eRA Enhancements: Highlights of eRA Commons’ Upcoming Release (April 17) & Scheduled Downtime for Thursday, April 16

Dear Colleagues:


Below are important details regarding the new features included in the upcoming release of the latest NIH eRA Commons version which will be live Friday, April 17th.


Please note that the Commons will not be available from 6PM Thursday, April 16 through 4AM Friday, April 17 to accommodate the system upgrade.


Please let me know if you have any questions.




Jonathan K. Lew, MPA

eRA Officer

Sponsored Projects Administration

UCI Office of Research

5171 California Avenue, Suite 150

Irvine, CA 92697-7600








eRA Enhancements: Highlights of eRA Commons’ Upcoming Release


Updates in eSubmission Using ASSIST


·         ASSIST Supports Zip/Postal Code of 10 Characters

o    The Zip/Postal Code field on the R&R Cover has been modified to accept 10 characters (i.e., 9 digits and a dash).


Updates in eRA Commons


·         Unilateral Closeout

o    Modifications to Status–Closeout Search Screen and Results for Unilateral Closeout

§  The U.S. Department of Health and Human Services (HHS) has issued a directive to Agencies on new policies for closeout of grant awards. NIH has revised its policies and procedures to align with the OER Policy Announcement 2014 regarding the guidance on implementation of HHS GPAM Chapter 1101 (Closeout), including Unilateral Closeout.

§  As a result of this directive, the Status Closeout screens have been modified.

·         Two new statuses have been added to the Closeout Status search parameter on the Closeout Status search screen to limit search results to these grants. 

o    In Unilateral Closeout

o    Unilaterally Closed

·         The Status Result – Closeout Search screen will include the following links for grants unilaterally closed or in the process of being unilaterally closed. The links open the Closeout Status screen.

o    In Unilateral Closeout

o    Unilaterally Closed


  • New Just-in-Time (JIT) Features

o    JIT Feature Modified for Genome Data Sharing Certifications

§  The Just in Time (JIT) screen has been modified to allow the upload of an Institutional Certification for Genome Data Sharing.


  • New xTrain Features
    • PIs and PI Delegates Can Recall TNs Regardless of Last Reviewer
      • PIs can now recall Termination Notices (TN) at any time, regardless of the current reviewer, as long as the TN has not been submitted to the Agency.
    • xTrain Communications Display Grant Extension
      • Grant numbers within all xTrain communications now include the grant extension number (e.g., 01A1) if one exists.


  • No Cost Extension (NCE) Update

o    In the January system-wide release, a free text field was added to the No Cost Extension form as a place for grantees to provide justification for the extension as required under HHS Uniform Guidance.

§  For this release, the field has been removed to provide time for the development of a more elegant and user friendly option for meeting this requirement.

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