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

General FAQs 

When is the due date for the performance report?

Performance reports are due by July 31, 2024 for all programs. No extensions will be granted beyond this date. Failure to submit a performance report by the due date may place your grant in a non-compliant status.

What dates does the performance report cover?

The performance report submitted by grantees should cover all activities conducted through the grant during the current reporting period July 01, 2023 - June 30, 2024. This is true for all grant programs except NHSC-SLRP. If you are reporting for NHSC-SLRP, data must cover all activities that took place between September 01, 2023 - August 31, 2024. 

Is it possible to change data entered incorrectly in a prior reporting period?

No. Data entered in a previous reporting period cannot be edited. It is important that grantees provide accurate data during each reporting period.

Where will grantees be able to locate the instruction manuals for the performance reports?

Grantees can access their program-specific instruction manual through the EHB. In addition, the manuals will be posted on the BHW grants website.

Can I look at the data forms required for my program without logging into EHB?       

Yes. Grantees can view a program-specific overview of the required performance measure forms on the BHW grants website.

Are reports from prior years stored in the EHBs?       

Yes. Grantees can locate reports from prior reporting periods in 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 based on the data you enter when the record is initially created. For example, information reported on the EXP-1 and EXP-2 forms for training sites will carry over each reporting period. Similarly, much of the information reported on the IND-GEN form will also carry over each reporting period until the individual completes his/her specific training program or permanently leaves before completion.

Does this report allow us to submit any attachments?            

No, you cannot add attachments to the performance report. The one exception is the INDGEN Excel template, which you can upload into EHB. If you need to communicate something about your data to your project officer, please add a comment in EHB.

Can cells populate automatically based on other selections?

No, grantees are required to enter all data themselves due to Section 508 requirements.

What is the difference between the CE, CDE, and FD forms.

FAQs about Technical Support & Assistance

Who do we contact if we need technical assistance entering data in EHB?

Grantees should contact HRSA's Call Center for any questions related to the performance report. The Call Center can be reached via phone at 1-877-464-4772.

FAQs about the Training Program Setup forms

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

If the grantee changes the program name, all the previous years’ data will reset (everything entered in the past will not reappear this year). 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 up the program again. All of your previously used training programs will be displayed in your training program setup menu with a record status of ‘Prior Record’ displayed.

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

Structured and Unstructured Training programs use program status options “Ongoing” or “Complete.” All other training programs (degree/certificate, internships, fellowships, 1-year retraining, practica/field placements, residencies) use the status options “Active” or “Inactive.”

FAQs about the Program Characteristics (PC) forms

In the PC forms, do we count all trainees in our program, 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.

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

The PC tables capture information about the universe of trainees regardless of funding status at your school. The PC forms are the only ones that collects this type of information.

FAQs about the LR-1 through DV-3 forms

In the LR and DV tables, are the counts for graduates and/or program completers a subset of the total trainee number, or should they be reported separately?

On the LR and DV forms, graduates and program completers are not reported as a subset of the current trainee total. Please report aggregate counts of trainees (e.g., enrollees, residents, and fellows) SEPARATELY from the aggregate counts of graduates or program completers.

How do the counts on LR-1a relate to the counts on LR-2, DV-1, DV-2, and DV-3? 

Understanding the relationships between the LR/DV tables is important to avoid validation errors. LR-1a provides your total program counts. The totals entered on LR-1a for enrollees/trainees must equal:

• The total enrollees/trainees reported by age and gender on LR-2 and
• The totals enrollees/trainees reported by race and ethnicity on DV-1. 

The totals entered on LR-1a for graduates/completers must equal:

• The total graduates/completers reported by age and gender on LR-2 and
• The totals graduates/completers reported by race and ethnicity on DV-1. 

The values entered on DV-2 and DV-3 cannot exceed the totals entered on LR-1a. 

How do I report gender data on LR-2?

LR-2 includes the following gender categories: male; female; and transgender, nonbinary, or another gender. If someone identifies with one gender, please enter them in the appropriate male or female columns. If someone identifies as transgender, nonbinary, another gender, or as more than one gender, enter them in the transgender, nonbinary, or another gender columns.

What are the age ranges on LR-2?

• 19 and under
• 20-29 years
• 30-39 years
• 40-49 years
• 50-59 years
• 60 and over

How do I report race and ethnicity data on DV-1?

Race and ethnicity data is collected following Office of Management and Budget (OMB) standards. Data for race and ethnicity is reported together. This means you must collect the individual's ethnicity of Hispanic/Latino or Not Hispanic/Not Latino as well as his/her race: 

• American Indian or Alaska Native
• Black or African American
• Asian
• Native Hawaiian or Pacific Islander
• White
• More than One Race

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.

FAQs about the IND-GEN form

How do I use the Excel Template?

In addition to the guidance in EHB and the manual, we developed a short video demonstrating how to the use the upload function. You can also review the IND-GEN Wiki for step by step instructions.

My grant program has the Excel template for IND-GEN. Am I required to use it?

No, the IND-GEN template is optional. It is intended to simplify data entry for grantees. You can enter data directly into the IND-GEN form, into the Excel template, or a combination of the two.

Where do we get the Trainee Unique ID?

Grantees are responsible for developing a unique ID for each individual for whom an IND-GEN entry is required. Grantees must keep a log of these unique IDs to provide follow-up data through the BPMH system.

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

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

Are IND-GEN records from the last reporting period stored in the EHB?

Yes, they will appear in the IND-GEN table as ‘Prior Records’ until (a) the individual is marked as a graduate/program completer, or (b) the individual permanently discontinues participation in the training program.

Last year we created unique IDs in the IND-GEN table. If any of those participants attend a new training cycle this year, should we use the same code for that participant?

The purpose of the Unique ID is to track an individual’s training participation over time. If the same individual is participating in multiple training programs over time, you should create an additional unique ID. Note that each training program must also have a unique name. The same unique ID cannot be present more than once. Make sure that training programs with multiple elements are captured as one training program, not once for each component of the training.

Do we need to report NPI Numbers for our trainees?

If you have the NPI Number column (2a), you are either required or encouraged to provide an NPI number for your trainees, depending on the program. Please check the IND-GEN section of your reporting manual for additional details.

My participant is still a student or is an international trainee, how do they get an NPI Number?

Students and international trainees can receive 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 this form? 

Faculty and preceptors should only be reported on IND-GEN if they are the program trainees. Those who only receive a stipend or other financial support are no longer collected on IND-GEN. 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?

If the faculty member is already accounted for in the grant's personnel log, then do not include this individual on the IND-GEN table. Faculty should only be reported on IND-GEN if they are the program trainees. 

How do I report race and ethnicity data on IND-GEN?

Race and ethnicity data is collected following Office of Management and Budget (OMB) standards. Data for race and ethnicity is reported together. This means you must collect the individual's ethnicity of Hispanic/Latino or Not Hispanic/Not Latino as well as his/her 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. All categories selected should be entered into IND-GEN using the multi-select dropdown. 

• 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.

Is reporting the underrepresented Asian distinction no longer included?

The definition of an underrepresented minority (URM) included in the instruction manuals specifically states that a URM is "is an individual from a racial and/or ethnic group that is considered inadequately represented in a specific profession relative to the numbers of that racial and/or ethnic group in the general population". While some professional or accrediting organizations collect detailed information on Asian subpopulations, data sources for the general population (i.e., the Census) do not. Therefore, it is not possible to determine that specific Asian subpopulations are underrepresented relative to the general population. Furthermore, federal agencies have been directed by the Office of Management and Budget to collect race/ethnicity data in a manner consistent with that used for the Census. As a result, all race and ethnicity categories displayed in the IND-GEN sub-form are identical to those used in the Census.

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

The 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 your program manual 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 (e.g. dependent of veteran, spouse of veteran, etc.)?

Only the trainee's status should be reported.

What if an individual already listed on IND-GEN did not receive a financial award during the reporting period?

If an individual from a prior record did not receive a financial award during the current reporting period, please indicate this under Column 12. The record will remain on IND-GEN until this individual is marked as a graduate/program completer or permanently leaves the training program prior to completion.

Do I only enter individuals who received BHW financial support on IND-GEN?

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 IND-GEN. Unless otherwise noted, include individuals who benefited from the grant program through direct financial support or through training courses and activities.

Do conference registration fees count as financial support?

Yes, but only for non-project staff.

In IND-GEN Column 13, Stipend, should we include salaries?   

The individual’s salary (unless it’s paid by the grant) should not be included. However, the BHW funding should be included.

How is the academic year funding total calculated?

Once you have validated the form, the academic year total is automatically calculated in EHB as the sum of funding during the academic year.

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

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

On the prior report we indicated that a trainee graduated when they had not. Because of that, they are not showing up on the current IND-GEN report. Can they be moved back to the IND-GEN form? 

If a trainee was errantly marked as a graduate last year, locate the record on your INDGEN-PY form, scroll all the way to the right, and use the “Move to IND-GEN” link to reset that record back to the IND-GEN table for continued reporting. This action cannot be undone.

Can I cut and paste rows in the IND-GEN table?          

The cut-and-paste capability is currently set up at the row level rather than individual data elements.  After a row of data has been copied and pasted, edits will need to be made to individual cells using the dropdowns.  Please note that the system does not accept data cut and pasted from sources outside the report itself.

FAQs about the INDGEN-PY form

How do I use the INDGEN-PY form?

One year after an IND-GEN record is marked as a graduate/program completer, you will be asked to provide an update on the individual’s employment/enrollment status.

On the prior report we indicated that a trainee graduated when they had not. Because of that, they are showing up on the current INDGEN-PY form. Can  they be moved back to the IND-GEN form? 

If a trainee was errantly marked as a graduate last year, locate the record on your INDGEN-PY form, scroll all the way to the right, and use the “Move to IND-GEN” link to reset that record back to the IND-GEN table for continued reporting. This action cannot be undone.

FAQs about the Experiential Training (EXP) forms

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

Grantees should report only on sites used to provide in-person training to students, trainees, or faculty supported by the grant during the current reporting period.

Should I report simulation-based training on EXP?

No, simulation-based training should not be reported on EXP. If your program uses the CDE forms, simulation-based training can be reported there. EXP is for in-person experiential training.

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 EXP-2?

For sites that provide training to students, trainees, and faculty from different training programs, the site should be listed on the form for each training program the grant sponsors.

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

You should report interprofessional team-based care using Column 5 on EXP-2. Doing so is a three-step process. After identifying the training program and site, the first step is to select ALL professions and disciplines represented on the interprofessional team (including that of the principal HRSA-sponsored trainees). The second step is to provide the number of trainees (by discipline) who were trained by the HRSA-sponsored program (principal trainees). The final step is to provide the number of other trainees (by discipline) who participated at the site, alongside the principal trainees, but who were not enrolled in the HRSA-sponsored program. For more information, please review the examples in the EXP-2 section of the manual.

What training sites do I report on EXP if I don't have directly funded individuals in IND-GEN? 

You should report all training sites used to train individuals touched by your grant funding. If no individuals are reported in IND-GEN, consider those you reported on the LR-1 form. 

The values I added in EXP-1 aren't prepopulating in EXP-2. Why can I only see my active prior records?   

You must select each program-site combination using the drop-down menus in columns 1 and 2 of EXP-2. The values you added in EXP-1 will load in the dropdown menu in EXP-2 column 2.

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

Training site data from EXP-1 flows into HRSA's Enterprise Site Repository (ESR). This allows us to see aspects of our training sites by program as well as any overlap with National Health Service Corp (NHSC), Nurse Corps, Bureau of Primary Health Care (BPHC) Health Centers (FQHCs), and HIV/AIDS Bureau (HAB) Ryan White sites. You can view this data via the HRSA Health Sites Dashboard.

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 BHW to integrate your clinical training site data into the HRSA Health 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 professions 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.

FAQs about the Curriculum Development and Enhancement (CDE) forms

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

Capture the development or enhancement of the course on CDE-1, then capture data related to offering the course, such as the number of participants trained, on the appropriate CE or FD forms.

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

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

For CDE-2, do we report on all attendees or only those directly funded by a BHW-funded program for this reporting period?

For the CDE-2 form, count all individuals trained (whether or not the individuals received direct financial support) through courses or training activities developed or enhanced using any BHW funds during the current reporting period.

Can I delete a course from last year?            

You will not be able to delete a previously used course. You may indicate that the course from last year was not offered again this year.

FAQs about the Faculty Development (FD) forms

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

Structured and unstructured faculty development programs differ in a few ways. Generally, structured faculty development programs - reported on 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 the conferral of a degree or certificate. In contrast, unstructured faculty development activities - reported on 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.

FAQs about the Continuing Education (CE) forms

For CE-2, do we report on all attendees or only those directly funded by a BHW-funded program for this reporting period?

Count all individuals trained (whether or not the individuals received direct financial support) through courses or training activities developed or enhanced using any BHW funds during the current reporting period. Individuals attending CE trainings should be current providers, rather than students.

When should I use the ‘Other’ option for the type of continuing education?

The ‘Other’ option is available if there was a CE activity that the grantee does not identify as an unstructured training or structured CE course. Please describe the type of CE activity in the comments. We anticipate that few (if any) grantees will need this option.