Welcome to the online tutorial for AIDS Coding offered by the AIDS Research Program at NIDA. This online tutorial is intended for NIDA project officers that may have grants that need to be coded as AIDS. It will provide you with a basic overview of:

• the NEPS system;
• the AIDS definition tool; and
• the Special Emphasis Codes (or SIC codes).

This online tutorial is not an interactive module but rather has an audio portion that will walk you through each of the steps that you will have to take to complete your AIDS coding. Please make sure that your volume is on and adjusted to a comfortable level.

This tutorial will run approximately 15 minutes. If you need to stop or pause the tutorial at any time, you can click on the buttons on the right side of your screen. Remember the tutorial is not interactive. Please refrain from using your mouse during the tutorial. Let's begin

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This is the sign in screen for the NEPS system. You will need to enter your IMPAC user name and password to enter.

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This is the main menu for the NEPs system. There are many aways to access grants found in NEPS. For the purposes of this tutorial we will focus on the Shoplist Maintenance and Reports category. You will also need to use this screen prior to funding meetings.

Please click on the line items that says Shoplist Maintenance and Reports.

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Clicking on Shoplist Maintenance and Reports will get you to the Shoplist Project Search Screen. This screen allows you to do two things:

Search for your grants using a variety of selection criteria including:

• Council
• PI Name
• Project Officer Name
• Shoplist Status
• Line Items

In addition it allows you to sort the information by a variety of criteria including:

• Division
• Branch
• Percentile and
• Priority Score

Today we are going to use two selection criteria - the first is by the council round and the second is by the project officer's name.

We will scroll down the council list to select the appropriate council round.

We will then scroll through an alphabetical listing of the project officers found in the drop down box and select one as our project officer of choice.

In this example, we will sort our projects by division.

Now we are ready for the list to be generated. Please click on the tab labeled "project list."

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This is the screen for the Shoplist Project list. As you can see it provides you with basic grant information including the status of the grant, the project number, the division under which it falls, and the assigned project officer.

In order to view a grant, you will need to Click on the project number.

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What you see currently is the coding screen for the grant project you selected.

On this screen, there are several items that are important for you to note.

The first one is that there is a summary statement button on the screen that allows you to review the summary of the grant. This is important because you will need to provide a summary of the grant in the box labeled emphasis.

Secondly, it is required that the NIDA Clinical Trial question displayed on this screen is answered. It is important to remember that this clinical trials question is not related to the use of SIC clinical trial codes for your grants.

Thirdly, it is also required that you answer yes or no to the Foreign Component question that is displayed on this screen. If the grant you are about to code has a Foreign a component you will need to respond yes in NEPS and ensure your grant goes to NIH for approval.

If the grant you are about to code does not have a Foreign Component you will need to select No. Please remember you will not be able to save your data if this question is not responded to.

Fourth, in order for this grant to be coded as an AIDS grant you will need to complete the AIDS Definition Tool. Clicking on the tab labeled "Checklist" will allow you to review and complete the checklist. The checklist will open up in a separate screen.

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In order to complete the AIDS Definition Tool, please adhere to the following instructions.

• Read each item listed in Section A.
• If the application under review meets any of the criteria listed in Section A, identify the item or items by checking the appropriate box(es).
• If the application under review meets at least one of the criteria listed in Section A, this grant is classified as an AIDS grant.
• If the application under review does not meet any of the criteria listed in Section A, check the "Not Applicable" box and move on to Section B and C.
• Review the items listed in both Section B and Section C. In order to be classified as an AIDS grant, the application under review needs to meet at least one of the criteria in Section B AND one of the criteria in Section C. If the application under review meets this requirement, it is classified as an AIDS grant. Identify the criteria by checking the appropriate boxes in Section B and Section C. If N/A is checked in either Section B or Section C, then this application is not considered an AIDS grant.

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If you code the grant incorrectly, the system will give you an error message.

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REMEMBER:

• If you have identified this application as an AIDS grant, please have your emphasis statement (i.e., summary of the grant), reflect that it is an AIDS grant and
• An AIDS rationale should be provided in the Comment Section of the Shoplist in NEPS.

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After you have saved your input, click on the return button which will take you back to the NEPS Coding Screen.

Once the definition tool is complete, the AIDS Funding Box shows YES.

The next step is to assign your grant an Office of AIDS Research primary code, hereafter referred to as an OAR code.

The drop down menu has a listing of all the primary codes. Select the appropriate code.

If you are not familiar with the OAR Primary Codes, you can click on the label OAR Primary Code - this will link you to a definition list, which will open in a separate window.

The next drop down menu has a listing of all the SIC Codes. Select the appropriate code.

If you are not familiar with the SIC Codes, you can click on the label SIC Codes - this will link you to a definition list, which will open in a separate window.

If your project has an international component, you will need to select the appropriate country (ies).

It is important that you ensure that your coding in the AIDS section correlates to your coding in the program cross section. For example:

• When coding Pediatric ages 0-18 and/or adolescent ages 10-25 in the AIDS Section you will need to code children ages 0-21 in the program crosscut section
• Once you have selected the appropriate SIC code for the project, you will need to enter the correct percentages for each identified item.
• You will need to enter the AIDS funding justification in the NEW AIDS/SHOPLIST COMMENT BOX. This must be completed.

Make sure you save all your changes!!!

However, note that the system has several internal defaults that will not allow you to save changes. For example it will not let you save if:

• You identify the grant as AIDS but do not complete the AIDS Definition Tool
• You identify the grant as AIDS but do not write a justification and
• You select International and do NOT identify specific countries

This concludes our online training on the AIDS Coding component of the NEPS system. You will now be redirected to a page with additional resources, which will include the SIC Flowchart and contact information for Dr. Jacques Normand and Dr. Lynda Erinoff of the AIDS Research Program. Please contact them if you have any questions regarding AIDS Definition Tool. We hope this has been helpful.