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This page provides additional guidance for departments supporting students that have submitted NIH fellowship applications. This includes NIH F31 and NIH F99/K00 applications. Please note that every fellowship is different and each NIH institute may or may not ask for some version of the below-listed materials. The actions below require institutional submission most of the time. If Graduate Division submitted the application, Graduate Division should assist with the submission of the requested materials.

Post-Submission Supplemental Application Materials

After an application is submitted, a program officer from a specific institute may reach out to a fellow and provide the student with the opportunity to submit additional materials. Examples of additional materials may include, any publications that occurred after submission. If a student receives this request, they should submit a ticket to the Student Services and Support Portal to request assistance with the submission. A signing officer (SO) is often required to submit the materials. The Graduate Fellowship Advisor can act as the SO. 

Just In Time (JIT) Request

A JIT request is when a specific NIH institute requests more information about a submitted application. The request usually occurs several months after the application is submitted.

The Grants Management Specialist assigned to the application will initiate a formal request through email. The email request will include a detailed list of the required information. Examples of the requested information can include but is not limited to:

  • IRB Approval documents
  • IACUC Approval documents
  • Human Subjects training certificates
  • CITI Training
  • Prior and current NIH awards the student has been funded by, including award numbers, beginning, and end dates
  • Confirmation of the tuition and fees being requested for the student
  • If childcare costs will be requested, more information about childcare costs: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-21-074.html

This information must be submitted by a signing official. The student, fund manager, graduate coordinator, and faculty mentor should all work together to provide the information. Graduate Division can assist with the submission through eRA Commons. 

More information from NIH about JITs: https://era.nih.gov/help-tutorials/just-in-time/overview.htm

Notice of Award (NOA)

If a student's application is awarded, a Notice of Award (NOA) will be posted to eRA Commons. It should be accessible through the status module in eRA Commons. Once the NOA is issued, UC San Diego has six months from the issue date listed on the NOA in the upper right-hand corner.

  • Gather Support: The next step is to notify the student, student's mentor, mentor's fund manager, graduate coordinator, and the Graduate Fellowship Advisor.
    • If the Graduate Fellowship Advisor receives the NOA first, they will initiate a ticket in the Student Services and Support Portal with the above-mentioned parties. If the student receives the NOA first, they should email gradadvisor@ucsd.edu for assistance.
  • Select a Start Date: A start date for the award must be selected. The start date is often called an activation date.
    • An award cannot be activated in the month of October or November, per NIH rules.
    • If the student is receiving funding from another award (like a T32), a termination notice must be submitted for the other award prior to activating the fellowship. The activation date must be after the termination date of the other award, as students are not allowed to receive overlapping financial support.
      • If the student is receiving funding from another award where the PI is not the same as the student's faculty mentor, there may need to be additional coordination with the fiscal contact and PI of the other award. 
      • The termination notice must be submitted via xTrain in eRA Commons.
    • If the faculty mentor's department is different from the student's academic home department, it is a best practice that they work together to select the start date. Both departments will need to coordinate and work together to disburse the award.

Activation Form

Funds will not be disbursed until a form called, "Ruth L. Kirschstein National Research Service Award: Individual Fellowship Activation Notice," (sometimes shortened to activation notice or activation form) is submitted to the awarding institute. A payback agreement is not required for fellowship awards.

  1. Once the start date has been selected, the Graduate Fellowship Advisor will fill out the activation notice.
  2. Graduate Fellowship Advisor will route the activation notice for signatures. The fellow (student), sponsor (faculty mentor), and institutional business official (Dean of Graduate Division) must sign the form.
    • Note: NIH's signature requirements vary by the awarding institute.
    • Hand-written signatures: Some institutes require an original copy of the activation notice with hand-written signatures.
      1. If hand-written signatures are required, the Graduate Fellowship Advisor will email the filled activation notice to the student.
      2. The student will print and sign the form, then route to their mentor.
      3. Once the mentor signs the form, the form must be mailed or walked over to Graduate Division. 
        1. Graduate Division is located on the fourth floor of the Student Services building. The form can be dropped off with the receptionist at the front desk.
        2. The form can be mailed the Graduate Division using intercampus mail, MC:0003
        3. The Graduate Division address is:
          1. 9500 Gilman Drive
          2. Graduate Division, Financial Support Unit, MC: 0003, 
          3. La Jolla, CA, 92093-0003
    • Electronic signatures: Some institutes will accept electronic signatures. However, the form still needs to be routed by a system that certifies signatures. In this case, the Graduate Fellowship Advisor will route the form through Docusign.
  3. Once the student and the mentor have signed the form, the Graduate Fellowship Advisor will route the form to the Dean of Graduate Division for the final signature and send it to the NIH institute address listed in the NOA. If the agency allows electronic submission, the Graduate Fellowship Advisor will copy the student, mentor, fund manager, and graduate coordinator on the email submission. 

Award Setup

The Financial Support Unit will work with the OCGA team to request the chart string. For more information about the fellowship award setup see: Creating a Kuali Record for a Graduate Student Proposals#WhathappensafterGraduateDivisionapprovesmyrecord?

UCPath 

In order to create a chart string for a student's award, the student must have an employee ID in UCPath. Because the student is listed as the PI on the award, their information must be in UCPath so that the information transfers from Kuali to Oracle. The project cannot exist in Oracle, if the PI does not have a valid UCPath account. If the information cannot be transferred to Oracle, then the award cannot be spent out.

If the student does not have an employee ID in UCPath, the student's academic home department should add the student to UCPath as a contingent worker with no position number. See links below:

Research Performance Progress Report (RPPR)

After a student has accepted the award, they will have to submit a Research Performance Progress Report (RPPR) to NIH via the RPPR module in eRA Commons. The RPPR gathers information about accomplishments, products, participants, impact, changes/problems, budget, and outcome. 

The student is responsible for filling out and completing the RPPR.

Students should email gradadvisor@ucsd.edu at least two weeks before the RPPR's due date, to alert the Graduate Fellowship Advisor. RPPRs should be submitted and routed to the Graduate Fellowship Advisor at least three business days before the deadline. If the RPPR is submitted late, it can delay a subsequent year of funding. 

Termination Notices

If a student needs to terminate their award early, they should contact their graduate coordinator, fund manager, and the Graduate Fellowship Advisor. 

The termination notice must be submitted via the xTrain module in eRA Commons

The student will fill out the form, then route it to the business official. The business official is the Dean of Graduate Division, James Antony. Once the form is routed to the Dean of Graduate Division, the Graduate Fellowship Advisor will help coordinate the submission of the form to the agency.