NIH GUIDE, Volume 22, Number 38, October 22, 1993

P.T. 22, 44


  Grants Administration/Policy+ 

National Institutes of Health

Agency for Health Care Policy and Research

Health Resources Services Administration

These provisions amend National Research Service Awards (NRSA)

Guidelines for Individual Awards - Institutional Grants, Section D,

Part 4, entitled Leave issued in the NIH Guide for Grants and

Contracts, Volume 13, Number 1, January 6, 1984.  At the date of

publication the following policy will apply to all recipients of

support from NRSA Institutional Research Training Grants and from

NRSA Individual Fellowships.

a.  Vacations and Holidays: Trainees and fellows may receive the same

vacations and holidays available to individuals in comparable

training positions at the grantee or sponsoring institution.

Trainees and fellows shall continue to receive stipends during

vacations and holidays.  At academic institutions, the time between

semesters or academic quarters is generally considered an active part

of the training period.

b.  Sick Leave:  Trainees and fellows may continue to receive

stipends for up to 15 calendar days of sick leave per year.  Under

exceptional circumstances, this period may be extended by the

awarding component in response to a written request from the training

program director or the sponsor.  Sick leave may be used for the

medical conditions related to pregnancy and childbirth pursuant to

the Pregnancy Discrimination Act (42 USC 2000 e(k)).

c.  Parental Leave:  Trainees and fellows may continue to receive

stipends for up to 30 calendar days of parental leave per year for

the adoption or the birth of a child when those in comparable

training positions at the grantee or sponsoring institution have

access to paid leave for this purpose.  Either parent is eligible for

parental leave.  In the case of individual fellowships, the use of

parental leave requires approval by the sponsor.  For trainees, the

use of parental leave must be approved by the training program


A period of terminal leave is not permitted and payment may not be

made from grant funds for leave not taken.

Unpaid Leave:  Individuals requiring extended periods of time away

from their research training experience, which could include more

than 15 calendar days of sick leave or more than 30 calendar days of

parental leave must seek approval for an unpaid leave of absence.

Approval for a leave of absence must be requested in advance from the

awarding component for fellowships and from the training grant

program director for trainees.  The fellowship request must include a

letter of support for the proposed leave of absence from the sponsor.

The period of training or fellowship support may be extended for a

period equal to the period of leave upon return to full-time


During a leave of absence, documentation to suspend the award and/or

the accrual of service for calculating the payback obligation must be

completed as follows:

Trainees must complete a Statement of Appointment form (PHS 2271)

checked "Amendment" and a Termination Notice (NIH 416-7) at the

beginning of the leave of absence and send it to the awarding

component.  At the resumption of NRSA support, a Statement of

Appointment form (PHS 2271) checked "Reappointment", a Payback

Agreement form (PHS 6031) (if the individual is within the first 12

months of postdoctoral NRSA support), and a Statement of Non-

Delinquency on Federal Debt (PHS-T-600) must be completed and sent to

the awarding component.

Fellows must provide a letter of support from the sponsor and must

advise the awarding component of the dates of their leave of absence.

At that time, the awarding component will issue a revised Notice of

Grant Award (NGA) extending the termination date of the current

budget period by the number of months of the leave.  A restriction

will be included in the Terms and Conditions of the award precluding

the expenditure of funds from the fellowship during the period of the

leave of absence.


Further information about this policy may be obtained from the

program contact for the institutional or individual NRSA award or


National Institutes of Health

Research Training and Special Programs Office

Building 31, Room 5B44

Bethesda, MD  20892

Telephone:  (301) 496-9743


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