Program Leadership

Determine the PD/PI/MPIs who have a strong training and research track record. Leadership credibility is closely scrutinized by reviewers and sets the tone for the entire application.

Participating Departments

Identifying the right participating departments allows reviewers to assess the pool of trainees, faculty, and distribution of scientific disciplines. Based on the scientific theme of the training program:

• Identify relevant departments that provide courses, trainee pools, infrastructure, and administrative support
• Ensure each department has a sufficient number of trainees eligible for the program
• Select departments that demonstrate interdisciplinary collaboration
• Confirm that the combined pool across departments provides adequate candidates to choose from

Preceptors / Mentors

With support from RD, research and recruit faculty mentors who meet the following criteria:

• Active federal funding
• Demonstrated training and/or mentorship history
• Diverse areas of expertise and background aligned with program goals

Internal Advisory Committee (IAC)

Include 3–4 senior faculty members with prior training/mentoring experience, or PIs of other T32s at KUMC. It is advisable to identify IAC members at the time of proposal submission. IAC responsibilities include:

• Review and recommend trainee applications
• Match trainees to mentors
• Evaluate mentor performance
• Monitor program progress and review outcomes
• Provide recommendations for program improvements

External Advisory / Oversight Committee (EAC)

Include 3–4 senior faculty or training experts from outside the organization. For new applications, it is acceptable to define in detail the roles, responsibilities, and selection criteria for the EAC without identifying specific members at submission time.

New proposals, renewals, revisions, and progress updates for Ruth L. Kirschstein NRSAs and other federal training grants require one or more data tables. Electronic templates and instructions are available on the NIH's Data Tables webpage.

Begin collecting the necessary information early in collaboration with the PI. T32 Institutional Grant funding typically uses the PHS 398 Training Budget Form. If requesting $500,000 or more in direct costs for any budget period, contact the awarding component for prior approval requirements.

Information to Collect Early

• Number of anticipated trainees per year
• The career level of trainees
• Appropriate stipend level per trainee
• KUMC tuition amounts and anticipated tuition escalation rates
• Required supplies, materials, or equipment
• Any additional personnel expenses
• Anticipated travel

The Six T32 Cost Categories

Budget Justification Checklist

The budget justification must explain the composition of all costs. Be sure to include:

• PD/PI/MPI and other Senior/Key Personnel roles, and their calendar year months
• Other Personnel/Administrative staff identified for the program
• Details on stipends; justify the stipend level requested for postdoctoral trainees
• Justification for the number of training slots requested
• Itemized tuition and individual fees
• Trainee travel costs (check IC-specific guidance for pre-set levels)
• Total of training-related expenses
• F&A cost calculation and exclusions

Institutional Support Letter Requirements

The application must include a signed letter on institutional letterhead from a President, Provost, Dean, or key institutional leader describing activities and resources that will ensure program success (not to exceed 10 pages). The letter must address institutional commitment to the following areas:

• Developing and promoting a culture of scientific rigor, reproducibility, and responsible conduct
• Ensuring sufficient resources for training faculty and trainees, including bridge support if mentors experience funding gaps
• Supporting core facilities and technology resources accessible for training
• Providing adequate staff, facilities, and educational resources
• Ensuring faculty have protected time for mentoring, training, and research; recognizing these activities in tenure and promotion decisions
• Promoting safe and supportive research training environments at all levels
• Ensuring proper policies against discrimination and harassment are in place (see NOT-OD-20-124)
• Providing the types and levels of support necessary for trainees to complete the program
• Supporting program evaluation and responding to evaluation findings

KUMC Institutional Support Framework

RD will provide a full checklist of the necessary documents for the submission of the T32 proposal. Please also review the NOFO and SF424 for any additional requirements.

Typical Documents Include

A well-defined governance structure is essential for the effective administration and long-term success of a T32 program. The structure should be clearly articulated in the application and operationalized from day one of the award.

Program Director(s) / PI(s)

Designate one or more PD/PI(s) who will commit approximately 5–10% effort to provide administrative leadership and oversight of the program. PD/PIs are responsible for trainee selection, mentorship coordination, and ensuring the program meets NIH requirements and its stated goals.

Executive Committee

Establish an Executive Committee responsible for selecting trainees, monitoring their progress, and guiding program implementation. This committee typically includes the PD/PI(s), senior participating faculty, and relevant administrative staff. The committee should meet regularly — at minimum annually — to review the program's status and address any emerging issues.

Internal Advisory Committee

Include 3–4 senior faculty members with prior training and mentoring experience, or PIs of other T32s at KUMC. The IAC provides an independent internal check on program quality and is involved in reviewing trainee applications and monitoring mentor performance.

External Advisory Board

Include an External Advisory Board to offer independent review and strategic input on program operations and outcomes. The EAB should consist of 3–4 senior national experts outside KUMC and should convene at least annually to evaluate program progress, review outcomes data, and provide written recommendations for improvement.

Multidisciplinary Faculty Participation

Encourage participation from faculty across multiple disciplines and academic ranks to create a rich, multidisciplinary training environment. This breadth strengthens the program's scientific scope and increases the pool of available mentors and research opportunities for trainees.

This compact is designed to foster open communication, establish clear expectations, and ensure accountability between mentors and trainees in the NIH-funded T32 training program at KUMC. It draws upon national best practices, including those from the AAMC and CIMER, and aligns with federal policy guidance. It is a professional agreement, not a legal document.

Section 1: General Information

• Trainee Name
• Mentor Name
• Department/Program
• Start Date
• Review Date

Section 2: Mutual Responsibilities

Mentor Responsibilities

• Provide structured guidance in research design, data interpretation, publishing, and grant writing.
• Meet with the trainee at least monthly for dedicated mentorship and progress review.
• Support the trainee in identifying short- and long-term career goals.
• Review and discuss the trainee's Individual Development Plan (IDP) annually.
• Encourage participation in T32 seminars, Scientific Rigor and Reproducibility (SRR) / Responsible Conduct of Research (RCR) training, and professional development workshops.
• Promote a respectful, inclusive, and harassment-free work environment.
• Provide timely and constructive feedback on manuscripts, presentations, and proposals.
• Assist in networking and identifying fellowship or job opportunities.

Trainee Responsibilities

• Develop and annually update an IDP with short- and long-term goals.
• Maintain active and ethical engagement in research, data collection, and reporting.
• Attend all required training program meetings, seminars, and workshops.
• Communicate regularly and proactively with mentor regarding progress and challenges.
• Meet all programmatic and institutional compliance requirements (e.g., RCR, SRR).
• Seek feedback and integrate mentor advice into academic development.
• Maintain a detailed research record and backup of all project files/data.
• Engage respectfully with lab members and collaborators.

Section 3: Communication Plan

• Meeting Frequency: ☐ Weekly   ☐ Biweekly   ☐ Monthly
• Preferred Mode of Communication: ☐ In Person   ☐ Virtual   ☐ Hybrid
• Annual IDP Review Month: _______________

Section 4: Evaluation and Progress Monitoring

Progress will be formally reviewed during:

• Annual IDP review meetings.
• Executive Committee progress evaluations (if applicable).
• Advisory Board or committee feedback sessions (if applicable).

Section 5: Conflict Resolution

If difficulties arise within the mentoring relationship, the mentor and trainee will first attempt to resolve them through open communication. If unresolved, either party may contact the T32 Program Director or the KUMC Office of Graduate Education for guidance or mediation. Issues of harassment, discrimination, or ethical misconduct should be reported immediately in accordance with university policy.

Section 6: Signatures

• Trainee Signature / Date
• Mentor Signature / Date
• T32 Program Director (optional) / Date

A robust evaluation plan is a core requirement of every T32 application and renewal. NIH reviewers expect programs to describe not just how they will collect data, but how they will act on it.

Annual Surveys

Develop an annual survey instrument to gather feedback from both mentors and trainees. Surveys should address satisfaction with mentoring, training activities, curriculum, and the overall program environment. Include a blank template as an appendix to the application for reference.

Centralized Outcome Tracking

Use a centralized tracking system or Excel-based tracker to monitor key outcomes, including:

• Publications (with PMCID and funding acknowledgment)
• Time to degree completion
• Career placement and post-training trajectories
• Presentation activity (conferences, seminars)
• Grants and fellowships obtained

External Advisory Board Reviews

Schedule regular reviews of program data by the External Advisory Board. Ensure EAB feedback is formally documented and incorporated into annual evaluations and renewal planning. Written EAB recommendations should be retained and made available to NIH upon request.

Program Improvement Loop

Describe in the application how evaluation findings will be used to make programmatic adjustments. This "close-the-loop" narrative is a specific strength reviewers look for and should include examples of past changes made in response to feedback (for renewals) or a concrete plan for doing so (for new applications).

Careful financial management throughout the award period reduces risk at renewal and supports the credibility of the program's sustainability narrative.

Day-to-Day Financial Management

Follow KUMC's established financial best practices to track all expenditures, encumbrances, obligations, and carryover balances. Conduct reconciliations at the end of each budget year to ensure accuracy and identify any issues early.

NIH Re-Budgeting Allowances

Use NIH re-budgeting allowances when appropriate — for example, reallocating travel and training-related expenses without prior approval. When reallocating stipend or tuition funds, prepare and retain justification documentation as required by NIH policy and your grants officer.

Budget Tracker

Maintain a current budget tracker throughout the project period. This supports effective monitoring, facilitates end-of-year reconciliations, and provides the data needed to demonstrate responsible stewardship when preparing renewal applications.

Long-Term Sustainability

In both applications and renewals, NIH expects a credible plan for sustaining the program beyond federal funding. Strategies to document and highlight include:

• Division/department/school financial commitments (e.g., cost-sharing, bridge funds)
• KU Endowment or other private funding sources
• Complementary training grants or fellowships that expand the trainee pool
• Returned F&A allocated to program operations
• Institutional infrastructure investments (core facilities, administrative staff)

Coordinate recruitment efforts with KUMC's equity and access initiatives that promote broad participation in biomedical research training. Engage with national scientific meetings open to students from a variety of backgrounds (e.g., ABRCMS, SACNAS) to support inclusive outreach without preferential selection. Monitor application and participation patterns using transparent, merit-based criteria to ensure equal opportunity and compliance with all applicable non-discrimination regulations.

Policy-Aligned Language Guidance

Sample Trainee Application Form

This form is to be completed by all applicants seeking a T32-supported position within the KUMC training program.

Note: A mentor letter of support must be submitted separately by the proposed mentor.

Sample Trainee Selection Reviewer Rubric

Reviewers should evaluate each applicant using the criteria below. Comments should be added to support scoring decisions.

Sample Reviewer Instructions

• Use this standardized form to review all applications.
• Score each candidate based on the listed criteria.
• Provide brief written justification in the comments section for each score.
• Submit completed forms to the T32 Executive Committee.
• Final selection decisions are made based on total scores, with priority given to strong research fit, potential, and programmatic alignment.
• Compliance with citizenship and full-time research eligibility is required for appointment.

Scientific Rigor & Responsible Conduct

Include Scientific Rigor and Reproducibility (SRR) training and Responsible Conduct of Research (RCR) instruction that meet NIH requirements and align with available KUMC resources. RCR training must be described in the application per NOT-OD-22-055.

Core Curriculum

Incorporate coursework and workshops addressing:

• Data science and biostatistics
• Scientific communication and writing
• Grant writing and research proposal development
• Leadership development and team science
• Ethical conduct in research

Certificate Programs

Support opportunities for trainees to pursue formal certificate programs through KUMC Graduate Studies, such as Clinical Research certificates, which provide additional credentials that strengthen career trajectories.

Career Development Activities

• Host alumni panels featuring former trainees across a range of career paths (academic, industry, government, non-profit).
• Establish connections to KUMC career development resources, including the Office of Postdoctoral Affairs and Graduate Studies.
• Facilitate attendance at national meetings and training-related conferences as part of the training plan.
• Plan for career placement follow-up — begin tracking trainee outcomes at the time of appointment to support Table 8 data collection.

The following examples illustrate the types of reviewer comments T32 applications typically receive. Positive comments highlight what reviewers find compelling; negative comments identify common weaknesses to proactively address in your application.

Program Plan & Rationale

Mentor Qualifications

Training Tables

Curriculum & Training Activities

Recruitment & Access

Evaluation Plan

Renewal-Specific Comments