*Note that some forms referenced in the FAQs may not apply to your program*

General Frequently Asked Questions 

When is the due date for the Annual Performance Report (APR)?

Annual Performance Reports (APRs) are due by July 31, 2026 for all programs. This is a statutory deadline and no extensions will be granted. If you do not submit on time you are  out of compliance with the terms and conditions of your grant or cooperative agreement.

What dates does the performance report cover?

The performance report should cover all activities supported by the grant during the current performance period July 01, 2025 - June 30, 2026. If you are a new grantee and this is your first year reporting, your performance report should cover all activities supported by the grant from your start date through June 30^th. In this case, your performance report may cover less than OR more than 12 months for the first year.  

Can I change incorrect data entered last reporting period?

No, data entered in a previous reporting period cannot be edited because it is already processed. Please be sure your data is accurate before submitting it to your project officer.

Where are the instruction manuals for the performance reports?

You can access program-specific instruction manuals through the Electronic Handbooks (EHB). In addition, the manuals are posted on the Bureau of Health Workforce (BHW) Report on Your Grants website.

Can I see the required forms for my program without logging into the Electronic Handbooks (EHB)?       

Yes, you can view the program-specific instruction manual and the performance metric file (also referred to as the program wireframe) for your program on the Bureau of Health Workforce (BHW) Report on Your Grants website.

Are reports from prior years stored in the Electronic Handbooks (EHB)s?       

Yes, grantees can locate reports from prior reporting periods in the Electronic Handbooks (EHB) by using any of the following methods:

1. Clicking the ‘view prior period data’ link within a form or under your Resources tab,
2. Going into your grant folder and searching for previously completed reports, or
3. Clicking on the ‘submissions’ link in the left side navigation menu.

Will the information we submit in this reporting period automatically populate the forms in the future?               

Yes, depending on the form, certain data fields will prepopulate for future reporting periods. For example, information about training sites reported on the Experiential Training Site (EXP)-1 form carry over each reporting period. Similarly, much of the information reported on the Individual Characteristics (IND-GEN) form carries over each reporting period until the individual completes their specific training program or permanently drops out of the program.  On the other hand, forms such as the Continuing Education (CE) form and the Faculty Development (FD)-2 form will be empty each year. If you have questions about which forms or which fields should prepopulate each year, please reach out to the Electronic Handbooks (EHB) Help Desk.

Does this report allow us to submit any attachments?            

No, you cannot add attachments to the performance report. The only exceptions are the Individual Characteristics (IND-GEN) Excel template, the Program Curricula Changes (PCC) template, and the Children’s Hospitals Graduate Medical Education Hospital Data (CHD)-3 template which you can upload directly into the Electronic Handbooks (EHB). If you need to communicate something about your data to your project officer, please add a comment in the Electronic Handbooks (EHB).

Can cells populate automatically based on other selections?

No, Section 508 requires you to enter all data yourself.

What is the difference between the Continuing Education (CE), Course Development and Enhancement (CDE), and Faculty Development (FD) forms.

These three sets of forms capture didactic training and education for different groups of participants.

• The Course Development and Enhancement (CDE) forms capture curricula developed and enhanced through the grant. Students are reported on these forms.
• The Continuing Education (CE) forms capture training activities offered to current members of the workforce who are typically licensed health care providers. Practicing professionals and practicing paraprofessionals are reported on these forms.
• The Faculty Development (FD) forms capture faculty or preceptor development programs and activities. Faculty are reported on these forms unless otherwise noted.

• Faculty Development (FD)-1 captures details about structured faculty development training programs and the number of faculty involved by their profession and discipline/specialty. Neither students nor practicing professionals/paraprofessionals are reported on these forms.
• Faculty Development (FD)-2 captures details about faculty development activities and the number of faculty involved by their profession and discipline/specialty. Neither students nor practicing professionals/paraprofessionals are reported on these forms.
• Faculty Development (FD)-3 captures details about the faculty/student collaborative research project and the number of faculty and students involved.
• Faculty Development (FD)-4 captures details about courses taught by faculty or preceptors who are learning to teach (in other words, faculty instruction). The number of students, practicing professionals/paraprofessionals, faculty, and preceptors who are taught through these courses are reported by their profession and discipline/specialty.
• Faculty Development (FD)-5 captures details about faculty recruitment efforts.

See the glossary for more information about Faculty Development Activities.

Frequently Asked Questions about Technical Support & Assistance

Who do we contact if we need technical assistance entering data in the Electronic Handbooks (EHB)?

Please contact HRSA's Electronic Handbooks (EHB) Help Desk for any questions related to the performance report. The Electronic Handbooks (EHB) Help Desk can be reached via phone at 1-877-464-4772.

Can I send screenshots or a copy of my Individual Characteristics (IND-GEN) data by email to explain my issue?
No, you should never send individual-level data, including the Individual Characteristics (IND-GEN) Excel template, PDF copies of your data, or screenshots of demographic data (e.g., National Provider Identifiers (NPIs), sex, race, ethnicity), via email. This includes emailing it to your Project Officer, the Electronic Handbooks (EHB) Help Desk, and other members of your team. Sharing individual identifying information via email is a risk to participant privacy. If you need to send such files to the EHB help desk, you should work with the EHB help desk to set up and use a secure transfer service.

Frequently Asked Questions about the Training Program Setup forms

The wrong program name was entered last year. Going forward, should we list the correct name?

No, you should not change the program name. Changing the program name requires you to set up a new training program under training program setup. This means that all of the previous year’s data will have to be reentered. The best course of action is to make a note in the comments field and leave the program name as-is.

Do I need to set up my training program again if it is being reused in the current reporting period?

No, if you previously reported on a training program, you do not need to set it up again. All previous training programs are listed under training program setup with a record status of ‘Prior Record’. The only exception to this is if you marked a training program as complete. Training programs that were marked as ‘complete’ during the prior reporting period do not carry forward into the new reporting period. If you marked a program as ‘complete’ by mistake, then yes, you need to re-enter the training program.

What are the status options for the different types of programs?

Structured and Unstructured Training programs have ‘Ongoing’ and ‘Complete’ status options.  

• ONGOING: If a training program is continuing, mark it as ‘ongoing’ in Column 2 under Training Program setup. Training programs with an ‘ongoing’ status will carry forward into the new reporting period.
• COMPLETE: If a training program ends during the performance period, mark it as ‘complete’ in Column 2 under Training Program setup. Marking a program as ‘complete’ means no part of the training will continue beyond June 30^th. In other words, all participants completed their training program or dropped out and all experiential training, courses and activities are also complete. In this case, everyone on the Individual Characteristics (IND-GEN) form must be marked as having graduated/completed the training program or as a dropout. Training programs with a ‘complete’ status will not carry forward into the new reporting period.

Degree/Diploma/Certificate programs, Internships, Fellowships, 1-year Retraining programs, Practica/Field Placements, Residencies, and Major Participating Site Rotations have ‘Active’ and ‘Inactive’ status options.

• ACTIVE: If a training program is active during any time during the performance period, mark it as ‘active’ in Column 2 under Training Program setup. Training programs with an ‘active’ status will carry forward into the new reporting period.
• INACTIVE: If a training program was inactive during the entire performance period – meaning there were no trainees, no courses or activities, and no experiential training, mark it as ‘inactive’ in Column 2 under Training Program setup. Changing a program to inactive removes all records related to the training program so please only select this option if you are sure the program was inactive. Training programs with an ‘inactive’ status will carry forward into the new reporting period.

Frequently Asked Questions about the Program Characteristics (PC) forms

In the Program Characteristics (PC) forms, do we count all trainees, regardless of the year of study; do we include full-time/part-time trainees, etc.?

Yes, as long as trainees are enrolled or participating in the training program identified in Column 1, please count them regardless of whether they participated in grant activities.

Are we required to report on trainees at our institution beyond those who are participating in HRSA-funded programs?

Yes, the Program Characteristics (PC) forms capture information about the universe of trainees, not just those who receive funding from the HRSA grant program or those who are actively participating in grant-funded activities. The Program Characteristics (PC) forms are the only ones that collect this type of information.

As an example, if you have a Degree/Diploma/Certificate program with 10 students and 8 received support or training through your Bureau of Health Workforce (BHW) grant program, but the other two did not, you would report all 10 students on your Program Characteristics (PC) form.  

Frequently Asked Questions about the Individual Characteristics (IND-GEN) form

How do I use the Individual Characteristics (IND-GEN) Excel template?

Please see the short video we developed demonstrating how to the use the Individual Characteristics (IND-GEN) Excel Template. You can also review the Individual Characteristics (IND-GEN) Wiki for step by step instructions.

Am I required to use the Individual Characteristics (IND-GEN) Excel template?

No, the Individual Characteristics (IND-GEN) Excel template is optional. It is intended to simplify data entry, but you can enter data directly into the Individual Characteristics (IND-GEN) form, into the Excel template, or a combination of the two. Note: if you are not familiar with Excel, you may prefer to enter your data directly into the Electronic Handbooks (EHB). Use whichever method works best for you.

Can I upload this year’s data into the Electronic Handbooks (EHB) using last year’s Individual Characteristics (IND-GEN) Excel template?

No, you cannot upload last year’s Individual Characteristics (IND-GEN) Excel template into this summer’s Annual Performance Report (APR). The Individual Characteristics (IND-GEN) Excel template must be regenerated each year to be sure it:

• Includes the current trainees
• Excludes individuals who graduated or dropped out of the program last year
• Reflects any changes to the Individual Characteristics (IND-GEN) form (for example, changes to the required columns, selection values, or validations).

Uploading a prior year’s Individual Characteristics (IND-GEN) Excel template can lead to duplicate records and other errors.

Why are some of the records I entered on the Individual Characteristics (IND-GEN) Excel template not showing up within the Electronic Handbooks (EHB) on the Individual Characteristics (IND-GEN) form?

If the records on the Individual Characteristics (IND-GEN) Excel template do not have a training program in Column 1 and a trainee unique id in Column 2 the Electronic Handbooks (EHB) will not recognize them. When this happens the Electronic Handbooks (EHB) cannot process the record into the system. To avoid this issue, be sure to provide data in Columns 1 and 2 before attempting to upload your Excel template into the Electronic Handbooks (EHB).

You should also make sure no one modified the spreadsheet. Any modification will prevent the spreadsheet from uploading.  Another important reminder is that selection values must be entered exactly as they are listed in the drop-down menus. For example, if you enter ‘not provided’ and the selection value is ‘not reported’, the Electronic Handbooks (EHB) will not recognize the value and the field will appear blank after you process your Excel Template into the Electronic Handbooks (EHB).

I used the Individual Characteristics (IND-GEN) Excel template, why do I have so many validation errors on the Individual Characteristics (IND-GEN) form now that I uploaded it into the Electronic Handbooks (EHB)?

When you use the Individual Characteristics (IND-GEN) Excel template, you have the option to bypass the validation errors.  However, if you do not correct the errors in Excel, then you must correct them in the Electronic Handbooks (EHB).  In other words, after you process the data from your Excel template into the Individual Characteristics (IND-GEN) form, the Electronic Handbooks (EHB) checks the data for any remaining errors. You must fix these errors before you can save and validate the Individual Characteristics (IND-GEN) form. In this situation, you can either fix the errors in the Electronic Handbooks (EHB) or regenerate your Excel Template, download a new version, correct the errors in the Template, and follow the steps to re-upload the Individual Characteristics (IND-GEN) Excel template and process it.

Where do we get the Trainee Unique ID?

Grantees are responsible for developing a unique ID for each individual on the Individual Characteristics (IND-GEN) form. Grantees must keep a log of these unique IDs so they can:

• Update records of individuals who are on the Individual Characteristics (IND-GEN) form for more than one year (in other words they do not graduate or complete the program in one academic year), and
• Provide follow-up data on the Individual Characteristics - Prior Year (INDGEN-PY) form one year after graduation/program completion.

Note that unique IDs can only be used once. You will receive an error message if you have the same unique ID more than once on the Individual Characteristics (IND-GEN) form or on the Individual Characteristics - Prior Year (INDGEN-PY) form. You will also receive an error message if you have the same unique ID on both of these forms at the same time.

What are the characters of the 7-digit unique ID?

Each unique ID must be made up of 7 alphanumeric characters.

Are Individual Characteristics (IND-GEN) records from the last reporting period stored in the Electronic Handbooks (EHB)?

Yes, records from last year will appear on the Individual Characteristics (IND-GEN) form as ‘Prior Records’ until (a) the individual is marked as a graduate/program completer, or (b) the individual permanently drops out of the training program.

Do we need to report National Provider Identifier (NPI) numbers for our trainees?

If your trainees are eligible for a National Provider Identifier (NPI) number and you have Column 2a on your Individual Characteristics (IND-GEN) form then yes, you should report the National Provider Identifier (NPI) number. Please check the Individual Characteristics (IND-GEN) section of your program manual or reach out to your Project Officer if you are unsure whether National Provider Identifier (NPI) numbers are required.

What if I do not have the National Provider Identifier (NPI) number for my trainees?

Reach out to the trainees right away and instruct them to go to: https://nppes.cms.hhs.gov and apply.   

What if I have Column 2a for National Provider Identifier (NPI) numbers on the Individual Characteristics (IND-GEN) form, but I train individuals who are not eligible for a National Provider Identifier (NPI) number.

Please leave Column 2a blank for individuals who are not eligible for a National Provider Identifier (NPI) number.

My participant is still a student or is an international trainee. How do they get a National Provider Identifier (NPI) number?

Students and international trainees can receive National Provider Identifier (NPI) numbers.  Please see the Centers for Medicare & Medicaid Services website for detailed information about how to apply.

Do we include faculty or preceptors on the Individual Characteristics (IND-GEN) form? 

In general, faculty and preceptors should be reported on the Faculty Development (FD) forms. Faculty and preceptors should only be reported on the Individual Characteristics (IND-GEN) form if they are the program’s principal trainees. If you have questions about this, please contact your project officer.

Do we report full-time faculty who receive salary support for teaching or administrative responsibilities on the Individual Characteristics (IND-GEN) form? 

No, instead account for these faculty members in the grant's personnel log. Faculty should only be reported on Individual Characteristics (IND-GEN) if they are the program’s principal trainees. 

How do I report race and ethnicity data on Individual Characteristics (IND-GEN)?

Race and ethnicity data is collected according to the Office of Management and Budget (OMB) standards. Data for race and ethnicity is reported together. This means you must collect the individual's ethnicity as well as race. Individuals may select one or more of the following race categories. If trainees identify as only Hispanic/Latino, work with them to select the most applicable race category.

• American Indian or Alaska Native
• Black or African American
• Asian
• Native Hawaiian or Pacific Islander
• White

I submitted a report last year using the 'not reported' option for trainee demographics. Why am I getting an error this year?               

You may only select the 'not reported' option during the first reporting period for each trainee. Demographics are required information and grantees are expected to collect and report the information in all subsequent reports.

Can we use our institution’s definitions/standards for disadvantaged background?

The Bureau of Health Workforce (BHW) definition of disadvantaged background is included in the glossary of each instruction manual. As long as an institution's definition or standard does not contradict the federal definition of disadvantaged, then grantees may choose to count individuals who have been deemed disadvantaged by the institution. Otherwise, you must use the definition for disadvantaged background located in the glossary .

Which address should we use to determine whether an individual is from a rural residential background?

The definition of rural residential background is based on whether an individual has ever lived in a rural area. Grantees may choose to use the address prior to matriculation or the institution's address. Use the Rural Health Grants Eligibility Analyzer to determine whether the Federal Office of Rural Health Policy considers a geographical area rural.

For veteran status, are we asking only for the trainee’s status, or the trainee's family status (for example a dependent of veteran or a spouse of veteran)?

Only the trainee's status should be reported.

What if an individual did not receive a financial award during the reporting period?

If an individual did not receive a financial award during the current reporting period, please select ‘no’ on Column 12 of the Individual Characteristics (IND-GEN) form. You should then enter ‘0’ in all funding columns to indicate that no funding was provided to the individual.

What do I do if my grant program requires the trainees to receive a financial award, but the trainee did not receive a financial award this year?

If a financial award is required, you must select ‘yes’ on Column 12 of the Individual Characteristics (IND-GEN) form for new records and then enter the amount of the financial award in the subsequent columns.

Once that record becomes a prior record (in other words they are no longer in their first year), you can select ‘yes’ or ‘no’ in Column 12. This is because a trainee may not receive a financial award in their final year. If you select ‘no’, be sure to enter ‘0’ in all funding columns to indicate that no funding was provided to the individual.

Do I only enter individuals who received Bureau of Health Workforce (BHW) financial support on the Individual Characteristics (IND-GEN) form?

Please refer to your program specific guidance. In most cases, receiving direct financial support is not a requirement for the individual to be included on the Individual Characteristics (IND-GEN) form. Unless otherwise noted, include all individuals who benefited from the grant program through direct financial support or through training courses and activities that were developed, enhanced, or implemented as part of the grant.

Do conference registration fees count as financial support?

Yes, any trainee who received funding to attend a conference should be reported.

Should we include salaries under the Individual Characteristics (IND-GEN) form Column 13, Stipend?   

The individual’s salary (unless it’s paid by the grant) should not be included. However, if there is Bureau of Health Workforce (BHW) grant funding for salary, it should be included.

How is the academic year funding total calculated?

Once you save and validate the Individual Characteristics (IND-GEN) form, the academic year total (Column 21b) is automatically calculated. It is the sum of financial award amounts reported in Columns 13 through 20a on the Individual Characteristics (IND-GEN) form. If you only have one funding column on the Individual Characteristics (IND-GEN) form, the academic year total will be the amount you reported in that one column.  If there is no financial award for a participant, the academic year total will be $0. If you get an error message related to the academic year total, save and validate the Individual Characteristics (IND-GEN) form again. This should resolve the error. If not, contact the Electronic Handbooks (EHB) Help desk.

On the prior report we forgot to mark a trainee as graduated/completed. Because of that, they did not transfer to Individual Characteristics - Prior Year (INDGEN-PY) form. Can they be moved to the Individual Characteristics - Prior Year (INDGEN-PY) form? 

No, please mark the trainee as graduated/completed this year and enter their one-year post graduation information on next year's report.

On the prior report we indicated that a trainee graduated when they had not. Because of that, they are errantly appearing on the Individual Characteristics - Prior Year (INDGEN-PY) form. Can they be moved back to the Individual Characteristics (IND-GEN) form? 

Yes, if a trainee was errantly marked as a graduate last year, you can move them back by locating the record on your Individual Characteristics - Prior Year (INDGEN-PY) form, scrolling all the way to the right, and clicking the “Move to IND-GEN” link. Doing so will move that record to the Individual Characteristics (IND-GEN) so you can continue reporting. Please note, this action cannot be undone so you should only do this if you are sure the individual did not graduate/complete the program last year. Please also note that you should wait for the green ‘success’ message on the top of the Electronic Handbooks (EHB) before clicking “move to IND-GEN” a second time. The Electronic Handbooks (EHB) often looks as though it is not doing anything, but it is processing the action in the background. If you click ‘move to IND-GEN’ a second time you may inadvertently move a record that was supposed to be on the Individual Characteristics - Prior Year (INDGEN-PY) form to the Individual Characteristics (IND-GEN) form.

Can I cut and paste rows in the Individual Characteristics (IND-GEN) table?          

Yes, but the cut and paste capability is currently set up at the row level rather than by individual data element.  After a row of data has been copied and pasted, edits still need to be made to individual cells using the dropdowns.  Please note that the system does not accept data copied and pasted from sources outside the report itself. If you want to copy and paste from outside sources or by column, consider using the Individual Characteristics (IND-GEN) Excel template. If you are using the Individual Characteristics (IND-GEN) Excel template you still need to use caution when copying and pasting. For example, you should only copy and paste one column at a time to avoid errors.

Frequently Asked Questions about the Individual Characteristics - Prior Year (INDGEN-PY) form

What is the purpose of the Individual Characteristics - Prior Year (INDGEN-PY) form?

One year after a record is marked as a graduate/program completer on the Individual Characteristics (IND-GEN) form, you will be asked to update the individual’s training/employment status. The Individual Characteristics - Prior Year (INDGEN-PY) form captures this one-year follow-up data. To simplify reporting, the questions on the Individual Characteristics - Prior Year (INDGEN-PY) form mirror the training/employment questions that are reported at graduation on the Individual Characteristics (IND-GEN) form.

Frequently Asked Questions about the Experiential Training Site (EXP) forms

Which training sites do I need to report on this form? Is it all of the sites our program uses?

You should only report sites used to provide in-person clinical or experiential training to the trainees reported on the Individual Characteristics (IND-GEN) form during the current performance period. If your training is done through site rotations, include each rotation site. For telehealth, include the originating site if the training involves interacting with patients/clients. 

Should I report simulation-based training on the Experiential Training Site (EXP) forms?

No, simulation-based training should not be reported on the Experiential Training Site (EXP) forms; Experiential Training Site (EXP) forms are only for in-person experiential training. If your Annual Performance Report (APR) uses the Course Development and Enhancement (CDE) forms, simulation-based training can be reported there.

Our hospital provides multiple training sites for our trainees. Do I list the hospital or the specific clinics and offices within the hospital?

You should list the specific clinics and offices within the hospital that provide training to supported trainees.

Do I need to list a site more than once on the Experiential Training Site (EXP)-2 form?

Yes, if multiple training programs offer in-person experiential training at the same site, the site should be listed on the form for each training program the grant sponsors. Additionally, the site will be listed more than once to capture each of the professions and discipline/specialties of principal trainees and interprofessional trainees trained at each site.

How can I report interprofessional team-based care at the training sites?

You should report interprofessional team-based care using Column 5 on Experiential Training Site (EXP)-2 form. Doing so is a three-step process. After identifying the training program and site, the first step is to select ALL professions (Column 3) and disciplines/specialties (Column 3a) represented on the interprofessional team (including those of the principal HRSA-sponsored trainees). The second step is to provide the number of principal trainees, by discipline/specialty, who were trained by the HRSA-sponsored program in Column 4. The final step is to provide the number of other, by discipline/specialty, who participated at the site alongside the principal trainees, but who were not enrolled in the HRSA-sponsored program in Column 5. Below is an example. Note that your training program types, professions, and disciplines/specialties may vary.

• At ‘Site A’, there were 24 clinical psychology interns in the HRSA-supported internship program. These principal trainees did not train with any other professions. In this scenario, you would create one row for the clinical psychology interns at Site A and then report the 24 HRSA-supported clinical psychology interns in Column 4, and 0 in Column 5 (see table below).
• At ‘Site B’, 3 clinical psychology interns in the HRSA-supported internship program received experiential training. The 3 HRSA-supported interns trained alongside 5 clinical psychology interns and 3 psychiatry residents that were not associated with the HRSA grant. In this example, you would need to create two rows for Site B: one to capture the clinical psychologists and one for the psychiatry residents (see table below).

o   You would report the 3 clinical psychology interns associated with the HRSA grant in Column 4 and the 5 clinical psychology interns not associated with the grant in the same row in Column 5.

o   In a separate row you would report the psychiatry residents. Because none of them were associated with the grant, you would enter 0 for Column 4 and 3 in Column 5.

What training sites do I report on Experiential Training Site (EXP) if I do not have any directly funded individuals in Individual Characteristics (IND-GEN)? 

You should report all training sites used to train individuals touched by your grant funding.

The values I added in Experiential Training Site (EXP)-1 form are not prepopulating in the Experiential Training Site (EXP)-2 form. Why can I only see my active prior records?   

In Columns 1 and 2 of the Experiential Training Site (EXP)-2 form, you will only see sites that are active. If a site was used during the current performance period but is not listed in the drop-down menu, return to the Experiential Training Site (EXP)-1 form and select ‘Yes’ in Column 3. Be aware that the Experiential Training Site (EXP)-2 form will appear blank when you first access it. To enter the number of principal trainees and interprofessional trainees by profession and discipline/specialty, you must select the training program name and the site name using the drop-down menus using Columns 1 and 2 of the Experiential Training Site (EXP)-2 form.

Why do I need to enter the full address of my training sites?       

Training site data from the Experiential Training Site (EXP)-1 form flows into the HRSA Health Care and Service Delivery Sites Dashboard. This allows HRSA to see aspects of our training sites by program as well as any overlap with National Health Service Corps (NHSC), Nurse Corps, Bureau of Primary Health Care (BPHC) Federally Qualified Health Centers (FQHCs), and HIV/AIDS Bureau (HAB) Ryan White sites. 

Why do I need to standardize my training sites’ addresses?

The address standardization process is important because it ensures the accuracy of experiential training site locations and allows HRSA to integrate your clinical training site data into the HRSA Health Care and Service Delivery Sites Dashboard. For step-by-step instructions on this process, please visit the Address Standardization Wiki. 

Why do I need to enter the zip code of my training sites?       

The zip code allows HRSA to identify sites that are in rural areas, medically underserved communities, and health professional shortage areas. Because the designation of each location may change over time, the zip code allows HRSA to adjust the way it labels a site.

Frequently Asked Questions about the Course Development and Enhancement (CDE) forms

What if we are developing or enhancing a course that will eventually be offered to practicing professionals/paraprofessionals or faculty/preceptors? 

In this case, enter the course on the Course Development and Enhancement (CDE)-1 form to indicate that you developed or enhanced it, but to avoid double counting, select ‘Not Offered’ in Column 12.

If the course was offered during the current performance period, enter the course or activity and the trainee counts as follows:

• On the Continuing Education (CE) forms if it was offered to practicing professionals/paraprofessionals
• On the Faculty Development (FD) forms if it was offered to or offered by faculty/preceptors

Note: if you develop or enhance a course that is offered to practicing professionals/paraprofessionals or faculty/preceptors, but you do not have the Continuing Education (CE) and/or Faculty Development (FD) forms, respectively, you need to enter trainee counts on the Course Development and Enhancement (CDE)-2 form.

What if courses are created using a variety of funding sources?

Grantees should complete a Course Development and Enhancement (CDE)-1 entry for each course or training activity that was developed or enhanced using any amount of HRSA grant funds.

For the Course Development and Enhancement (CDE)-2 form, do we report on all attendees or only those directly funded by the Bureau of Health Workforce (BHW) grant program for this reporting period?

For the Course Development and Enhancement (CDE)-2 form, count all individuals trained through courses and activities regardless of whether they received direct financial support from the Bureau of Health Workforce (BHW) grant program. In other words, you should include anyone who participated because they all benefited from the course developed or enhanced by the grant.

Can I delete a course from last year?            

No, you cannot delete a course from last year. You may, however, indicate that the course from last year was not offered this year in Column 12 on the Course Development and Enhancement (CDE)-1 form.

Frequently Asked Questions about the Faculty Development (FD) forms

What is the difference between a structured faculty development program (FD-1) and a faculty development activity (FD-2)?

Structured faculty development programs and faculty development activities differ in a few ways. Generally, structured faculty development programs - reported on the Faculty Development (FD)-1 forms, are administered over a longer period of time and involve multiple meetings/sessions. Additionally, structured programs tend to be curriculum-driven and may lead to a degree or certificate. In contrast, faculty development activities - reported on the Faculty Development (FD)-2 forms, are shorter in duration and are single, stand-alone trainings. Faculty development activities include conferences, workshops, and grand rounds. 

What are the definitions for the roles of educator and administrator?

The educator role deals with instruction and training, course preparation, grading, and imparting knowledge or skills to others. Administrative responsibilities are support functions, such as committee work.

Frequently Asked Questions about the Continuing Education (CE) forms

For the Continuing Education (CE)-2 form, do we report on all attendees or only those directly funded by the Bureau of Health Workforce (BHW) grant program for this reporting period?

For the Continuing Education (CE)-2 form, count all individuals trained through continuing education courses regardless of whether they received direct financial support from the Bureau of Health Workforce (BHW)-grant program. In other words, you should include anyone who participated in continuing education courses during the current reporting period. Individuals attending Continuing Education (CE) courses should be practicing professionals/paraprofessionals, rather than students or faculty. Students should be reported on the Course Development and Enhancement (CDE) forms; faculty should be reported on the Faculty Development (FD) forms.

When should I use the ‘Other’ option for the type of Continuing Education (CE)?

You should only use ‘Other’ if the Continuing Education (CE) activity does not fit any of the available options.  In this case, please describe the type of Continuing Education (CE) activity in the comments. We anticipate that few (if any) grantees will need this option. 

Frequently Asked Questions about the Final Performance Report (FPR)

Why do I have two Final Performance Reports (FPRs) to complete?

At closeout there are two required reports, the Final Report (FR) and the Final Performance Report (FPR). The Final Report (FR) is the final narrative report on your grant; the Final Performance Report (FPR) is the final performance data report covering any activities that occurred after June 30^th through the end of your budget period. Both are due 120 days after the grant ends. Note that these reports do not show up in the Electronic Handbooks (EHBs) until after your budget period ends.

Instruction manuals for both reports are available on the Report on Your Grant webpage.

What do I report in my Final Performance Reports (FPRs)?

• Enter all award-related activities that occurred after June 30^th and through the end of your budget period. It should include all data not reported on your latest Annual Performance Report (APR). This includes final information on prior records on the Individual Characteristics (IND-GEN) form, prior year graduates on the Individual Characteristics - Prior Year (INDGEN-PY) form, courses, and active training sites.
• Mark all structured and unstructured training programs as ‘complete’ on the training program setup form.
• Leave Degree/Diploma/Certificate programs, Internships, Fellowships, 1-year Retraining programs, Practica/Field Placements, Residencies, and Major Participating Site Rotations, as ‘active’ if there is any information to report on any of the forms.
• Mark all programs on the Faculty Development (FD)-1 form as ‘complete’ and enter the number of participants who completed the program.

Who is required to complete a Final Performance Report (FPR)?

All grantees are required to complete a Final Performance Report (FPR) per the terms and conditions of their award.  However, if your grant ends in May or June and your Annual Performance Report (APR) covers your entire budget period, you may not be required to complete a Final Performance Report (FPR); your final Annual Performance Report (APR) may count as your Final Performance Report (FPR).  Some grantees whose budget period ends in July or August may be eligible to use the Annual Performance Report (APR) in place of their Final Performance Report (FPR) if they meet certain requirements. If you are in these situations, please reach out to your project officer for additional information.