Training Grant Directors & Admins
Training Program Preparation (Pre-Award)

Suggested Timeline for NIH Training Grant Preparation

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) – need their current position, funding, and publication information
  • Remind faculty and trainees about upcoming renewal – participation is important
One-year to six months ahead
  • Update Participating Faculty list in M-FACTIR and xTRACT
  • For new applications – 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 (viaxTRACT). Confirm with trainees and mentors.
Three – six months ahead
  • PI/TG Directors draft text for Research Training Plan, Diversity, RCR, Rigor, and 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, and awards for Progress Report.
  • Transfew 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 and 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 texts – be sure text is consistent with tables.

Research Training Plan

General Institutional Training Grant Instructions – Training Plan begins on page 86

Where to direct questions on Interpretation of Instructions

1. Other PI’s of Training Grants at your NIH Institute

2. OGPS Training Grant Support Team –

3. Your NIH Program Officer


Table 1. Census of Participating Departments and Interdisciplinary Programs


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


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 Year of the Current Project Period

Table 8. Program Outcomes – 15 yr (updated yearly for RPPR Progress Reports)


Refer to pages 53 and 95 in the Institutional Training Grant Instructions


Institutional Letters of Support (ILS) and Shortfalls

Harassment and Discrimination Protections in NIH Training Applications

NIH takes the issue of sexual harassment and discrimination very seriously. For any training applications submitted for due dates on or after January 25, 2019, applications must now include a signed letter on institutional letterhead verifying that the University has proper policies, procedures, and oversight in place to prevent discriminatory harassment and other discriminatory practices. NIH guidance suggests to:

  • Combine all Letters of Support into a single PDF file
  • Place as part of the “Letters of Support”

Failure to provide the signed letter will result in withdrawal of the application.


UMMS Office of Graduate and Postdoctoral Studies

Institutional Support Information and Boilerplate Language


U-M’s Letter of Support

Institutional Letter of Support in regard to Sexual Harassment Requirements (updated May 28, 2020)


Related Articles and Resources:

Refer to Training Program Administration for information on Diversity, Responsible Conduct of Research, Rigor and Transparency in Research, and Professional Development.