applicants H. Attach tables as pdf

  15. 5 Output Reports

  16. Institutional data are: - necessary for training grant data tables and - available within a U-M database. This means you don’t need to go find it – it’s already available (eg M-Pathways) and is uploaded automatically Examples: Aggregate Departmental statistics (Table 1) Funding Sources for non-NIH and NIH grants (Table 4) Appointed Trainees (Table 8)

  17. Program-specific data are: -necessary for training grant applications but-reside only in Training Program records (not available in any U-M database.) Program-specific information is entered manually into M-FACTIR by Training Program grant preparers (such as you): Examples: * Participating Faculty * Mentor-Trainee Relationships * Clearly Associated Trainees

  18. Additional Program-specific data Trainee Months of Prior Full-time Research (PreDoc) Trainee Prior Institution & GPA Trainee Applicant Info (PostDoc) Trainee Diversity Status (PostDoc) Trainee Disability Indicator Trainee Subsequent Position Trainee Subsequent Grants Trainee Previous Name Trainee Leave of Absence Number of PreDoc, PostDoc, and Short Term Positions Publication Data (Note: xTRACT links to PubMed)

  19. Resources for Training Grant Preparation For links see: Website of the Office of Graduate and Postdoctoral Studies (OGPS) at www.ogps.med.umich.edu[Navigate: Faculty & Staff> Faculty> Training Grants]. Resources at University of Michigan M-FACTIR Documentation & Workshops M-FACTIR (for access: help.med.umich.edu or (734) 936-8000) M-FACTIR FAQ Email Lists: T32Admin@umich.edu T32Directors@umich.edu NIGMST32@umich.edu Office of Training Grant Support Director: Jessica Schwartz (jeschwar) Advice and Review of Training Grant text or Data Tables in preparation (start three months before submission deadline) Resources at NIH NIH Instructions NIH Tables NIH Commons x-TRACT Your Program Director

  20. Feedback Schedule additional roundtable discussions? How frequent? Focus on specific topics? Office of Training Grant Support is adding an Administrative Consultant position to advise on technical details of preparing training grants What would be most useful to you in seeking advice from this consultant? We are considering preparing learning videos for aspects of Training Grant Preparation What areas would be most useful to cover in learning videos?

  21. NIH T32 Data Tables sample tables with rationales

  22. 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

  23. 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

  24. Table 3. Federal Institutional Research Training Grants and Related Support Available to Participating Faculty Members Table 3 Rationale This table will permit an evaluation of the current level of support for related research training and the extent to which the proposed training grant has overlap in participating faculty. This information is useful in assessing the institutional environment and determining the number of training positions to be awarded. JS

  25. 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

  26. Table 5. Publications of Those in Training Part 5A – Predoctoral Part 5B – Postdoctoral Table 5 Rationale This information provides an indicator of the ability of each faculty member to foster trainee productivity through generation of publishable results and allows assessment of the research quality and authorship priority of trainees. JS

  27. Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years PART 6A – PREDOCTORAL PART 6B – POSTDOCTORAL Table 6 Rationale These data permit the evaluation of the ability of participating departments/interdepartmental programs to recruit trainees. These data are useful in assessing the selectivity of the admissions process, the competitiveness of the training program, and the appropriate number of training positions to be awarded. JS

  28. Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years PART I – COUNTS PART II – CHARACTERISTICS Table 6A. Predoc Part II – Characteristics - By Year for 5 yr -Begin with the most recently completed year -For each additional year, enter the prior year until all 5 years are completed PRE-DOC CHARACTERISTICS -Prior research experience months for Entrants into your Program -Prior institutions for Entrants into your Program -Disability/ Under-represented minority (URM) for Entrants into your Program -Mean GPA (and range) for each year – For Total applicant pool

  29. Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years PART 6B - POSTDOCTORAL Table 6B. Postdoctoral Part I - Counts -Begin with the most recently completed year -For each additional year, enter the prior year until all 5 years are completed

  30. Table 6. Applicants, Entrants, and their Characteristics for the Past Five Years PART 6B - POSTDOCTORAL Table 6B. Part II – Characteristics POSTDOCS Table 6 Rationale These data permit the evaluation of the ability of participating departments/interdepartmental programs to recruit trainees. These data are useful in assessing the selectivity of the admissions process, the competitiveness of the training program, and the appropriate number of training positions to be awarded.

  31. Table 7. Appointments to the Training Grant for Each Year of the Current Project Period (Renewal/Revision Applications only) Table 7 Rationale For renewal or revision applications, these data permit evaluation of the use of awarded training positions. Note that counts for “Awarded” and “Appointed” trainees will be auto-filled. Counts for the number of “Appointed” trainees will be editable in the event that recent updates are not yet reflected in the system.

  32. Table 8. Program Outcomes – for past 15 years PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE Table 8 Rationale For new applications, this table provides information on the effectiveness of the proposed training program. For renewal applications, this table provides information about the use of predoctoraltraining positions (e.g., distribution by faculty member, year in program, years of support per trainee). The data also permit an evaluation of the effectiveness of the supported training program in achieving the training objectives of the prior award period(s) for up to 15 years. JS

  33. 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

  34. 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).”

  35. Table 8. Program Outcomes – for past 15 years PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE

  36. Suggested Timeline for NIH Training Grant Preparation - 1 Standard T32 deadlines: Jan 25, May 25, Sept 25 UMich recommends applying 1.5-2 yr before end of current funding cycle. One year ahead - Review NIH Instructions for preparing Institutional Training Grants and Data Tables Contact alumni if you haven’t maintained regular contact (15 yr) – get cv: need current position, funding, publications Remind faculty and trainees about upcoming renewal – participation is important One year – six months ahead(start early - can update if necessary before submission) Update Participating Faculty list in M-FACTIR and xTRACT. (New application - initiate PAF first). Contact Participating Departments for Program-specific data on trainees and applicants. Send faculty their individual M-FACTIR profiles for updates, including trainee mentoring. Six months ahead Enter/update Program-specific data in M-FACTIR. Fill in gaps in Program-specific data. Review and confirm institutional data in M-FACTIR. Use Pub-Med to compile trainee publications (via xTRACT). Confirm with trainees and mentors.

  37. Suggested Timeline for NIH Training Grant Preparation - 2 Three – six months ahead PI / TG Directors draft text for Research Training Plan, Diversity, RCR, Rigor, Progress Report. Collect faculty biosketches – update in current biosketch format Personal statement can include information on mentoring experience and mentoring activities Collect trainee research progress statements, publications, awards for Progress Report. Transfer data into xTRACT from M-FACTIR reports. Review draft tables as xTRACT pdfs. Fill in gaps in Program-specific data. Prepare Budget and Budget Justification Collect letters of support, other supporting documents One-three months ahead Complete data tables via M-FACTIR and xTRACT adjust table formats as needed - final xTRACT PDFs are attached to application submit Administrative shell, including table drafts and letters of support, to Administration Review and finalize text – be sure text is consistent with tables

  38. Table 8. Program Outcomes – for past 15 years PART 8A – PREDOCTORAL PART 8B – SHORT-TERM PART 8C – POSTDOCTORAL PART 8D - UNDERGRADUATE Types of Support: Res Asst (RA) TchAsst (TA) Fellowship (F) Training Grant (TG) Scholarship (S), Other Activity: Further Training Research-intensive Research-related Other Sources of Support: NSF, Other Fed Univ, Fdn, Non-US, Other

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