national institutes of health (nih) - fellowship …...presentation of research findings &...

NATIONAL INSTITUTES OF HEALTH

(NIH) - FELLOWSHIP (F) GRANTS

Overview of Ruth L. Kirschstein National Research ServiceAwards (NRSA) Individual Fellowship Funding Opportunities

Theory and Basic Application

Office of Sponsored Projects – NIH Assorted Training

WHAT ARE NIH FELLOWSHIP (F) GRANTS?

The NIH Fellowship Grant series provides graduatestudents and postdoctoral researchers researcheducation/training support thru the F30, F31, F32mechanisms.

The series also provides an avenue for experiencedsenior scientists to make research direction changes in theircareer or expand their research expertise by obtainingnew research skills as an independent investigator (F33)

The mentored research training experience is expected to provide:

A strong foundation in research design, methods, and analytic techniques;

Enhanced ability to conceptualize and think through research problems with increasing independence;

Experience with & conduct of state-of-the-art research methods Skills for the next stage of the applicant’s research career; Presentation of research findings & publication as first author;

and Interactions with scientific community at scientific meetings/

workshops;

AVAILABLE NIH RUTH L. KIRSCHSTEIN NRSA INDIVIDUAL

FELLOWSHIP FUNDING OPPORTUNITIES

Mechanism Program Description

F30Ruth L. Kirschstein National Research Service Awards for Individual Predoctoral MD/PhD and Other Dual Doctoral Degree Fellows (Parent F30) – PA-14-150

F31

Ruth L. Kirschstein National Research Service Awards for Individual Predoctoral Fellows (Parent F31) - PA-14-147

Ruth L. Kirschstein National Research Service Awards for Individual Predoctoral Fellowships to Promote Diversity in Health-Related Research (Parent F31-Diversity) - PA-14-148

F32Ruth L. Kirschstein National Research Service Awards (NRSA) for Individual Postdoctoral Fellows (Parent F32) - PA-14-149

F33Ruth L. Kirschstein National Research Service Awards (NRSA) for Individual Senior Fellows (Parent F33) - PA-14-151

INDIVIDUAL FELLOWSHIP FEATURES TO KEEP IN MIND

Maximum NRSA support allowance by level (includescombination of training (T) and fellowship (F) mechanism): Predoctoral level may receive up to 5 years aggregate Postdoctoral level may receive up to 3 year aggregate

Fellows must pursue research training on full-time basisbased on institution’s policies, e.g. 40 hours/week.

Eligibility to receive a Fellowship award requires: U.S. Citizenship, Non-citizen National status, or Permanent Resident with valid Alien Registration Card (Form

I-551) status at time of award

INDIVIDUAL FELLOWSHIP FEATURES TO

KEEP IN MIND (CONT)

Pre-Doctoral Applicant must be enrolled in PhD or equivalent research degree program, a formally combined MD/PhD program, or combined professional/clinical and research doctoral program in the biomedical, behavioral, or clinical sciences. F31 may not be used to support studies leading to the

MD, DDS, or other clinical, health-professional training

Pre-Doctoral applicant must be at dissertation research stage of training.

PostDoc must have received a PhD, MD, ScD, or equivalent before grant activation.

FELLOWSHIP FUNDING

Fellowship grants provide: Stipend Tuition (limited for PostDocs) Institutional Allowance

Sponsor(s)

Before completing the application, the applicant must identify a Sponsor/mentor, and possibly co-sponsor(s), who will supervise the proposed training and research experience.

Sponsor must have sufficient research support and facilities for high-quality research training. Should have a successful mentoring track record

Sponsor must provide: Research/training plan Assessment of applicant’s qualifications

Letters of reference are required important componentsof the individual Fellowship application. At least three(3), and no more than five (5), letters must be submittedusing the Fellowship Reference Form.

Fellowship Reference Forms must be submitted by theReferees via eCommons (i.e. are submitted separatelyfrom the application).

Reference Letters are due by the application receiptdeadline.

LETTERS OF REFERENCE

The list of Referees must be included in the application’sCover Letter.

Sponsor(Mentor) & Co-Sponsors MAY NOT be referees; Sponsor’s recommendation will be included in the application

(PHS Fellowship Supplemental Form).

Instructions for Referees on submitting the Reference Lettersare in Section 9.3 of the SF424 (R&R) General ApplicationGuide for NIH and AHRQ

LETTERS OF REFERENCE CONT.

You must become familiar with the following:

FOA/solicitation to which application is responding(e.g. PA-14-147)

SF424 (R&R) General Application Guide for NIH and AHRQ – Nolonger separate guide for fellowship applications. In addition, seeSection 9 for “F” Series applications.

Current Kirschstein-NRSA Stipend Levels, Tuition and Fees andInstitutional Allowance Levels (NOT-OD-16-062)

COEUS NIH Fellowship Guide - A guide highlighting COEUSelements that are specific to NRSA F Series opportunities.

BEFORE YOU BEGIN…

Key Elements that must be identified in the specific FOAand other applicable instructions: Participating NIH Agencies Eligibility – Institutional and Individual

citizen, non-citizen national, permanent resident Due Date and Earliest Start Date Application Type Allowed (e.g. New, Resubmission) Project Period and Award Budget – allowable expenses (e.g.

Stipend, Tuition) and non-allowable expenses (e.g. F&A) Other Special Requirements (e.g. Effort Requirement – 100%,

Sponsor’s Statement, Letters of Reference, bio-sketchrequirements)

Application Contents and Format (also see Sections 4 & 5 of theSF424 (R&R) Individual Fellowship Application Guide for NIHand AHRQ)

GETTING STARTED…

All Page limitations identified in the SF424 (R&R Individual FellowshipApplication Guide for NIH and AHRQ’s Table of Page Limits must be followedunless noted otherwise in the specific FOA.

All attachments must be submitted as PDF files in accordance with thefollowing format:

CONTENT AND FORM OF APPLICATION

Paper Size and MarginsStandard Paper Size (8½” x 11”)½” margins all aroundNo Headers or footers

GrantsmanshipUse English languageAvoid jargon

FontArial, Helvetica, Palatino Linotype, orGeorgia typeface11 points or largerNo more than 15 characters perhorizontal inchNo more than 6 lines per vertical inch

Figures, Graphs, Diagrams, Etc.Can use smaller fontMust be clear and legible

SF424 (R&R) Cover Component Form

Project/Performance Site Location(s) Form

R&R Other Project Information Form Project Summary/Abstract – 30 lines of text

Project Narrative – 2 to 3 sentences addressing Relevance

Bibliography and References Cited

Facilities and Other Resources

Equipment

Other Attachments (if applicable)

Diversity F-31 Only: Certification Letter from Institution certifying eligibility ofapplicant for this program

Description of degree program per NOT-OD-14-134 Foreign Sponsorship – applicable if requesting support for training abroad

Collaborator & Dissertation Advisor comments on planned training & goals (if applicable)

APPLICATION FORMS

(R&R) Senior/Key Person Profile (Expanded) Form

PD/PI – Fellow Applicant eRA Commons user name must be entered for the Fellow applicant – make sure that

the Fellow has an eRA Commons PI Account with Brown University as the affiliation.

Fellow Applicant Biographical Sketches – Format Requirement:

Predoctoral and Postdoctoral Format – use Pre-Doc or Post-DocBiosketch forms provided - may not exceed 5 pages

Senior Fellowship Format - Standard NIH Biosketch Format, may notexceed 5 pages

Sponsor (Primary), Co-Sponsor, Collaborators, DoctoralDissertation Advisor Primary Sponsor should be listed right after the PD/PI

Remaining Senior/Key Person Profiles should be in alphabetical order

Standard NIH Biosketch Format applies – may not exceed 5 pages

APPLICATION FORMS CONT.


Bio-Sketch - Pre/Post-Doc:

Use custom NIH Pre/Post-Doc Biographical Sketch Form

In addition to some of the other typical NIH bio-sketchrequirements, this attachment must include:

A listing of the applicant’s courses with grades from allundergraduate and graduate institutions in which theapplicant is/has been enrolled. Do not include transcriptswith the application.

Pre-Docs - Scores for all standardized exams such asMCAT, GRE, and other relevant exams.

PHS Cover Letter Form Cover Letter is required. Must include:

The List of Referees (name, degrees, institution and department affiliation) Funding Opportunity (PA or RFA) Title Application Title

May include: Request assignment to a particular NIH Center or Scientific Review Group, List of Individuals who should not review the application and why, If multidisciplinary, the disciplines involved, If applicable, a statement that any special required agency approval

documentation is attached.


PHS Fellowship Supplemental Form Attachments:


B-1. Introduction to Application B-10. Inclusion of Children

B-2. Specific Aims B-12. Vertebrate Animals

B-3. Research Strategy B-13. Select Agent Research

B-4. Progress Report Publication List B-14. Resource Sharing Plan

B-8. Protection of Human Subjects F. Appendix (approved publications, draftsurveys, informed consent documents, etc)

B-9. Inclusion of Women & Minorities


PHS Fellowship Supplemental Form cont. Fellowship Unique Attachments:

B-17. Respective Contributions 1 PageB-18. Selection of Sponsor and Institution 1 PageB-19. Responsible Conduct of Research 1 PageC-7. Goals for Fellowship Training and Career 1 PageC-8. Activities Planned Under this Award 1 PageC-9. Doctoral Dissertation & Other Research Experience 2 PagesD. Sponsor(s) & Co-Sponsor(s) Information 6 Pages


PHS 398 Fellowship Supplemental Form (cont)Sponsor(s) & Co-Sponsor(s) Information - mustdescribe:

a research training plan (coordinated with theapplicant’s research strategy),

applicant’s qualifications,

available research support & facilities, &

past training experience 6 Pages

PHS Fellowship Supplemental Form (cont.) Budget

PreDocs & PostDocs - Tuition/Fees only (Note: SF 424 Cover Form field 15a. must include applicable stipend

amount, actual tuition and fees, & standard institutional allowance.)

Only Senior Fellowship applicants provide other budgeton this form. Include: Current Institutional Salary

Appointment Type

Federal Stipend Requested

Supplementation from Other Sources


Stipend Levels

BUDGET BASICS

Career LevelYears of

ExperienceStipend for

FY2016

Pre-doctoral All $23,376

Post-doctoral 0 $43,692

1 $45,444

2 $47,268

3 $49,152

4 $52,120

5 $53,160

6 $55,296

7 or more $57,504

Pre-doctoral - One stipend level is used for all pre-doctoral candidates, regardless of the level of experience.

Post-doctoral - The stipend level for the entire first year of support is determined by the number of full years of relevant postdoctoral experience when the award is issued. Once the appropriate stipend level has been determined, the fellow must be paid at that level for the entire grant year.

Stipends Not a salary

Subsistence allowance to help defray living expenses the fellow is not an employee of either the Government or the Institution

Grantees may supplement stipends Must be in accordance with the established policies and consistently treated

Cannot be supplemented with Federal Funds

No additional effort or obligation required by the Fellow

Fellows may receive additional compensation services associatedwith employment; e.g. teaching assistant, lab assistant This is considered salary and not a stipend supplementation

It is inappropriate and unallowable to charge NRSA grants for employee benefits(FICA, Workman’s Comp, Unemployment Insurance, 401K Contributions, etc.)

BUDGET BASICS CONT.

Stipends – Employee Benefits, Vacations & Holidays, Leaves Stipends are not provided as condition of employment

Both Pre-doctoral and Post-doctoral Fellows may receive same vacations andholidays available to individuals in comparable training positions at thegrantee/sponsoring intuition Consistent treatment with Institutional Policy is the key

Sick Leave – may continue to receive stipend for up to 15 calendar days of sickleave per year

Parental Leave - may continue to receive stipend for up to 60 calendar days ofparental leave (NOT-OD-08-064)

Leave of Absence – approval for leave of absence must be requested in advancefrom awarding component Award will be revised to extend termination date by the number of months of leave

BUDGET BASICS CONT.

Tuition and Health FeesRequest the full amount of tuition and fees, however keep in

mind that once awarded, the reimbursement will be asfollows:

Pre-doctoral Fellows (F30, F31) 60% of the actual costs up to a maximum of $16,000 annually

60% of the actual costs up to a maximum of $21,000 annually for dual degreeprograms

Post-doctoral Fellows (F32, F33) 60% of the level requested by the applicant institution, up to $4,500 annually.

If the fellow is enrolled in a program that supports postdoctoral individuals in formaldegree-granting training, an amount per postdoctoral trainee or fellow equal to 60% ofthe level requested by the applicant institution, up to $16,000 per year, will be provided

BUDGET BASICS CONT.

Institutional Allowance

Allowance intended to defray such expenses as research supplies,equipment, travel to scientific meetings, health insurance, etc.

Pre-doctoral Fellows (F30, F31) - $4,200 annually

Post-doctoral Fellows (F32, F33) - $8,850 annually

BUDGET BASICS CONT.

Signatures, Assurances, & Certifications

Both Fellow and the Sponsor must complete the NIHFellowship Certification Assurance as required by PHS. Applicant organization must secure and retain a written assurance from the Fellow and

Sponsor prior to submitting an application to the PHS. Therefore, organizations must retaina unique signature and date for each submitted application.

Human Subjects Assurance Number (COEUS stores & inputsthe Brown No.) IRB Approval (part of Just-In-Time)

Laboratory Animals Assurance Number (Coeus stores &inputs the Brown No.) IACUC Approval (part of Just-In-Time)


Application Submission Timing

Applications are subject to Brown’s 5-Day proposal review rule.

Applications need to be submitted before the due date to allow for time to correct errors/warnings.

Applicants are responsible for viewing application before the due date in the eRA Commons to ensure accurate and successful submission.

FELLOWSHIP – POST AWARD

Pre-award spending (expenditures prior togrant ) not allowed

Carryover of unexpended annual balancesnot allowed

No-Cost Extensions not allowed Fellowship awards rarely renewable Payback obligation for Post-Docs who receive

only one year of support

Fellowship Specific Reporting

Activation - The fellowship award recipient has up to six months from the issue date on the Notice of Award to activate the award using the Kirschstein-NRSA Individual Fellowship Activation Notice (PHS 416-5). For unusual circumstances, NIH may grant extension of activation period after receipt of request from fellow which has been countersigned by sponsor and AOR.

Payback Agreement - For the individual's initial 12 months of Kirschstein-NRSA postdoctoral support, a signed, original Payback Agreement Form (PHS 6031) must accompany the Activation Notice.

Resident Status - Individuals admitted to US as Permanent Residents must submit notarized evidence of legal admission prior to the award.

Research Performance Progress Report (RPPR) – Due 2 mo. before budget period end date.

Termination - At conclusion of fellowship, fellow must submit a Termination Notice (PHS 416-7) via xTrain to the NIH within 30 days of termination.

Fellows with service payback requirements must notify the NIH of any change in address and submit Annual Payback Activities Certification Forms (PHS 6031-1) until the payback service obligation is satisfied.

NATIONAL INSTITUTES OF HEALTH (NIH) -FELLOWSHIP (F) GRANTS

ENTERING FELLOWSHIP PROPOSAL

IN COEUS

COEUS AND FELLOWSHIPS

Useful Coeus User Guides:

COEUS Proposal Development User Guide– provides step-by-step instructions on how to complete a proposal

in COEUS

COEUS NIH Fellowship Guide – A guide highlighting COEUS elements that are specific to NRSA Fellowship

(F Series) opportunities

COEUS SPECIFIC ELEMENTS

Proposal TabFor NRSA Fellowship Opportunities, from the Activity Type drop-down, please selectFellowship/Training Grants (Individual). Selecting this will ensure that Coeus Budget willautomatically apply a 0% F&A Rate.


Proposal TabFor NRSA Fellowship Opportunities, from the Anticipated Award Type drop-down, pleaseselect Fellowship.


Investigator TabIn the Investigator Tab, be sure to ONLY include the individual applying for the Fellowshipwith the appropriate Effort %. Fellowship Applicant must have the PI check box checked.


Key Person TabSponsors, Co-Sponsors, Collaborators and/or Doctoral Dissertations Advisors should beincluded in the Key Person Tab, with the appropriate Effort % is applicable. Make surethat the appropriate role for each individual is entered in the Role field (e.g. Sponsor).


Proposal Personnel SectionDetermine the order of the personnel - use the blue up and down arrows on the lowest IconToolbar


Proposal Personnel SectionAdd the eRA Commons User Name for the Fellowship Applicant in the Person DetailsWindow. Make sure that the Fellow holds a PI Account in eRA Commons.


Proposal Personnel SectionAdd alternate Phone Number for the Fellowship Applicant in the Person Details Window


Proposal Personnel SectionDesignate Citizenship Status for the Fellowship Applicant in the Person Details Window


Questionnaire SectionTo answer some of the questions on the PHS Fellowship Supplemental Form, youmust complete the PHS Fellowship Form Questionnaire in Coeus. The form isdirectly populated from the answers provided in the Questionnaire. The questionsmust be fully answered before modifications are made or previous responses willbe lost. All questions must be answered in order to pass validation checks prior tosubmission. You will receive a Grants.gov error message that prompts you to thequestionnaire if it is needed. For a list of all the Questionnaire questions, visithttp://research.brown.edu/osp/coeus/PD_Documents/PHS_Fellowship_Questionnaire.pdf


Certification ProcessFellows applicants sign off on the proposal, just as Brown faculty members do. They should complete the Investigator Certification questions located in the Investigator tab and then print and sign the required form. The Sponsor does NOT need to certify and sign off on the proposal, UNLESS, they are a Co-PI or CO-I.


Additional NRSA Fellow CertificationBoth the Fellow and Sponsor need to complete the NRSA Fellow Certification as required by PHS. The form is located in the Print Proposal Section of Coeus. To access the Print Proposal Section, select File → Print menu. Select the Additional NRSA Fellow Certification Form and click the [Print] button. The original signed forms must be submitted to OSP.


PHS Fellowship Supplemental Form

There are specific COEUS Narrative Types that map tothe appropriate fields on the PHS FellowshipSupplemental Form.

To view the full listing Narrative types and the Formfield to which each maps, see COEUS NIH FellowshipGuide, page 9.


Budget Section When entering budget cost categories, only use the Cost Elements that begin with

f) to build your fellowship budget; these are mapped as needed to the PHSFellowship Supplemental form. (A list of all the Cost Elements available, areavailable at the Coeus Cost Element/Subcode Spreadsheet located at:http://brown.edu/research/sites/brown.edu.research/files/uploads/Coeus_CostElements_Subcodes_12_14_11.pdf )

To budget for Senior Fellows please refer to COEUS NIH Fellowship Guide fordetailed instructions

Questions?