INDGEN - Introduction

Warning
Individual-level data must be kept private and secure.  You must never send individual-level data by email. This includes the INDGEN Excel template, screenshots that include demographic data (e.g., National Provider Identifiers (NPIs), sex, race, ethnicity), and PDF copies of your data.

Notice to Grantees about Individual-level Data:

• You must complete an INDGEN record for every individual trained by your program except patients, caregivers, and those only taking a continuing education couse:
  • Use INDGEN to report individual-level data on all health professional and student trainees
    • Received direct financial support (e.g., scholarships, stipends, loans, loan repayment) from the HRSA-funded grant
    • Participated in a course and/or training activity that was developed, enhanced, or implemented as part of the grant (whether the individual received direct financial support or not - unless otherwise noted below).
  • This includes individuals who participate in:
    • Degree programs
    • Residencies
    • Fellowships
    • Practicums/Field Placement
    • Certificate programs        
  • This excludes: 
    • Patients
    • Caregivers
    • Individuals taking continuing education courses
  If you have any question about whether an individual should be included on the INDGEN form, please contact your project officer.
• In addition, annual updates are required for individuals who were previously reported on INDGEN and were not marked as having graduated, completed, or attrited from their training program by July 01, 2025 - June 30, 2026.
• For prior records, the system will prepopulate certain columns in the INDGEN subform with data submitted in previous reporting periods for each individual. All other fields must be updated on an annual basis until the individual graduates from, completes, or permanently leaves their training program.
• The INDGEN subform will automatically calculate and display a read-only column labeled "Academic Year Total". This is the total amount entered for a given academic year.
• Individuals who were reported as having graduated from or completed their training program in the previous reporting period will automatically be transferred from INDGEN to the INDGEN-PY subform after one (1) full calendar year has passed from their graduation/completion. At that point, one-year post-graduation/completion employment status data must be provided for each individual.

Note

To view data submitted in previous reporting period, click on the "View Prior Period Data" link on top of the form.

INDGEN - Excel Upload (Optional)

Users may enter INDGEN data directly into the Electronic Handbooks (EHB), use the Excel template, or do both.

When generating and uploading templates to INDGEN, the system will only accept the most recently downloaded version. If you generate or download multiple templates, always ensure you populate and upload the latest file. Uploading an older version will result in a system error.

For step-by-step instructions on this process, please visit the INDGEN Offline Excel Feature Wiki.

Warning
Users must download and use the Excel template provided in this year's Annual Performance Report because it populates with prior year records, if you have any, and it is customized for your grant program. Templates must be downloaded each year to make sure the most up-to-date data and the latest configurations are included. You cannot use the prior year's template. In fact, you can only upload the most recently downloaded version of the Excel template. This means if you generated or downloaded multiple templates this summer, only the most recently downloaded Excel template can be uploaded back into INDGEN.  

Warning
 Be sure to save the Excel template to a folder other than the downloads folder. 

 

Warning
Do not use the Numbers software on macOS or iOS devices as this will modify the format of the template. 

 

Warning
Do not modify the format. For example: renaming columns, adding columns, deleting columns, or renaming worksheets. Users must download and use the template form the EHBs. The system will not upload/process spreadsheets with changes or those in a different format.

INDGEN - FAQs

Question 1: Will National Provider Identifier (NPIs) be mandatory next year and will the Individual Characteristics (IND-GEN) table be validated without the NPI number?

Answer: NPIs are required for participants in eligible professions/disciplines. Please work with your project officer to determine if a participant is required to provide an NPI. Leave column 2a, NPI Number, blank for those professions that are not eligible for a NPI number.

Question 2: If someone is not eligible for an NPI, does that mean they are not an allowable trainee category for reporting in forms that include NPI as a field?

Answer: Review the NOFO and work with your project officer to determine which professions and disciplines are eligible for the GWEP program and required to receive an NPI. Report on health professionals and student trainees who participated in 1) Degree, diploma, or certificate programs, 2) Fellowship, or 3) Practical Field Placement on the INDGEN form. Report on 1) patients, 2) caregivers, and 3) individuals taking continuing education courses using the continuing education (CE) Form.

Question 3: If we process data to the IND-GEN Excel template format in another software program, can we copy it into the Excel template, or will the dropdown menus interfere with copying data in?

Answer:  Use Microsoft Excel to manage and edit the IND-GEN Excel template. Awardees can copy and paste data but be very careful to match the exact formatting of the selection values, rows, and columns. If you do not, some of the data may not transfer properly or you may get validation errors. Please see the excel tutorial for additional information: https://help.hrsa.gov/display/public/EHBSKBFG/Video+-+How+to+use+the+IND-GEN+Excel+File

Question 4: IND-GEN: It states that we need to complete these records for students that received direct financial support (e.g., scholarships, stipends, loans, loan repayment).  Do, we not complete this section if we have no students that receive direct financial support? 

Answer: We revised the manual so that it is clearer. Please include individuals supported by GWEP through direct financial support or through courses or training activities developed or enhanced by the grant funds on the IND-GEN form. 

Question 5: Regarding BHW Funding, is that a reference to GWEP funding or any BHW Funding (e.g., from another program)?

Answer: Only report trainees directly and indirectly supported by GWEP funding on the GWEP APR. Please be sure trainees who receive funding from more than one BHW program are only reported on the IND-GEN form of one APR.

Question 6: Can we include residents in the IND-GEN?

Answer: Yes. Residents and fellows go on the IND-GEN Table.  Please make sure you have the training set up form done correctly.

Question 7: In PC-7 – there are trainees who completed the practicum but did not graduate from a degree program yet?  Would we consider them as completers or graduates in INDGEN?

Answer: Yes, awardees must count practicum/field placement trainees supported by GWEP as completers if they completed the requirements of the practicum/field placement. Please, mark the completers on the PC-7 and the IND-GEN forms.

Question 8: What if the students train in three to four unique entities to complete their Longitudinal Clinical Rotation?

Answer: Please include all training sites that provide in-person, experiential training to trainees who are on the IND-GEN form on the EXP-1 form. If the trainee participated in multiple rotations during the performance period, please report all training and contact hours the trainee received into the trainee’s row in Column 27d, 27e, 28, 29, 31, 32, 33, and 34 on the IND-GEN form.

NOTE: Students should not train at three to four unique entities for their longitudinal clinical rotations.  For HRSA-24-018 a longitudinal clinical rotation means a continuous clinical immersion in TTOUR primary care sites/delivery systems for a duration of one eight-week or two four-week periods within an academic year. The rotations must be at least twenty hours per week per trainee.