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If the account beneficiary's estate is the beneficiary, the value of the HSA as of the date of death is included on the account beneficiary's final income tax return. Complete Form 8889 as described above, except you should complete Part I, if applicable. The distribution is not subject to the additional 20% tax. Updated instructions to Section 3.2 'Is this a multi-site study that will use the same protocol to conduct non-exempt human subjects research at more than one domestic site?' And the single IRB plan attachment. Included instructions specific for AHRQ applicants. The text of all the instructions, Notes on Use, and Comments are included on the new free web-site, which is being operated by Thomson/West. Users will be able to navigate through a table of contents to find the instructions they need. Search is not available on the free site.
In order to better ensure readability and accessiblity of historical materials, we have revised and simplified Transcription Center instructions. This does not mean that previously completed projects should be edited to reflect these changes. Instead, please move forward on new transciption and review using the updated guidelines below. As always, we welcome your input and questions. Email us here.
Click here for a printable instructions sheet, or use our 'Transcribing Quick Guide' and 'Reviewing Quick Guide.' And be sure to check out our FAQ's page for additional tips.
- How to Transcribe ◄-- NEW? START HERE
How the Process Works
HOW TO TRANSCRIBE
TYPE WHAT YOU SEE
Our main goal is to create text that mirrors this document. Write down words and paragraphs as you see them.
Please preserve original spelling, grammar, punctuation, and word order, even if it is grammatically incorrect.
You may include the correct spelling of a word in double brackets next to the incorrectly spelled word, or in the notes field of the respective transcription page, but this is optional.
Ex: Abigale Adams [[Abigail Adams]].
One exception: if a word is hyphenated because it goes across two lines, type it out as one word. See example page.
Keep it simple
Our goal is to improve readability and searchability and we want to avoid cluttering the pages--don't worry about formatting.
Minimize the use of double brackets [[ ]] to describe what you see, think about readability and searchability. For math or columned format, avoid using the double brackets as much as possible, and make sure to review the specific instructions included for the project you are working on. See 'advanced instructions' to learn more about transcribing columned data, and other more complicated content.
Do not indicate font style, underlined, or bolded or italicized text.
In order to simplify transcription even further, we are asking that you no longer indicate pre-printed text or signatures with brackets. You also do not need to indicate the start and end of a page with [[start page]] [[end page]]. These things should ONLY be done if a project specifically instructs you to.
Don't worry about denoting superscript numbers, dates, or words, such as 2nd, or McDonald, which include special characters or ^ symbols. They should simply be written as McDonald, regardless of any superscript written in the original text.
Insertions in the text---If you come across a word that has been inserted into a sentence or phrase in the original text, please bring it into the sentence and type it in the order you would read it aloud. There is no need to use caret symbols or brackets to indicate an inserted word. See example page.
Deleted words or words struck out in the original text---Please write 'strikethrough' or 'crossed-out,' when appropriate, in double brackets before and after the word or phrase that has been struck out or deleted.
For example: I really [[strikethrough]] hate [[/strikethrough]] don't like the smell of rotten eggs. OR I really [[crossed-out]] hate [[/crossed-out]] don't like the smell of rotten eggs. See example page as well.
There are special instructions for marginalia (additional notes, etc. on the document), tables and columned data, and transcribing ditto marks, which you can find in the advanced instructions.
It’s ok if you don’t have time to complete the entire transcription. Even adding a sentence or two makes it easier for the next person to work on it. Often two or more volunteers need to work together to finish a transcription. Every bit helps.
Every project is different, please read the project description before you get started. Also pay attention to any notes left on a transcription page, and please DO NOT DELETE any previous notes left by other volunteers. These help us track changes, record additional information about collections, and review questions.
IMAGES
When you see a sketch, picture, or stamp/seal, please use the word “image” or 'stamp,' etc. placed in double brackets: [[image]] [[stamp]]. If there are any captions, or text associated with the image, please transcribe them. See examplepage.
If the project instructions do not ask for image descriptions, you may choose to describe the image or images in the notes field of each respective page. This is optional. See example page.
Please be aware as well, that some images include descriptions on the back of the photograph, displayed in the preceding transcription image. Be sure to check this. If this is the case, please indicate that an image description exists on the following page. Ex: [[image--see next page for caption]]. See example page.
SAVE FREQUENTLY
Transcription can be hard work, so make sure you save frequently (every couple of minutes). Click the [Save] button located below the transcription form to save your progress. Remember that no one can edit a page if you are working on it (you should see 'Locked' in yellow on your upper right screen). If you want to move on, you can click the orange [Complete & Mark for Review] button or [Save] and use the navigation buttons above the transcription field to change pages. The system will release your page to others to edit if you have not clicked on any buttons ([Save] or [Complete & Mark for Review] ) for 5-10 minutes. So, save frequently to keep the page to yourself if you are still working on it.
IF YOU FIND A WORD YOU CAN’T QUITE READ
Please make a note using double brackets [[ ]] like this: [[good guess?]] or simply [[?]]. See example page below. Save your work and you can continue transcribing the rest of the item. Sometimes a word is nearly impossible to decipher (even for the best of us!), so 1-2 [[?]] remaining on a page is acceptable for it to be marked 'Complete.' If a page has been mostly transcribed but still includes 2 or more [[?]], however, please DO NOT submit this page as 'Complete,' but instead leave it in the 'transcription' or 'review' stage so that other volunteers can continue working on it.Feel free to reach out to us and your fellow volunpeers by leaving a question in the notes field of the transcription page, through the 'feedback tab' on the side of the page, on social media, or by emailing us directly.
SPECIAL CHARACTERS
It can be more challenging to key in special characters, so just do the best you can. You can always leave a word un-transcribed and signal to other transcribers and reviewers that more work needs to be done by typing [[?]] in place of a word or part of a word needing special characters. Here's a list of shortcuts for of some of the most frequently encountered special characters (for PCs):
ç - Alt 1159
ü - Alt 1153
ñ - Alt 164
á - Alt 0225
é - Alt 130
è - Alt 138
¢ - Alt 0162
— (em dash) - Alt 0151
• (bullet point) - Alt 0149
MARKING FOR REVIEW
Please only hit the orange 'COMPLETE and MARK FOR REVIEW' button when the ENTIRE page has been transcribed. You are welcome to simply transcribe a single word, sentence, or the whole page, but if the page is not completely transcribed, please only hit SAVE so other volunteers know there is still transcription work to be done.
HOW TO REVIEW
When a volunteer completes a transcription and marks it for review, it’s good to get a second pair of eyes on it. Here’s how to review a transcription:
- As a reviewer, you must have an account on the Transcription Center, which you can create here.
- Be sure to read through the General and Advanced instructions so you can identify mistakes in the transcription. Review the document for accuracy and completeness.
- Read the entire transcription and carefully compare it against the original text.
IF THE TRANSCRIPTION IS COMPLETE AND READY:
Click the [Mark as Complete] button (green). The item will then be marked “Completed and pending approval.'
IF YOU FEEL THERE ARE ERRORS THAT NEED TO BE CORRECTED:
- Click the [Reopen for Editing] button (blue).
- Make edits and modify the transcription to match the page and fix mistakes. Remember to avoid editing the original spelling and grammar.
- After you have made your changes, Click the [Complete and Mark for Review] button - then it will require a new volunteer to review.
If you come across a 'COMPLETE and PENDING APPROVAL' project that contains errors and needs further editing, you can reach out the TC team by clicking on the 'feedback button' on the side of each project page, or emailing us directly at transcribe@si.edu. Be sure to include the URL link for the page in question, and the TC team will respond by reopening the page for transcription and review.
For further tips on reviewing, check out volunpeer Beth Graham's post about her process.
ADVANCED INSTRUCTIONS AND TIPS
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Click here to find more information on projects requiring advanced or special guidelines, along with instructions for transcribing marginalia, tables and columned data, and ditto marks.
All notable changes made to PHS 398 instructions and form pages are listed at the bottom of this page (updated 03/25/2020).
Downloadable Instructions and Form Files
PHS 398 Instructions - 3/2020 Revision PDF (454 KB)
PHS 398 Fillable Forms - 3/2020 Revision
The links below allow for the downloading of individual and combined form files in MS Word and PDF formats. Some of the files are large and may take a few minutes to download. Please see the 'Help Downloading Files' section of the Digital Standards page for information on using the fillable PDF forms.
| Fillable Individual PHS 398 Forms (These forms are to be used only with paper submissions using the PHS 398. Do not use the PDF samples provided below in an SF424 (R&R) application. These are fillable PDF forms which will cause an error in the electronic submission of an SF424 (R&R) application. See the How to Apply - Application Guide for appropriate formats to be used for electronic submission. | ||
|---|---|---|
| Form Page 1: Face Page | MS Word | PDF (414 KB) |
| Form Page 1-continued: Additional form for use only if Multiple PD/PIs are proposed. Do not include if submitting a single-PD/PI application. | MS Word | PDF (434 KB) |
| Form Page 2: Summary, Relevance, Project/Performance Sites, Senior/Key Personnel, Other Significant Contributors, and Human Embryonic Stem Cells | MS Word | PDF (565 KB) |
| Project/Performance Site Format Page - use only if additional space is needed. | MS Word | PDF (282 KB) |
| Form Page 3: Research Grant Table of Contents | MS Word | PDF (273 KB) |
| Form Page 4: Detailed Budget for Initial Budget Period | MS Word | PDF (2 MB) |
| Form Page 5: Budget for Entire Proposed Project Period | MS Word | PDF (342 KB) |
| Resources Format Page | MS Word | PDF (281 KB) |
| Checklist Form Page | MS Word | PDF (528 KB) |
| Continuation Format Page | MS Word | PDF (224 KB) |
| PHS Human Subjects and Clinical Trials Information | PDF (118 KB) | |
| Mailing Address | MS Word | PDF (27 KB) |
| All Personnel Report Format Page | MS Word | PDF (281 KB) |
| Combined PHS 398 Forms File Does NOT include the Biographical Sketch page, Continuation Page, or any of the Sample/Example pages (Biosketch Sample, Other Support Sample). See Individual Form file links above. | Combined PHS 398 Form Files (MS Word) | Combined PHS 398 Form Files (PDF)(659 KB) |
Other Support: see http://grants.nih.gov/grants/forms/othersupport.htm
Biosketches: see http://grants.nih.gov/grants/forms/biosketch.htm
For Questions Related to:
- Application Procedures/Forms Submission: contact GrantsInfo at grantsinfo@nih.gov or 301-945-7573.
Note: Other software packages for completing these applications may be available from other sources; however, it is essential that the type size and format specifications are met. Otherwise application processing may be delayed, or the application may be returned to the applicant without review.
Disclaimer: Reference to these software packages neither constitutes nor should be inferred to be an endorsement or recommendation of any product, service, or enterprise by the National Institutes of Health, any other agency of the United States Government, or any employee of the United States Government. No warranties are stated or implied.
Notable Changes Made to PHS 398
03/2020
Updated the OMB expiration date to 2/28/2023.
PHS Human Subjects and Clinical Trials Information form
- Changes were made to the form’s organization in the following sections:
- Who should use the PHS Human Subjects and Clinical Trials Information form
- Using the PHS Human Subjects and Clinical Trials Information form
- Use of Human Specimens and/or Data
- Clarified and updated instructions throughout. Significant changes were made for the following fields:
- “Provide the ClinicalTrials.gov Identifier”
- “Section 2 – Study Population Characteristics” instructions now reflect updated exceptions for required questions.
- Study Timeline
- Section 3.2: 'Is this a multi-site study that will use the same protocol to conduct non-exempt human subjects research at more than one domestic site?' - reflect updated instructions.
- “Data and Safety Monitoring Plan” attachment
- Updated instructions for delayed onset studies regarding use of single IRB.
- Added new “Inclusion of Individuals Across the Lifespan” attachment.
- Updated instructions for the “Inclusion of Women and Minorities” attachment to reflect separate “Inclusion of Individuals Across the Lifespan” attachment.
- Added new “Inclusion Enrollment Report Title” field.
- Removed the “Brief Summary” field.
- Changed the “Narrative Study” field to “Detailed Description.”
- Updated instructions to Section 3.2 'Is this a multi-site study that will use the same protocol to conduct non-exempt human subjects research at more than one domestic site?' and the single IRB plan attachment. Included instructions specific for AHRQ applicants.
- Included instructions specific for AHRQ applicants to Section 3.3 'Data and Safety Monitoring Plan.'
- Added new 'Is this an applicable clinical trial under FDAAA?' field.
- Renumbered form fields.
01/25/2018
Biographical Sketch
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- Updated biosketch instructions so that scholastic performance requires only scientific/professional graduate courses to be listed
Research Plan
- PHS Inclusion Enrollment Report: Discontinued use (data collection moved to new PHS Human Subjects and Clinical Trials Information form)
PHS Human Subjects and Clinical Trials Information form
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- There is a new form for consolidated human subjects, inclusion enrollment report, and clinical trial information.
- Includes attachment to comply with NIH Policy on the Use of a Single Institutional Review Board for Multi-Site Research.
- Includes the updated appendix policy that eliminates clinical trial-related materials. See the NIH Guide Notice on Allowable Appendix Materials for more information.