IND-GEN - SetupTo begin providing individual-level data for students and faculty enrolled in the degree or faculty development program during the annual reporting period, click "Yes" to the initial setup question. Clicking "Yes" will activate the embedded Excel form that will allow you to begin data entry. | Do you have either a) new trainees OR b) updates to provide for trainees from a previous reporting period? | Yes (complete IND-GEN) No (click Save and Validate button to proceed to the next form) |
Figure 1. IND-GEN - Setup
Do you have either a) new trainees OR b) updates to provide for trainees from a previous reporting period?: Warning STUDENTS DO NOT RECEIVE DIRECT FINANCIAL SUPPORT IN THE VBSN PROGRAM. DATA COLLECTED ON INDGEN FORM IS TO CAPTURE DEMOGRAPHIC DATA AS WELL AS FOLLOW-UP
Warning If you have used the INDGEN form before, this answer is pre-selected ‘Yes’ for you. You do not need to answer this question again. Please move ahead to the INDGEN form by using the form list located on the left side of your screen.
Warning If you are unable to enter data into the INDGEN form, edit prior records, or see drop-down menus despite the question above being answered ‘Yes’, you have a browser compatibility problem. Please refer to the Getting Started-Browser Settings page at the beginning of this manual.
Warning Gray fields in prior records cannot be edited.
Warning Prior records cannot be deleted. |
IND-GEN - Excel Upload (Optional)Warning | Users must download and use the Excel template provided in your Annual Performance Report because it populates with prior year records if you have any, and it’s 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. Users cannot use the prior year’s template. Be sure to save the Excel template to a folder other than the downloads folder. | Do not modify the format. For example: renaming the columns, adding columns, deleting columns, or renaming worksheets. Users must download and use the template from EHBs. The system will not upload/process spreadsheets with changes or those in a different format. | Types of Data Fields: | - Data Entry field – For these type of fields, users can copy/paste allowable values and/or enter valid data in the cell or in the formula bar (if required). Ex.) ‘Trainee Unique ID’ (Column 2)
| - Single-Select dropdown field – For these type of fields, users can copy/paste allowable values (note they must match the selection option exactly), select an option from the list of pre-set choices in the dropdown box, and/or enter the valid selection in the cell or in the formula bar. Ex.) ‘Select Individual’s Training or Awardee Category’ (Column 3)
| - Multi-Select dropdown field – For these types of fields, users can copy/paste allowable values (note they must match the selection options exactly) and/or select one or more options from the list of pre-set choices in the dropdown box. Ex.) ‘Select any HHS Priority Topic Area on which an Individual Received Training’ (Column 26b).
- Do not try to enter data into the cell or into the formula bar for this type of field as it may cause errors.
| General Instructions: | - Previously reported training programs (i.e., prior records) will be auto populated and displayed at the top of the spreadsheet. Cells that are gray are not editable. If new rows are added in the IND-GEN form, columns that auto-populate remain non-editable and empty (see below for additional details).
| - To enter a new record, users should start on the next blank row. Users must select the ‘Type of Training Program’ (Column 1) and enter the ‘Trainee Unique ID’ (Column 2). If not, the data for that row will not upload into the EHBs. While the ‘Record Status’ will be new, that column is not editable and will remain empty. Once the template is uploaded and processed, the ‘New Record’ status will be displayed in EHBs.
| - Awardees with at least one ‘ongoing’ structured or unstructured training program or at least one ‘active’ Fellowship Program, Major Participating Site/Rotation Site, Degree/Diploma/Certification, Practica/Field Placement, or Residency Program will be populated in the ‘Type of Training Program’ dropdown list in the IND-GEN template. The list is derived from the Training Program – Setup form.
| - The ‘City’ and ‘State’ Columns 58 and 59 are not editable and will remain empty even if the user enters the Zip Code in Column 57. Once the template is uploaded and processed, as long as a valid Zip Code is provided, the City and State will be populated in EHBs.
| - The ‘Academic Year Total’ Column 21b is not editable and will remain empty if the user enters financial award amounts (Columns 13-20a). Once the template is uploaded and processed, as long as a valid financial award amount is provided within Columns 13-20a, the academic year total will be populated in EHBs.
|
| | Copying and Pasting Data: | - Users can copy and paste data from another source/file into Data Entry, Single-Select Dropdown, and Multi-Select Dropdown fields.
| - The values provided for Single-Select or Multi-Select fields must exactly match the values that exist in the system. This includes having the same spelling, spacing, and punctuation (hyphens, etc.). Capitalization does not matter. Values for Multi-Select fields must be separated by a comma and a space.
| | Multi-Selecting and Unselecting Pre-Set Options: | - For the multi-select fields, users can select one or more pre-set options in the dropdown list. Users will have to select the options one at a time. However, the pre-set options will be shown together as comma separated values in the field.
| - To unselect one or more pre-set options, users can click on the pre-set option(s) a second time. This will remove the option from the field.
| | Validations: | - Validations are embedded within the Excel template.
| - Validation messages will appear:
- When a required field is missing,
- When there is a conditional validation on two or more columns, and
- When a pre-set selection option cannot be combined with other pre-set options (specifically for multi-select fields).
| - When the value of the cell is changed a new validation message may appear if the data is deleted, it conflicts with a conditional validation, or the text field does not match the data type or pre-set option.
| - When a validation message appears, the user has the option to correct the field or leave it as is. If a user ignores the validation error in the Excel template, then the validation will still show in the EHB after the data has been processed. In this case, the user must fix the validation error in the EHB. All validation errors must be fixed to save and validate the form.
| | Uploading the Excel File in EHBs: | - Users can upload the template and process it in EHBs as long as data has been selected/entered in Column 1 and Column 2. This is true if there are missing values as well as if there are validation errors. Both can be fixed once the data is uploaded into EHBs.
| - Once you have completed the Excel template, log into HRSA EHBs to access the Annual Performance Report. Navigate to the IND-GEN form, attach the file, upload the file, and then click the Process Data button. Users must select the Process Data button for the data to appear in the EHBs. Users will be unable to save and validate the IND-GEN form if the data is not processed. If you do not wish to process the data, you must delete the template from EHB.
| - Be sure to confirm that the data transferred successfully, enter any missing fields, and read all validation error messages carefully. Note: the row numbers in EHBs will not match the row numbers in the Excel template.
| - If users need to make changes or work on the offline template again, then a new Excel template must be generated with the most recent data and then downloaded. Failure to download a new Excel template may lead to missing, incomplete, or incorrect data.
| - Only one file can be uploaded to the EHBs at a time. If data was updated in the new file, then the old file must be deleted and the new file added to the EHBs. Deleting a file will remove it from the EHBs but the data will remain in the EHBs if it has already been processed.
| Warning The Type of Training Program (Column 1) and Trainee Unique ID (Column 2) are key columns. These columns need to be complete in order for the row to be uploaded and processed into EHBs. If one or both of these columns are not complete, then the row of data will not be processed in EHBs. Note | The row numbers in EHBs will not match the row numbers in the Excel template. | |
IND-GEN - Selecting Type of Training Program Figure 2. IND-GEN - Selecting Type of Training Program
Type of Training Program: To begin completing the IND-GEN subform, select the training program associated with each individual by clicking on the drop-down menu under the column labeled "Type of Training Program" and choosing one of the available options. Note The options available under "Type of Training Program" will prepopulate with information entered and saved in the Training Program Setup Form.
Note This program is no longer able to select "Other" for Type of Training Program. Also, prior records for faculty who had a Type of Training Program of "Other" were deleted.
Note This Block will prepopulate for prior records with data submitted in the previous reporting period. Example: The School of Nursing saved one (1) entry in the Training Program Setup form to reflect the type of degree program supported by the grant. Under "Type of Training Program" the School of Nursing would see the following options: - Degree/Diploma program | BSN
|
IND-GEN - Entering Trainee Unique ID Figure 3. IND-GEN - Entering Trainee Unique ID
Trainee Unique ID: Enter a seven (7) character alphanumeric unique identifier for each individual in the textbox in Column 2 (Block 1).
Warning
It is the responsibility of each grantee to generate each unique ID and keep a log of all unique IDs used, as these will be required to provide annual updates and 1-year follow-up data for each individual. Note
This Block will prepopulate for prior records with data submitted in previous reporting periods. |
IND-GEN - Selecting Individual's Training or Awardee Category Figure 4. IND-GEN - Selecting Individual's Training or Awardee Category
Select Individual's Training or Awardee Category: Select each individual’s training category during the annual reporting period by clicking on the drop-down menu under Block 2 and choosing one of the following options: - Enrollee (campus-based only)
- Enrollee (distance learning only)
- Enrollee (hybrid)
Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. |
IND-GEN - Selecting Individual's Enrollment/Employment Status Figure 5. IND-GEN - Selecting Individual's Enrollment/Employment Status
Select Individual's Enrollment / Employment Status: Select each individual's current enrollment (f or VBSN students) or employment (faculty) status during the annual reporting period by clicking on the drop-down menu under Block 3 and choosing one of the following options: - Full-time
- Both Full-time and Part-time
- Part-time
- On leave of absence
|
IND-GEN - Selecting Individuals Sex Figure 6. IND-GEN - Selecting Individuals Sex
Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Entering Year of Birth Figure 7. IND-GEN - Entering Year of Birth
Enter Year of Birth: Select each individual's year of birth in the dropdown menu under Block 5. - 1933
- 1934
- 1935
- 1936
- 1937
- 1938
- 1939
- 1940
- 1941
- 1942
- 1943
- 1944
- 1945
- 1946
- 1947
- 1948
- 1949
- 1950
- 1951
- 1952
- 1953
- 1954
- 1955
- 1956
- 1957
- 1958
- 1959
- 1960
- 1961
- 1962
- 1963
- 1964
- 1965
- 1966
- 1967
- 1968
- 1969
- 1970
- 1971
- 1972
- 1973
- 1974
- 1975
- 1976
- 1977
- 1978
- 1979
- 1980
- 1981
- 1982
- 1983
- 1984
- 1985
- 1986
- 1987
- 1988
- 1989
- 1990
- 1991
- 1992
- 1993
- 1994
- 1995
- 1996
- 1997
- 1998
- 1999
- 2000
- 2001
- 2002
- 2003
- 2004
- 2005
- 2006
- 2007
- 2008
- 2009
- 2010
- 2011
- 2012
- 2013
- 2014
- 2015
- 2016
- 2017
- Not Reported
|
IND-GEN - Selecting Individual's Ethnicity Figure 8. IND-GEN - Selecting Individual's Ethnicity
Select Individual's Ethnicity: Select each individual's ethnicity by clicking on the drop-down menu under Block 6 and choosing one of the following options: - Hispanic/Latino
- Non-Hispanic/Non-Latino
Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Selecting Individual's Race Figure 9. IND-GEN - Selecting Individual's Race
Select Individual's Race: Select each individual’s race by clicking on the drop-down menu under Block 7 and choosing all that apply from the following options: - American Indian or Alaska Native
- Asian
- Black or African-American
- Native Hawaiian or Other Pacific Islander
- White
Warning
You may not select "Not Reported" in combination with any other option.
Warning
If "Not Reported" was selected for a record during a previous reporting period, you are expected to provide updated information. |
IND-GEN - Selecting if Individual is from a Rural Residential Background Figure 10. IND-GEN - Selecting if Individual is from a Rural Residential Background
Select Whether Individual is from a Rural Residential Background: Select whether each individual is from a rural residential background by clicking on the drop-down menu under Block 8 and choosing one of the following options: Reference
Refer to the glossary for a definition of rural setting. |
IND-GEN - Selecting if Individual is from a Disadvantaged Background Figure 11. IND-GEN - Selecting if Individual is from a Disadvantaged Background
Select Whether Individual is from a Disadvantaged Background: Select whether each individual is from a disadvantaged background by clicking on the drop-down menu under Block 9 and choosing one of the following options: Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. Reference
Refer to the glossary for a definition of disadvantaged background. |
IND-GEN - Selecting Individual's Veteran Status Figure 12. IND-GEN - Selecting Individual's Veteran Status
Select Individual's Veteran Status: Select each individual's veteran status by clicking on the drop-down menu under Block 10 and choosing one of the following options: - Active Duty Military
- Individual is not a Veteran
- National Guard
- Reservist
- Veteran - Prior Service
- Veteran - Retired
- Not Reported
Note
This Block will prepopulate for prior records with data submitted in the previous reporting period. If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA. Reference
Refer to the glossary for a definition of the various types of veteran statuses. |
IND-GEN - Entering BHW-Funded Financial Award InformationWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 13. IND-GEN - Entering BHW-Funded Financial Award Information
Select Whether Individual Received BHW Financial Award?: Select whether each faculty member received BHW-funded financial assistance during the annual reporting period by clicking on the drop-down menu under Column 12 and choosing one of the following options (for students, select ‘No’): Enter Individual's Financial Award Amount (BHW funds only): Stipend:
- If the faculty received a BHW-funded financial award or any form of financial assistance was paid on their behalf, enter the total amount of BHW dollars provided during the annual reporting period in the textbox under the column labeled "Stipend". The total amount reported should account for all BHW dollars including those applied to travel, training and conferences, as allowed by federal statutes and regulations.
- If the faculty did not receive a BHW-funded financial award, enter "0" in the textbox under the column labeled "Stipend".
- If the individual is a student, select ‘No’ under Column 12 and enter "0" in the textbox under the column labeled "Stipend."
Enter Individual's Financial Award Amount (BHW funds only): Academic Year Total: Note
Please record all BHW financial assistance paid on behalf of faculty or students for travel, conferences and trainings. This is NOT referring to financial awards given directly to students or faculty. |
IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding Figure 14. IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding
Enter # of Academic Years the Individual has Received BHW Funding: Select the cumulative number of academic years that each student has received a BHW-funded financial award by clicking on the drop-down menu under Column 22 and choosing one of the following options: Note The number of academic years receiving BHW-funded financial assistance does not need to be consecutive; rather, the cumulative total number of years receiving awards should be reported.
Note If a faculty did not receive BHW-funded financial assistance during the annual reporting period, select "0" under Column 22.
Note If an individual had financial assistance for ½ an academic year, please round up. For example, if a student or faculty member has received financial assistance for 1 ½ years, please enter 2.
Note If a faculty received BHW-funded financial assistance for the first time during the annual reporting period, select "1" under Column 22.
Note For students who do not receive funding, please select "0" under Column 22. |
IND-GEN - Selecting Individual's Academic or Training Year Figure 15. IND-GEN - Selecting Individual's Academic or Training Year
Select Individual's Academic or Training Year: Select each student's current training year by clicking on the drop-down menu under Block 15 and choosing one of the following options: - Non-degree Training Program Year 1
- Undergraduate Year 1
- Undergraduate Year 2
- Undergraduate Year 3
- Undergraduate Year 4
Note
For faculty or preceptors, select N/A. |
IND-GEN - Selecting Profession and Discipline/Specialty Figure 16. IND-GEN - Selecting Profession and Discipline/Specialty
Select Individual's Profession: Select the individual’s profession by clicking on the drop-down menu in Column 26c and selecting one of the available options.- Allied Health
- Allied Health - Student
- Behavioral Health
- Behavioral Health - Student
- Dentistry
- Dentistry - Student
- Medicine
- Medicine - Student
- Nursing
- Nursing - Student
- Other
- Other - Student
- Paraprofessional
- Paraprofessional - Student
- Physician Assistant
- Physician Assistant - Student
- Public Health
- Public Health - Student
|
IND-GEN - Entering Training Information in a Setting that Offers Telehealth Figure 17. IND-GEN - Entering Training Information in a Setting that Offers Telehealth
Training in Telehealth: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in telehealth during the current reporting period by clicking on the drop-down menu in Column 27d and choosing one of the following options: |
IND-GEN - Entering Training Information in a Primary Care SettingWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 18. IND-GEN - Entering Training Information in a Primary Care Setting
Training in a Primary Care Setting: Select Whether Individual Received Training: Select whether each student received experiential training in a primary care setting during the annual reporting period by clicking on the drop-down menu under Block 17 and choosing one of the following options: Warning
Select "N/A" in the drop-down menu under Block 17 for faculty. |
IND-GEN - Entering Training Information in a Medically Underserved CommunityWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 19. IND-GEN - Entering Training Information in a Medically Underserved Community
Training in a Medically Underserved Community: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in a medically underserved community during the current reporting period by clicking on the drop-down menu in Column 31 and choosing one of the following options: |
IND-GEN - Entering Training Information in a Rural AreaWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 20. IND-GEN - Entering Training Information in a Rural Area
Training in a Rural Area: Select Whether Individual Received Training: Select whether each individual received clinical or experiential training in a rural area during the current reporting period by clicking on the drop-down menu in Column 33 (Block 19) and choosing one of the following options:
|
IND-GEN - Selecting Whether Individual Left the Program Before Completion Figure 21. IND-GEN - Selecting Whether Individual Left the Program Before Completion
Select Whether Individual Left the Program Before Completion: Select whether each individual permanently left the degree program or faculty development program before completion during the annual reporting period by clicking on the drop-down menu under Block 21 and choosing one of the following options: |
IND-GEN - Entering Graduation/Completion InformationWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 22. IND-GEN - Entering Graduation/Completion Information
Select Whether Individual Graduated/Completed the Program: Select whether each individual completed from their training program during the current reporting period by clicking on the drop-down menu in Column 37 (Block 22) and choosing one of the following options: Select Degree Earned: Select Individual's Post-Graduation/Completion Intentions: - Individual intends to apply for NHSC Loan Repayment
- Individual intends to practice or continue practicing in a medically underserved area
- Individual intends to practice or continue practicing in a primary care setting
- Individual intends to practice or continue practicing in a rural area
- Not Reported
- N/A
- None of the above
- Individual intends to apply to an advanced nursing degree program
Warning
None of the above, Not reported, and N/A cannot be selected in combination with any other option. To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform. |
IND-GEN - Entering the % FTE Individual Spent in Different Roles Figure 23. IND-GEN - Entering the % FTE Individual Spent in Different Roles
Enter the % FTE Individual Spent on the Following Roles: Research: Enter the percentage of time each faculty spent in 'Research' during the annual reporting period in Column 40 (Block 24a).Enter the % FTE Individual Spent on the Following Roles: Teaching: Enter the percentage of time each faculty spent in 'Teaching' during the annual reporting period in Column 41 (Block 24b).Enter the % FTE Individual Spent on the Following Roles: Administration: Enter the percentage of time each faculty spent in 'Administration' during the annual reporting period in Column 42 (Block 24c).Enter the % FTE Individual Spent on the Following Roles: Clinical: Enter the percentage of time each faculty spent in 'Clinical' during the annual reporting period in Column 43 (Block 24d). Note
For students, enter ‘0’ under each Block 24. For faculty, the percentage time in all four faculty areas must total 100%. |
IND-GEN - Entering # of Articles Published Figure 24. IND-GEN - Entering # of Articles Published
Enter # of Articles Published in Peer-Reviewed Journals: Enter the number of articles published by each faculty in peer-reviewed journals during the annual reporting period in the textbox under Block 25. Note
For students, enter ‘0’ under Block 25. To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform. |
IND-GEN - Entering Individual's Employment DataWarning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully. Figure 25. IND-GEN - Entering Individual's Employment Data
Select Whether Your Organization Hired this Individual: Select whether your organization hired this individual following training program completion by clicking on the drop-down menu under Column 56a and choosing one of the options below. If employment data are not available for the individual, or if the individual dropped out, or if the individual is still actively enrolled in the training program, select “N/A.” Select Whether a Partner Organization Hired this Individual: Select whether a partner organization hired this individual following training program completion by clicking on the drop-down menu under Column 56b and choosing one of the options below. If employment data are not available for the individual, or if the individual dropped out, or if the individual is still actively enrolled in the training program, select “N/A.” Warning
For Column 60, None of the above, not reported, and N/A cannot be selected in combination with any other option. NoteIf an individual has completed the program but is not currently employed, please select “Yes” for Column 56 (Select whether employment data is available). Leave the zip code, city, and state blank and select "N/A" for whether you or a partner organization hired the individual (Columns 56a and 56b). Then, select “Not Currently Employed” for Column 60 and N/A for Column 61.
Note You must also select “N/A” if you indicated that the person is “Not Currently Employed” in Column 60.
Note Leave the zip code blank if you indicated that the person is “Not Currently Employed” in Column 60. |
|
