Associate PI Scheme - FAQs

Who is eligible to be an Associate Principal Investigator trainee?

The scheme is open to any health and care professional who does not have research as a core part of their role, but wishes to gain skills and experience by contributing towards an NIHR Portfolio adopted study. This includes, but is not limited to, doctors, nurses, pharmacists, physiotherapists, and so on. We encourage all health and care professionals to consider taking part.

Please note, though we allow all health and care professionals who aren’t already involved in research to take part, the Associate PI Scheme is guided by the studies and safety requirements within the protocol. The Local Principal Investigator would need to agree that the study would enable you to meet the mandated Associate PI checklist criteria and that your delegated duties are in line with the safety requirements of the protocol.

What is the eligibility criteria I must meet to apply to be an Associate PI trainee?

Interested applications must:

• be a healthcare professional who wants to gain knowledge of what it means to deliver an NIHR portfolio study
• be able to commit to 6 months of working on a study registered onto the scheme at the same local site, once their spot on the Associate PI Scheme is confirmed
• have spoken to the Local Principal Investigator of their chosen study and gained their mentorship approval prior to applying
• not currently working in a full time funded research role (e.g research nurse)

If you are a ‘Fellow’ (eg Research Fellow, Clinical Fellow), then you must:

• Not be receiving funding to work on the study that you want to be an Associate PI for. However, you can be an Associate PI on a study that is outside of your funded fellow role. Enrolment in these cases will be made on an individual basis.

I work in primary care (GP, pharmacy, dentist, optician services, etc) , am I eligible?

Yes, the scheme is open to any health and care professional. The Associate PI Scheme is guided by the studies and safety requirements within the protocol. The Local Principal Investigator would need to agree that your chosen study would enable you to meet the mandated Associate PI checklist criteria and that your delegated duties are in line with the safety requirements of the protocol.

Please refer to the ‘Taking part in the scheme’ section of the FAQs for more details on how the scheme works in a primary care setting.

I am a student, am I eligible?

Students are not eligible to be Associate PIs, because the scheme requires significant input over at least 6 months and this is not compatible with most student placements. Students must qualify before becoming eligible to join. We strongly encourage students to become involved in clinical research in other capacities in a way that fits with their training.

I am a research nurse, am I eligible?

If your role already includes research, you are not eligible for the Associate PI Scheme. This is because the Associate PI Scheme is  aimed at healthcare professionals who don't primarily work in research but want to gain research experience on a NIHR Portfolio research study.

Research nurses can apply for the Principal Investigator Pipeline Programme (PIPP)

Are clinical trial pharmacists eligible for the scheme, even if fully funded by research?

Yes, we recognise that the work that clinical trials pharmacists do puts them in a slightly different category to other fully-funded research staff (such as research nurses), and therefore we will allow applications from clinical trials pharmacists.

I am funded less than 50% of my time to conduct research, am I eligible?

If you are funded 50% or less of your time to conduct research, then you could be eligible to take part in the Associate PI Scheme. Please email associatepischeme@nihr.ac.uk and we can discuss eligibility with you. Enrolment in these cases will be made on an individual basis.

How do I apply to become an Associate PI Trainee?

1. Find a study at your local site that is registered on the Associate PI Scheme. You can use our Open Data Platform Dashboard to do this: Where can I take part?
2. Once you have identified a study at your site, get approval from the Local Principal Investigator of the study before you proceed any further
3. Apply to join the scheme by completing the Associate PI Scheme application form: Apply to become and Associate PI trainee
4. We will check your application against our eligibility criteria and will email your local PI for approval
5. Once we have the approval from your local PI, you will receive an email confirming your place on the scheme. This is when you can begin your 6 month tenure.

Once you complete your 6 month tenure and get your certificate, you qualify as an Associate PI.  While you are on the scheme, you will be referred to as an Associate PI trainee.

Where can I check which studies are registered onto the scheme?

Use our Open Data Platform Dashboard to find registered studies: Where can I take part?

Follow the instructions at the top to filter for your choice of trust and site. If you have any further questions please contact the Associate PI Scheme Team at associatepischeme@nihr.ac.uk

Full list of studies

You can also view a Full List of Registered Studies. Please be aware this list is very long so we advise using the ‘Where Can I Take Part?’ tool instead.

Is there an interview as part of the Associate PI application process?

No, though we do expect you to have a conversation with the local PI of the study you're interested in contributing towards, prior to submitting your application form.

Do I have to prospectively register for the Associate PI Scheme?

Yes, we do not accept retrospective applications.

You must apply, go through our eligibility checks, and then be officially registered onto the Associate PI Scheme before you assume the role of Associate PI Trainee.

The start date of your 6 month tenure is the date you receive the email from the Associate PI Scheme Team confirming your place on the Associate PI Scheme. You must then complete 6 months on the scheme after this date.

We will not issue certificates to those that have applied after they have completed 6 months of working on a study. This would be considered a retrospective application and will be rejected.

When is the best time to apply for the Associate PI Scheme?

Ideally, we recommend that you apply when the study you wish to contribute towards is actively recruiting at your site. Your local PI can advise you on the current stage of the study.

We do also allow involvement during the earlier study set-up stage. However, your site must have submitted the local capacity and capability form to the R&D department to ensure that participant recruitment is imminent. If you’re unsure what this means please ask the Principal Investigator of the study at your site.

I want to register to be an Associate PI trainee but the study that I want to be part of is not registered onto the Associate PI Scheme

If the study that you wish to be involved in locally is not listed on the Associate PI study list, that means the national study team for that study has not applied for the study to be included in the scheme. You may wish to contact the national study team and encourage them to register their study onto the Associate PI Scheme.

Can I apply to be an Associate PI for more than one study at a time?

No, you can only register for one study at a time, at one site.

However, after completing the 6 month tenure for one study, you can apply for a new study if you wish to continue participating in the Associate PI Scheme.

I’m interested in a study which lies under a department/speciality which is different from my own, can I still apply to be an Associate PI on that study?

Yes. You may still apply to be an Associate PI for a study even if it falls under a different department or specialty than your own.

The decision depends on whether your involvement in the study would allow you to fulfil the required Associate PI checklist criteria. To proceed, you must obtain approval from the local PI before submitting your application form.

What are the benefits of taking part in the Associate PI Scheme?

There are multiple benefits to taking part in the Associate PI Scheme. These include gaining:

• hands-on experience of research delivery
• mentorship from an experienced PI
• a foundation of research delivery knowledge to support you in your research career
• evidence for your training portfolio, via the checklist 

You also get recognition through certification for your training portfolio and may be acknowledged in the primary publication(s) from the study.

How long does the scheme take to complete?

Associate PI Trainees are required to engage in a study at a singular site continuously for 6 consecutive months.

This involvement may occur partially during the set-up phase and during patient follow-up, but it must encompass participant recruitment as well.

Alumni of the scheme indicate they spend roughly 2-3 hours per week dedicated to their Associate PI Scheme activity over the 6 month period, however we do not mandate this.

How many hours per week am I expected to complete ?

There is no specific requirement for the number of hours per week you must dedicate to the Associate PI Trainee role. You can integrate it into your existing responsibilities as necessary.

Feedback from Associate PI Alumni suggests that typically they commit around 2-3 hours per week, although this may vary depending on the study.

It's advisable to discuss the expected time commitment for your specific situation this with your local PI before applying.

How do you complete the Associate PI Scheme?

To officially receive a certificate and be granted ‘Associate PI’ status, you must fulfil all required components outlined in the Associate PI Scheme checklist within the 6 month period of your tenure.

We will provide you with the checklist template once you have successfully registered. It contains activities such as participant recruitment and reviewing screening logs.

Is there any funding available to support my time on the scheme?

No. An Associate PI Trainee takes part in the scheme alongside performing their core role.

Do I need to complete GCP training?

Yes, it is mandatory that each Associate PI trainee who registers for the scheme must complete GCP training.

If you have already completed GCP training prior to the scheme then you do not need to complete it again, unless you are due to do the GCP refresher training.

I work in a primary care setting as part of a cluster/group of practices. How do I complete the scheme?

If you work within a primary care setting as part of a cluster or group of practices, the checklist activities and completion process remain the same.

Your local PI, who will mentor you through the scheme, should be located at the same site as you.

However, if you work within a cluster or grouping of GPs and the local study PI is based at a different practice, please contact associatepischeme@nihr.ac.uk to explore your options further.

I’ve finished my 6 month tenure and received my certificate. Can I still support the study I was an Associate PI trainee on?

Yes, once you have received your certificate you are officially declared as the ‘Associate PI’, which means you have finished your 6-month tenure and are free to act in whatever capacity you want, with agreement from the National Study Team and the local PI of course.

An Associate PI Trainee is someone who is currently on their 6 month tenure, but has not yet completed the scheme.

An Associate PI is someone who has finished their 6 month tenure, submitted a completed checklist, and successfully received a certificate granting them ‘Associate PI’ status.

Must I be working in an NHS trust with a registered trial to be part of this scheme? What if there are no trials registered on the Associate PI Scheme in your NHS Trust?

To participate in the Associate PI Scheme, you need to be employed at the same site where the study is being conducted. If there are no trials registered on the Associate PI Scheme within your NHS Trust, you can still encourage the National Study Team of any relevant studies at your site to join the scheme. This can be done by reaching out to them and introducing them to the benefits of the Associate PI Scheme.

Can I take part in the Associate PI Scheme remotely?

No, participation in the Associate PI Scheme requires you to work at the site where the study is being conducted. This ensures that you receive in-person mentorship from the local PI and gain hands-on experience in delivering a study at the site.

Can I transfer/rotate from one site to another and continue as an Associate PI trainee?

Yes, it is possible to participate in the Associate PI Scheme at a new site, provided that the same study you are currently involved in is also recruiting participants at your new location.

If you are transferring to another site, you need to get approval from the local PI at your new site to ensure they are willing to mentor you for the remainder of your tenure.

If there is already an Associate PI Trainee at the new site working on the same study, you must ensure that the local PI is comfortable supporting both of you during your rotation.

Please send us details of your new site and the new local PI who will be mentoring you. Email associatepischeme@nihr.ac.uk

We will then coordinate with both your original local PI and the new PI at your new site to gain approval. It's recommended that you have your original local PI sign off on your checklist before leaving your old site, and then have your new local PI sign off when you complete your tenure at the new site.

What happens if the study I am contributing towards is paused/suspended during my 6 month tenure?

We would hope that the study team will already have contacted us to let us know that their study is paused/suspended, and we would contact you to inform you of this.

However, if the study you are working on the scheme for is paused/suspended and we have not contacted you, then please email the Associate PI Scheme Team to let us know by emailing associatepischeme@nihr.ac.uk. We will then contact the study team to clarify the situation.

Once we know a study is paused/suspended, we will contact you to discuss your individual situation and advise on next steps.

What should I do if I can no longer continue my tenure on the Associate PI Scheme?

If you find yourself unable to continue with the Associate PI Scheme, the first step is to discuss your situation with your local PI. They may be able to provide support or accommodations to help you continue in the scheme.

If, after speaking with your local PI, it becomes evident that continuing in the Associate PI Scheme is not feasible, you should inform the National Study Team of your decision.

Once both your local PI and the National Study Team are informed of your decision, please email us at associatepischeme@nihr.ac.uk. If you're comfortable doing so, please share your reasons. We will use any feedback for improving the scheme in the future.

Where can I find further guidance on completing the Associate PI Scheme?

Further guidance can be found in our Associate PI Toolkit.

How do I get access to the Associate PI Scheme Learning Pathway on NIHR Learn?

Once your application for the Associate PI Scheme has been accepted and confirmed, you will receive an email containing a link and an enrolment key. This information will grant you access to the NIHR Associate PI Scheme Learning Pathway on NIHR Learn.

I’ve previously completed the Associate PI Scheme, can I take part again?

Yes, upon completion of the scheme you are eligible to apply again, as long as it is for a different study.

How do I access the Associate PI Scheme checklist?

When you have successfully enrolled onto the scheme you receive an email containing a link and enrolment key, which grants you access to the NIHR Associate PI Scheme Learning Pathway (which contains the online checklist).

At the end of your tenure you export the online checklist to a pdf file. Here's an example of a well-completed checklist from a past alumnus.

I have accessed the Associate PI Scheme checklist via NIHR Learn what should I do next? Do I need to fill in every box on the Associate PI checklist?

To begin your learning pathway, click on the Month 1 tile. In Month 1 you will see suggestions of mandatory checklist activities to begin engaging in. You should evidence the activities you have undertaken each month on your online checklist.

When completing the checklist you should outline your learning by writing a journal-style entry in the appropriate fields. You may notice some items have an exclamation point next to them - these items are mandatory and must be completed before you can export your checklist at the end of your 6-month tenure.

How much evidence do I need to provide for each checklist activity?

For each checklist activity, we expect you to provide detailed evidence of how you completed that activity, who supported you, what you did to complete the activity, what you learnt through doing the activity. 1-2 paragraphs per activity will be sufficient.

As an Associate PI Trainee, can I add people to the delegation log and sign them off to recruit people?

As an Associate PI Trainee, you can add individuals to the delegation log, but it's the responsibility of the PI to formally sign off on both the individuals and the delegated activities.

Who needs to provide a signature on my completed checklist at the end of my 6-month tenure?

All the fields should be outlined clearly on the final page(s) of your exported checklist.

The local Principal Investigator of the study at your site (your mentor) and the National Study Team Representative (this is normally the sponsor representative) will be required to sign off your checklist.

We recommend you make contact with both of these people early as they can offer you support during your time on the scheme.

What do I do with my completed checklist?

Prior to exporting the checklist we recommend you review the evidence you have previously documented, ensuring all mandatory fields have been completed. To export a pdf copy of your checklist, click the ‘Save and Export as PDF’ button at the bottom of the online checklist. If that button is greyed out, that means there is still an incomplete mandatory field on your checklist (it could be an empty text box somewhere, or an unticked checkbox).

Once exported, you should meet with your local PI to review the checklist. If completed satisfactorily, the PI and Associate PI Trainee (yourself) should sign the checklist. The Associate PI Trainee (you) should then send it to the National Study Team, to attain the third and final signature.

Once you have a fully signed copy of your checklist you are now ready to submit it. Navigate back to the Associate PI Scheme learning pathway homepage on NIHR Learn, and select the ‘Upload Associate PI Checklist’ tile.

Click the ‘Add submission’ button and drag-and-drop the fully signed copy of your checklist into the submission box, then click ‘Save changes’.

You have now successfully submitted your checklist. The Associate PI Scheme Team will review your submission within the next 5-7 working days, and you will hopefully receive a confirmation email containing instructions on accessing your certificate.

When and how do I receive my Associate PI certificate?

Once you have uploaded a fully signed copy of your checklist via the ‘Upload Associate PI Checklist’ tile, the Associate PI Scheme Team will review your submission within the next 5-7 working days.

Once the Associate PI Scheme Team have reviewed your fully signed checklist and deemed it to be a successful submission, your certificate will be made available for download via the course homepage ‘Download Associate PI Scheme Certificate’ tile.

Additionally, you will receive an email congratulating you and providing you with instructions on how to access your certificate.

What recognition do I receive for being an Associate PI?

Your certificate will indicate the study, time period, and site at which you attained your Associate PI status.

Study Teams are encouraged to acknowledge all certified Associate PIs in the primary publication(s) from the study. The exact details of this should be included in the study protocol.

Although a publication is a tangible output, of more significance are the enhanced skills and understanding around the delivery of NIHR Portfolio research which you will gain through taking part in this scheme.

We strongly encourage you to add the certificate to your career portfolio.