Institutional training grants best practices for developing managing t32 s
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Institutional Training Grants Best Practices for Developing & Managing T32’s. October 22, 2013 Series 3, Session 8 of AAPLS – Applicants & Administrators Preaward Luncheon Series. First Steps Come from Faculty. Develop a clear program identity and assemble strong faculty

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Institutional Training Grants Best Practices for Developing & Managing T32’s

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Institutional training grants best practices for developing managing t32 s

Institutional Training Grants Best Practices for Developing & Managing T32’s

October 22, 2013

Series 3, Session 8 of AAPLS –

Applicants & Administrators

Preaward Luncheon Series


First steps come from faculty

First Steps Come from Faculty

  • Develop a clear program identity and assemble strong faculty

  • Build on a program with a strong track record

  • Develop a clear rationale and clear goals

  • Match the goals of funder (including grant support of participants)

  • Admin support must be part of the team


What you get

What You Get

  • Student stipends (up to $22,032)

  • Postdoc stipends (NIH-mandated levels)

  • Tuition (60% of institutional charge up to $16,000)

  • Trainee expenses ($4,200 per trainee, includes health insurance and fees)

  • Trainee travel (typically $1,000 per trainee)

  • ICR – 8%


Typical number of slots

Typical Number of Slots

  • T32’s are not expected to fund all students

  • Proportioned in relation to existing program

  • For a new application, typically 2 or 3; very rarely more than 4

  • Rare to have slots expand in years 2 through 5

  • For a renewal, strong justification is required for expanding slots


What you do not get

What You Do Not Get

  • Support for faculty

  • Support for seminars (other than from trainee expenses – which does help)

  • Support for evaluation

  • Support for staff

  • Anything else related to training not listed on the previous slide


Why are t32 s important

Why are T32’s Important?

  • Flexible funding for students & postdocs

  • NIH “Stamp of Approval” as a high quality program

  • Serves as a catalyst for program improvement

  • Helps maintain program identity

  • Instills best practices in programs


How to begin administrators

How to Begin - Administrators

  • Work closely with the PI

  • Review the checklist developed by Tufts

  • Review the NIH instructions

  • Ask questions early in the process

  • Establish a timeline for the work

  • Establish each person’s responsibilities

  • Develop a list of data sources if data is not already at hand


Typical administrative roles

Typical Administrative Roles

  • Application Package

  • Budget & Budget Justification

  • Biosketches for Key Personnel

  • Biosketches for Mentors

  • Data Tables & Animal & Human Subject Protocol Numbers

  • Appendices

  • Grant Assembly?

  • Lead Role with OVPR staff?


Budget preparation

Budget Preparation

  • Understand the number of positions

  • Prepare the budget and budget justification early in the process

  • Ask for preliminary review of these components – do not wait until everything (text and tables) is complete

  • Adjust budget and other application components as needed and finalize


Biosketches

Biosketches

  • Obtain a list of faculty as soon as possible

  • Determine which are key personnel and which are mentors

  • Collect, format and update biosketches – useful to highlight trainee papers

  • Be sure personal statements for key personnel discuss training

  • Some T32 PI’s decide to use personal statements for mentors (not required)


Data tables

Data Tables

  • New applications –at least 10 tables

  • Renewals - at least 12 tables

  • Review the list of tables and information needed

  • Develop a plan for collecting needed information

  • Contact administrators as opposed to faculty when possible

  • Do the easiest tables first


Table 2 participating faculty

Table 2 – Participating Faculty

  • Table 2 is easy and the info is needed for other tables

  • Do Table 2 first

PI should provide

Tufts White Pages


Table 3 training grants

Table 3 – Training Grants

  • Need faculty list before doing this table

  • Sackler has a list of training awards and faculty

  • Send Sackler your info and Table 3 will be done


Table 4 faculty grant support

Table 4 – Faculty Grant Support

  • Need faculty list before doing this table

  • Contacts - Department Managers or Sackler

  • Information should match Biosketch info


Table 5 trainees

Table 5 – Trainees

  • Labor-intensive table, especially for postdocs who are not in school databases

  • Use school databases as much as possible

  • Faculty can often help with information about alums

  • Use LinkedIn, ZoomInfo and Facebook

  • Sackler can provide information for its trainees and many TUSM postdocs


Table 5 trainees1

Table 5 – Trainees

Online resources for past trainees;

Department Manager for current trainee support – match Table 4

School databases


Table 6 trainee pubs

Table 6 – Trainee Pubs

  • Be sure Table 6 lists the people in Table 5 associated with the program

PubMed & PubMed Central


Table 7 admissions completions

Table 7 - Admissions & Completions

  • Rely on Admissions databases & iSIS

  • Contacts – School Offices

  • iSIS does not track NIH minority categories

  • Completing this table for postdocs is harder

  • Multiple record sources may be needed


Table 8 applicant qualifications

Table 8 - Applicant Qualifications

  • Rely on Admissions databases – School offices

  • Be sure numbers match those in Tables 7, 9, 11, 12

  • Prepare a version with names first

Record keeping key for interviews

Conversions likely needed

  • Completing this for postdocs may be harder


Table 9 current trainee stats

Table 9 – Current Trainee Stats

  • Rely on school databases as much as possible

  • Prepare a version with the students’ names

  • If necessary, convert GPA and GRE scores to standard scale

  • Must be consistent with Tables 7, 8 and 12


Table 10 minorities

Table 10 – Minorities

  • Rely on school databases as much as possible

  • iSIS does not report NIH categories A, B & C

  • Must be consistent with Tables 1, 5, 7 and 9

Info from the PI if trainee has left


Table 11 slots used renewals

Table 11 – Slots Used (Renewals)

  • Information from Department Managers or those appointing and terminating trainees

  • All slots should be used

  • Must be consistent with Table 12

  • Use footnotes for special situations


Table 12 appointees renewals

Table 12 – Appointees (Renewals)

  • Must be consistent with Tables 1, 5, 7, 9, 10, 11


Table 1 participating units

Table 1 – Participating Units

  • Do Table 1 near the end

  • Numbers in Table 1 should match those in Tables 5, 7, 8, 9, 10, 11 and 12

  • Determine the units that are going to be used (departments vs programs)

Columns used for renewals


Final thoughts

Final Thoughts

  • Plan ahead

  • Consider how your unit acquires, maintains and updates information needed

  • Work with other units that have T32 experience

  • Work as closely as possible with the PI

  • Develop a strategy to obtain needed information

  • Rely on administrators where possible


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