Update documentation and resources for NIH Common Forms compliance

ilarsf · ilarsf · commit 360f35ed1838 · 2026-05-05T16:30:03.000-04:00
- Revised placeholder image text for ORCID linking to reflect updated requirements.
- Added warning about Research Security Training certification requirements in biosketch and other support documentation.
- Updated changelog to include recent policy changes and deadlines related to NIH submissions.
- Clarified ORCID linking instructions in the complete walkthrough and getting ready documents.
- Adjusted disclaimer to specify the end of the leniency period and the transition to error enforcement.
- Enhanced references section with updated links and notes on enforcement timing.
- Modified various quickstart guides to emphasize the importance of matching ORCID PIDs in SciENcv and eRA Commons.
- Updated XML upload documentation to reflect changes in person-month reporting and validation requirements.
- Improved troubleshooting guidance for common errors related to ORCID linking and persistent identifiers.
diff --git a/docs/_config.yml b/docs/_config.yml
@@ -24,6 +24,8 @@ footer_content: 'Independent, non-official guide. Verify with NIH/NCBI sources.
 aux_links:
   "NIH Common Forms hub":
     - "https://grants.nih.gov/policy-and-compliance/implementation-of-new-initiatives-and-policies/common-forms-for-biosketch"
+  "NOT-OD-26-079":
+    - "https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-079.html"
   "NOT-OD-26-018":
     - "https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-018.html"
   "SciENcv":
diff --git a/docs/appendix/original-longform-guide.md b/docs/appendix/original-longform-guide.md
diff --git a/docs/assets/images/placeholder-orcid-linking.svg b/docs/assets/images/placeholder-orcid-linking.svg
@@ -1,7 +1,7 @@
 <svg xmlns="http://www.w3.org/2000/svg" width="1200" height="675" viewBox="0 0 1200 675">
   <rect width="1200" height="675" fill="#f3f4f6"/>
   <rect x="40" y="40" width="1120" height="595" fill="#ffffff" stroke="#d1d5db" stroke-width="4"/>
-  <text x="80" y="140" font-family="Arial, Helvetica, sans-serif" font-size="48" fill="#111827">Link ORCID (eRA Commons + MyNCBI)</text>
+  <text x="80" y="140" font-family="Arial, Helvetica, sans-serif" font-size="48" fill="#111827">ORCID: eRA Commons link + SciENcv PID</text>
   <text x="80" y="220" font-family="Arial, Helvetica, sans-serif" font-size="28" fill="#374151">Replace with a screenshot of your institution’s workflow</text>
   <text x="80" y="585" font-family="Arial, Helvetica, sans-serif" font-size="22" fill="#6b7280">Placeholder image (safe to commit to GitHub). Replace with local screenshots.</text>
 </svg>
diff --git a/docs/biosketch/certify-and-download.md b/docs/biosketch/certify-and-download.md
@@ -22,3 +22,6 @@ nav_order: 6
 
 {: .note }
 > You **may rename the downloaded PDF file** to match NIH filename guidance, but do **not** alter the PDF content. If the document changes, or if the certification/signature date is more than **12 months** old at submission time, download and **re-certify**.
+
+{: .warning }
+> NIH added Research Security Training (RST) certification text back into SciENcv Common Forms on **April 22, 2026**. For applications with due dates on/after **May 25, 2026**, if a Common Form was certified before April 22 and has not yet been submitted, regenerate and re-certify the PDF before submission.
diff --git a/docs/changelog.md b/docs/changelog.md
@@ -9,6 +9,13 @@ nav_order: 13
 
 - Reserve this section for the next round of policy/FAQ refreshes so maintainers have a visible place to record changes before publishing a tagged update.
 
+## v1.3 (May 2026)
+
+- Updated references and policy pages for **NOT-OD-26-079**: NIH leniency period ends **May 7, 2026**; system warnings become submission-stopping errors on **May 8, 2026**.
+- Added **NOT-OD-26-017** / Research Security Training certification reminders for Common Forms certified before **April 22, 2026** and applications due on/after **May 25, 2026**.
+- Updated ORCID setup language to require both the **eRA Commons ORCID link** and a matching **SciENcv PID**.
+- Updated CPOS XML guidance to reflect NIH's April 22, 2026 zero person-month support for 2026-1 Common Forms.
+
 ## v1.2 (Mar 2026)
 
 - Updated policy/timeline language across the site to reflect NIH’s current **leniency period through May 2026**, with warning-level validations and a later Guide Notice expected for submission-blocking errors.
diff --git a/docs/complete-walkthrough.md b/docs/complete-walkthrough.md
@@ -12,7 +12,7 @@ This page consolidates the end-to-end steps (PI + admin) for both documents.
 - Confirm **eRA Commons ID**
 - Create **ORCID iD**
 - Link ORCID in **eRA Commons** (**required**)
-- Link ORCID in **MyNCBI** if you plan to use ORCID-linked import workflows
+- Confirm the same ORCID appears as the **SciENcv PID** (link ORCID in MyNCBI/SciENcv, sign in with ORCID, or manually enter it)
 - Clean **My Bibliography** (publications + non-traditional products)
 - Add **delegate** (optional)
 
diff --git a/docs/disclaimer.md b/docs/disclaimer.md
@@ -7,12 +7,13 @@ nav_order: 17
 
 This site is independently maintained for general information only and is not an official NIH/NCBI publication (NIH, OER, NLM, or SciENcv).
 
-NIH policies, forms, and system behavior can change. Applicants are responsible for complete, compliant submissions at the time of submission. For Common Forms, NIH currently states that it is using warnings during a leniency period through **May 2026** and will announce any later submission-blocking error date in a future Guide Notice. See official sources in [References]({{ site.baseurl }}{% link references.md %}). [NOT-OD-26-018][not-od-26-018]; [NOT-OD-26-033][not-od-26-033]
+NIH policies, forms, and system behavior can change. Applicants are responsible for complete, compliant submissions at the time of submission. For Common Forms, NIH currently states that the leniency period ends **May 7, 2026** and that system warnings become submission-stopping errors on **May 8, 2026**. See official sources in [References]({{ site.baseurl }}{% link references.md %}). [NOT-OD-26-018][not-od-26-018]; [NOT-OD-26-033][not-od-26-033]; [NOT-OD-26-079][not-od-26-079]
 
 Transparency note: Some content was drafted with assistance from generative AI tools and web-based research. We aim for accuracy but do not guarantee completeness; verify key requirements using the official sources in References.
 
 External links are for convenience and do not imply endorsement; content may change without notice. [NCBI policies][ncbi-disclaimer]
 
 [not-od-26-018]: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-018.html
 [not-od-26-033]: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-033.html
+[not-od-26-079]: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-079.html
 [ncbi-disclaimer]: https://www.ncbi.nlm.nih.gov/home/about/policies/
diff --git a/docs/getting-ready.md b/docs/getting-ready.md
@@ -6,4 +6,4 @@ has_children: true
 
 # Getting Ready (accounts + data)
 
-Before you draft narratives or select Products, make sure your identity setup is correct (especially your ORCID link in eRA Commons), that your MyNCBI/SciENcv account access works, and that My Bibliography is clean.
+Before you draft narratives or select Products, make sure your identity setup is correct (especially your ORCID link in eRA Commons and the matching ORCID PID in SciENcv), that your MyNCBI/SciENcv account access works, and that My Bibliography is clean.
diff --git a/docs/getting-ready/orcid.md b/docs/getting-ready/orcid.md
@@ -1,23 +1,23 @@
 ---
-title: ORCID setup (required link + recommended linked account)
+title: ORCID setup (required links + PID check)
 parent: Getting Ready (accounts + data)
 nav_order: 1
 ---
 
-# ORCID setup (required link + recommended linked account)
+# ORCID setup (required links + PID check)
 
 **Required for NIH Common Forms:** link your **ORCID iD to your eRA Commons Personal Profile** so it can be used as the Persistent Identifier (PID).
 
-**Strongly recommended for easier setup/import:** link ORCID in **MyNCBI → Account Settings → Linked Accounts** if you want to use ORCID-linked workflows in SciENcv.
+**Required before submission:** confirm the **same ORCID iD** appears in the **Persistent Identifier (PID)** field of the SciENcv Common Form. NIH says this can be done by linking ORCID in MyNCBI/SciENcv, signing into SciENcv with ORCID, or manually entering the ORCID iD in the PID field.
 
 {: .note }
-> Missing the **eRA Commons** link can create NIH/eRA compliance problems. Missing the **MyNCBI linked account** is usually a workflow problem (more manual entry or limited import options), not the core NIH identity requirement.
+> Missing the **eRA Commons** link can create NIH/eRA compliance problems. Missing the SciENcv PID can also fail Common Form validation if the ORCID in the PDF does not match the ORCID linked to the eRA Commons credential used in the submission.
 
 ## Steps (PI does this)
 
 1. Create ORCID: <https://orcid.org/register>
 2. In **eRA Commons**: **Personal Profile → ORCID ID** → connect (**required**)
-3. In **MyNCBI**: **Account Settings → Linked Accounts** → add ORCID (**recommended when using ORCID import / linked-account workflows**)
-4. In **SciENcv**, confirm your ORCID appears as the **Persistent Identifier (PID)**.
+3. In **MyNCBI/SciENcv**: either link ORCID in **Account Settings → Linked Accounts**, sign in using ORCID, or manually enter the ORCID iD in the Common Form PID field
+4. In **SciENcv**, confirm the ORCID shown as the **Persistent Identifier (PID)** matches the ORCID linked in **eRA Commons**.
 
 ![ORCID linking placeholder]({{ "/assets/images/placeholder-orcid-linking.svg" | relative_url }})
diff --git a/docs/index.md b/docs/index.md
@@ -14,7 +14,7 @@ Independent guide, not official NIH/NCBI guidance. Verify details in [References
 
 {: .warning }
 > **Effective date:** NIH requires Common Forms for **applications, JIT, RPPR, and Prior Approval submissions on/after Jan 25, 2026**.
-> **Current enforcement status:** NIH is using **warnings** during a **leniency period through May 2026** and has said it will announce the later **submission-blocking error date** in a future Guide Notice. See **Policy & Timeline**.
+> **Current enforcement status:** NIH's leniency period ends **May 7, 2026**. On **May 8, 2026**, system warnings change to **errors** that stop submissions not using compliant Common Forms. See **Policy & Timeline**.
 
 ## Start here (role-based)
 
@@ -24,7 +24,7 @@ Independent guide, not official NIH/NCBI guidance. Verify details in [References
 
 ## The two biggest success factors
 
-1. **Identity + data plumbing is correct** (ORCID linked to eRA Commons; MyNCBI/SciENcv account access working; My Bibliography clean).
+1. **Identity + data plumbing is correct** (ORCID linked to eRA Commons; ORCID appears as the SciENcv PID; My Bibliography clean).
 2. **Workflow timing** accounts for **individual certification** in SciENcv (delegates cannot certify).
 
 ## What’s inside
diff --git a/docs/other-support/certify-and-download.md b/docs/other-support/certify-and-download.md
@@ -18,5 +18,8 @@ Same pattern as the biosketch:
 {: .note }
 > You **may rename the downloaded PDF file** to match NIH filename guidance, but do **not** alter the PDF content. If the document changes, or if the certification/signature date is more than **12 months** old at submission time, download and **re-certify**.
 
+{: .warning }
+> NIH added Research Security Training (RST) certification text back into SciENcv Common Forms on **April 22, 2026**. For applications with due dates on/after **May 25, 2026**, if a Common Form was certified before April 22 and has not yet been submitted, regenerate and re-certify the PDF before submission.
+
 {: .note }
 > If NIH requires **supporting documentation** for foreign appointments/employment reported in CPOS, attach those contract copies **separately** in the relevant **eRA JIT, RPPR, or Prior Approval** module. Do **not** append them to the SciENcv CPOS PDF.
diff --git a/docs/other-support/xml-upload/ai-prompt.md b/docs/other-support/xml-upload/ai-prompt.md
@@ -300,8 +300,8 @@ If SORT_SUPPORTS is YES, sort supports:
   <startdate>2024-01-01</startdate>
   <supporttype>current</supporttype>
   <commitment>
-    <personmonth year="2024">0.01</personmonth>
-    <personmonth year="2025">0.01</personmonth>
+    <personmonth year="2024">0</personmonth>
+    <personmonth year="2025">0</personmonth>
   </commitment>
 </support>
 
diff --git a/docs/other-support/xml-upload/examples.md b/docs/other-support/xml-upload/examples.md
@@ -52,10 +52,11 @@ If both the PI and admin provide the same support item in PART 1, de-duplication
 
 ## Example 5: Missing effort
 
-SciENcv can accept a file where effort values are blank, but **the year must still be present**. Use:
+SciENcv can accept a file where effort values are blank, but **the year must still be present**. If the effort is truly zero, use `0`; if it is unknown or not ready for upload, leave the value blank and resolve it in SciENcv.
 
 ```xml
 <commitment>
+  <personmonth year="2025">0</personmonth>
   <personmonth year="2026"></personmonth>
   <personmonth year="2027"></personmonth>
 </commitment>
diff --git a/docs/other-support/xml-upload/overview.md b/docs/other-support/xml-upload/overview.md
@@ -14,6 +14,9 @@ SciENcv supports **Data Ingest (XML file upload)** to help users pre-populate CP
 {: .note }
 > A file can still be a *valid upload file* even when some fields are blank. After upload, SciENcv will flag missing required values in the UI with red exclamation icons that must be resolved before certification/download.
 
+{: .note }
+> NIH says SciENcv/eRA updates deployed on **April 22, 2026** allow **zero person-month effort** for Proposals/Active Projects and In-Kind Contributions when applicable. Older 2025-1 SciENcv CPOS PDFs that do not support zero effort continue to function for eRA submission, but new or updated documents can use the 2026-1 behavior.
+
 {: .note }
 > The CPOS form displays dates in a human-facing month/year style, but the XML upload template uses machine-readable `YYYY-MM-DD`. If you only know month/year, use day `01` consistently and confirm the rendered entry in SciENcv after upload.
 
@@ -56,7 +59,7 @@ Use this quick reference for the CPOS upload fields and limits.
 | startdate | Project start date | YYYY-MM-DD |
 | enddate | Project end date | YYYY-MM-DD |
 | supporttype | Status of support | `current` or `pending` |
-| personmonth | Person-months per year in `<commitment>` | `<personmonth year="YYYY">value</personmonth>` |
+| personmonth | Person-months per year in `<commitment>` | `<personmonth year="YYYY">value</personmonth>`; `0` is allowed when applicable |
 
 ## Character restrictions
 
diff --git a/docs/other-support/xml-upload/quality-control.md b/docs/other-support/xml-upload/quality-control.md
@@ -23,6 +23,7 @@ Use this checklist before uploading to SciENcv, and again before final certifica
 - Dates are in `YYYY-MM-DD` (use day `01` if you only have month/year).
 - Award amounts are digits only (no `$`, no commas).
 - Each `<personmonth>` has a 4-digit `year` attribute.
+- Person-month values may be blank for upload triage, but if effort is truly zero, use `0` and confirm the value in the SciENcv UI.
 
 ## 3) Post-upload checks (SciENcv UI)
 
diff --git a/docs/policy/effective-dates.md b/docs/policy/effective-dates.md
@@ -6,12 +6,14 @@ nav_order: 1
 
 # Effective dates (NIH)
 
-NIH requires the **Common Forms** (biosketch + CPOS) for:
+NIH implemented the **Common Forms** framework for:
 
 - **Application due dates** on/after **Jan 25, 2026**
 - **JIT, RPPR, Prior Approval submissions** on/after **Jan 25, 2026**
 
+NIH's leniency period ends **May 7, 2026**. For application due dates and JIT, RPPR, and Prior Approval submissions on/after **May 8, 2026**, eRA warnings become **errors** that stop submissions not using compliant Common Forms.
+
 See the NIH Common Forms hub and the Guide Notice for the full matrix of scenarios:
 - [NIH Common Forms hub](https://grants.nih.gov/policy-and-compliance/implementation-of-new-initiatives-and-policies/common-forms-for-biosketch)
 - [NOT-OD-26-018](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-018.html)
-
+- [NOT-OD-26-079](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-079.html)
diff --git a/docs/policy/enforcement.md b/docs/policy/enforcement.md
@@ -1,19 +1,19 @@
 ---
-title: Enforcement (current leniency period)
+title: Enforcement (current NIH timeline)
 parent: Policy & Timeline
 nav_order: 2
 ---
 
-# Enforcement (current leniency period)
+# Enforcement (current NIH timeline)
 
 NIH currently enforces Common Forms via **eRA system validations**:
 
 - **Common Forms are required** for applications, JIT, RPPR, and Prior Approval submissions on/after **Jan 25, 2026**.
-- NIH is currently in a **leniency period through May 2026**.
-- During this period, NIH says noncompliant submissions may receive **warnings**, but the agency is **not yet withdrawing applications for this issue**.
-- NIH has said it will announce the later **submission-blocking error date** in a future Guide Notice.
+- NIH's leniency period ends **May 7, 2026**.
+- Through **May 7, 2026**, NIH says submissions containing legacy NIH biosketch/other support pages or non-compliant Common Forms receive **warnings** and are not withdrawn for that issue.
+- On **May 8, 2026**, system warnings change to **errors** that stop submissions not using compliant Common Forms.
 
-See NIH notices [NOT-OD-26-018](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-018.html) and [NOT-OD-26-033](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-033.html).
+See NIH notices [NOT-OD-26-018](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-018.html), [NOT-OD-26-033](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-033.html), and [NOT-OD-26-079](https://grants.nih.gov/grants/guide/notice-files/NOT-OD-26-079.html).
 
 {: .warning }
 > **Operational implication:** you need dedicated **individual certification steps** in your internal submission timeline. Delegates cannot certify for the named individual.
diff --git a/docs/quarterly-checklist.md b/docs/quarterly-checklist.md
@@ -12,13 +12,15 @@ Use this once per quarter to keep the playbook aligned with current NIH/eRA guid
 
 - NIH Common Forms hub
 - NIH forms pages (Biosketch Common Form, NIH Supplement, CPOS Common Form)
-- Relevant NIH Guide Notices (including new updates after NOT-OD-26-018 / NOT-OD-26-033)
+- Relevant NIH Guide Notices (including new updates after NOT-OD-26-018 / NOT-OD-26-033 / NOT-OD-26-079)
+- Research Security Training notices and certification text timing
 - eRA Commons ORCID help
 - NLM CPOS XML upload + error guidance
 
 ## 2) Review high-impact playbook pages
 
 - ORCID setup + troubleshooting pages
+- Certification / RST reminder pages
 - PI quickstart + complete walkthrough
 - CPOS overview + what-to-include
 - Appendix long-form guide status note
diff --git a/docs/quickstarts/admin-delegate.md b/docs/quickstarts/admin-delegate.md
@@ -11,7 +11,7 @@ nav_order: 2
 1. Ensure each PI/key person has:
    - eRA Commons ID
    - ORCID iD linked to **eRA Commons** (**required**)
-   - MyNCBI/SciENcv access working; ORCID linked there too if you plan to use ORCID-linked import workflows
+   - MyNCBI/SciENcv access working; ORCID appears as the SciENcv **PID** and matches eRA Commons
 2. Ask each PI to **add you as a delegate** in MyNCBI.
 3. Confirm you have access to:
    - **SciENcv** delegation
diff --git a/docs/quickstarts/key-personnel.md b/docs/quickstarts/key-personnel.md
@@ -14,7 +14,7 @@ If you are being included as **senior/key personnel**, you will generally need a
 ## Quick steps
 
 1. ORCID iD: create (if needed)
-2. Link ORCID to **eRA Commons** (**required**). Link ORCID in **MyNCBI/SciENcv** too if you plan to use ORCID-linked import workflows
+2. Link ORCID to **eRA Commons** (**required**) and confirm the same ORCID appears as the SciENcv **PID**
 3. Ensure your **My Bibliography** is correct
 4. Create the SciENcv documents (or work with your delegate)
 5. **Certify + download PDFs**
diff --git a/docs/quickstarts/pi.md b/docs/quickstarts/pi.md
@@ -11,7 +11,7 @@ nav_order: 1
 1. **Create ORCID iD** (if you don’t have one).
 2. **Link ORCID to eRA Commons** (Personal Profile → ORCID section).
 3. **Confirm SciENcv access** (MyNCBI dashboard → SciENcv).
-4. **Link ORCID to MyNCBI/SciENcv** if you plan to use ORCID-linked import workflows (MyNCBI Account Settings → Linked Accounts).
+4. **Confirm ORCID appears as the SciENcv PID** and matches eRA Commons (link ORCID in MyNCBI/SciENcv, sign in with ORCID, or manually enter it in the PID field).
 5. **Add a delegate** (optional but recommended) (MyNCBI Account Settings → Delegates).
 6. **Clean up My Bibliography** (missing papers, wrong authorship, PMCID status).
 7. **Pick your 10 “Products”**:
diff --git a/docs/references.md b/docs/references.md
diff --git a/docs/start-here.md b/docs/start-here.md
diff --git a/docs/transition/department-plan.md b/docs/transition/department-plan.md
diff --git a/docs/troubleshooting/common-errors.md b/docs/troubleshooting/common-errors.md

Original file line number	Diff line number	Diff line change
`@@ -6,4 +6,4 @@ has_children: true`
`6`	`6`
`7`	`7`	`# Getting Ready (accounts + data)`
`8`	`8`
`9`		`-Before you draft narratives or select Products, make sure your identity setup is correct (especially your ORCID link in eRA Commons), that your MyNCBI/SciENcv account access works, and that My Bibliography is clean.`
	`9`	`+Before you draft narratives or select Products, make sure your identity setup is correct (especially your ORCID link in eRA Commons and the matching ORCID PID in SciENcv), that your MyNCBI/SciENcv account access works, and that My Bibliography is clean.`