Gather Supporting Documentation
Biosketches are required in both competing applications and progress reports. Find instructions, blank format pages, and sample biosketches from the NIH.
Responsible Conduct of Research (RCR)
NIH requires all pre- and post-doctoral researchers supported by training grants receive training in the responsible conduct of research, per NOT-OD-10-019. You are required to include an RCR instructional plan in your training grant proposal. Review the NIH’s FY 2022 Updated Guidance: Requirement for Instruction in the Responsible Conduct of Research which specifies in detail instructional components of the plan.
Instructional resources in the Responsible Conduct of Research:
- UW School of Medicine Biomedical Research Integrity Program meets the NIH educational requirement for trainees
- US Department of Health & Human Services Office of Research Integrity website
- NIH Availability of Resources for Instruction in the Responsible Conduct of Research
- UW Required Training courses page –these courses can be included as part of a plan with details as to how they are used specifically to address responsible conduct of research
Recruitment Plan to Enhance Diversity
- Review the Guidelines and UW resources to use in writing a Diversity Enhancement Recruitment Plan
- NIH Recruitment and Retention Plan to Enhance FAQs
- National Institute of General Medical Sciences Strategies and Resources to Enhance Diversity
Just-in-Time (JIT)
Just-In-Time (JIT) materials typically include current protocol numbers and “Key Personnel Other Support.” NIH will communicate either directly with the PI or with OSP to request this information. The PI must prepare and then submit the JIT materials to OSP for review, concurrence and submission to NIH.
Review more information on the NIH Just-in-Time and Post Submission stages.
Trainee Recruitment and Selection
Each PI and managing department will probably handle the process of trainee recruitment and selection differently. The opportunity can be announced by web-based announcements and/or personal recommendations. Generally, candidate recruitment occurs through a selection process by respective departments or programs using criteria such as GRE scores, grade transcripts, recommendation letters, publications, and personal interviews. Because the trainee positions are competitive, an appointed committee is a common way to review applications. This committee can be comprised of mentors not involved with the trainee or the potential mentor.
For current employees applying for a trainee position, inform them that their status will change to a full-time trainee and they will not receive the same benefits as an employee (no retirement or FICA, etc.).
All trainees should be informed that their training stipend may be taxable and that the university does not withhold taxes on stipends.
Harassment and Discrimination Protections Letter from Key Institutional Leader
Pursuant to Notice NOT-OD-19-029, all institutional training grant applications submitted after January 24, 2019, are required to include a signed letter on institutional letterhead that describes institutional commitment to prevent, investigate and respond to discriminatory harassment and other discriminatory practices. At the UW this institutional letter must be signed by the Dean of the Graduate School and the Vice Provost for Research. Download instructions and boilerplate for guidance in routing the support letter for signature. Remember to check the FOA for specific instructions.