NIH Will Require the Electronic Submission of Appointment Forms and Termination Notices via xTrain for Research Training, Fellowship, Education, and Career Awards Beginning January 2011

Notice Number: NOT-OD-10-072

Update: The following update relating to this announcement has been issued:

  • December 8, 2010 - See Notice NOT-OD-11-026 Reminder: Beginning January 1, 2011, the NIH Will Require Use of xTrain for the Electronic Submission of Appointment Forms and/or Termination Notices for Institutional Research Training and Career Awards, Individual Fellowships and Research Education Awards.

Key Dates
Release Date: March 30, 2010

Issued by
National Institutes of Health (NIH), (

Beginning January 1, 2011, the National Institutes of Health (NIH) will require the use of the xTrain Commons module to electronically prepare and submit the PHS 2271 Statement of Appointment form and PHS 416-7 Termination Notice for the following institutional research training, fellowship*, education, and career development awards:

  • Kirschstein-NRSA undergraduate institutional training grants (T34 appointment forms only)
  • Kirschstein-NRSA predoctoral and postdoctoral institutional training grants (T32, T35, T90, TL1, and TU2)
  • Kirschstein-NRSA fellowships (F30, F31, F32, and F33 termination notices only)*
  • National Library of Medicine institutional training grants (T15)
  • Research education awards (R25, R90)
  • Institutional career development awards (K12, KL2, KM1)

Note that this effective date is based on when the submission of these documents occurs, regardless of the actual appointment start date or termination end date of a particular action. After January 1, 2011, paper appointment forms and termination notices for these activities will not be accepted.

For research education awards and institutional career development awards, grantees should check with the NIH awarding Institute/Center to determine if the R25, R90, K12, KL2, or KM1 program requires the use of the PHS 2271 and PHS 416-7 Termination Notice, and, therefore, submission via xTrain.

To comply with the requirement for xTrain use beginning in January 2011, potential users are encouraged to review the training resources and instructions for using the system available on the eRA Commons page at To facilitate appointment-making, NIH recommends that institutions routinely establish eRA Commons accounts for training-grant-eligible students and postdoctorates.

For all existing trainees, an eRA Commons account is required before a Termination Notice can be processed. To avoid delays in submitting Termination Notices, institutions are advised to establish eRA Commons accounts for those individuals before a Termination Notice is due.


General questions concerning using the eRA Commons and xTrain should be directed to the eRA Commons Helpdesk at:

eRA Service Desk
Web : (Preferred method of contact)
Toll-free: 1-866-504-9552
Phone : 301-402-7469
TTY : 301-451-5939
Hours : Mon-Fri, 7a.m. to 8 p.m. Eastern Time

General inquires about this Notice may be directed to:

Office of Extramural Programs
National Institutes of Health