Long-Term Trainees Form

The grantee may click on the Download/Upload File(s) icon, and it will open a new window to download/upload files.

Step 1: In the Download Template section, click Download to download the Excel file.

Step 2: In the Upload File section, click Choose File to upload the file, and once selected, click Process File.

NOTE: This Long-Term Trainees Excel Template provides a mechanism for grantees to upload report data related to Long-Term Trainees Training Program Information directly into HRSA's Discretionary Grants Information System (DGIS) in the Electronic Handbooks (EHBs).

If you upload an Excel file after you make entries or changes manually in this form, the Excel upload will overwrite those changes. To avoid losing data, download the template after making manual form changes to get an Excel file containing those entries. Then add any additional data to that Excel file and upload.

For more details on completing the Excel template, please refer to the “Completing the Excel Template” section of this guide.

In this section, the grantee may expand the accordion menu to view the following details:

• Ethnicity Definitions
• Race Definitions
• Other Definitions
• Instructions

In this section, the grantee may manually enter long-term trainees participating in the program or will see the data uploaded using the Excel file option feature.

A note will display under the blue header Long-Term Trainees Training Program Information as follows:

The status indicator represents the completion of all required fields within a long-term trainee record.

Total Number of Long-Term Trainees

The Total Number of Long-Term Trainees field available above the grid to the right of the screen will be auto calculated as the grantee enters information in the grid below, which has the following column names:

• Row No.
• Name
• Email address
• Ethnicity
• Race
• Status
• Action: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.

+ Add New

• This button will be available below the grid and the grantee can add a new row by clicking on this button. A modal window will open with the header Long Term Trainee when the grantee clicks on Add New.

NOTE: The screenshot of the full modal window is at the bottom of the section.

Row No.

• This field represents the sequential number of the data entry, enabling easy reference in the Validation report.

Name

• This is a required field, and the following validation will display on the text box: Provide a response for this field.
• The following validation will be displayed if a duplicate entry already exists with the same Name and Email: The trainee you entered is already in the list.

Email address

• This is a required field, and the following validation will display on the text box: Provide a response for this field.
• The following validation will be displayed if a duplicate entry already exists with the same Name and Email: The trainee you entered is already in the list.

Ethnicity (Refer to Detail Sheet for Definitions)

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the following drop-down values:
  • Hispanic or Latino
  • Not Hispanic or Latino
  • Choose not to disclose/unrecorded

Race (Refer to Detail Sheet for Definitions)

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the following drop-down values:
  • American Indian or Alaska Native
  • Asian
  • Black or African American
  • Native Hawaiian or Other Pacific Islander
  • White
  • More than One Race
  • Choose not to disclose/unrecorded

First-generation college student?

• This is a required question, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the drop-down values:
  • Yes
  • No
  • Choose not to disclose/Unrecorded

Zip Code where trainee lives (For locations without a US postal code, please enter 99999 in this field.)

• This is a required field, and the following validation will display on the integer box:Enter a 5 digit Zip Code.

Primary discipline of study (during MCH Training Program):

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the following drop-down values:
  • Applied Behavior Analysis
  • Audiology
  • Community Health Worker
  • Community Member/Person with Lived Experience
  • Dentistry-Pediatric
  • Dentistry-Other
  • Dietetics
  • Disability Studies
  • Doula
  • Education/Special Education
  • Family Member
  • Genetics/Genetic Counseling
  • Health Administration
  • Law
  • Medicine-General
  • Medicine-Adolescent Medicine
  • Medicine-Adult Providers
  • Medicine-Developmental-Behavioral Pediatrics
  • Medicine-Neurodevelopmental Disabilities
  • Medicine-Pediatrics
  • Medicine-Pediatric Pulmonology
  • Medicine-Sleep
  • Medicine-Other
  • Nursing-General
  • Nursing-Family/Pediatric Nurse Practitioner
  • Nursing-Midwife
  • Nursing-Other
  • Nutrition
  • Occupational Therapy
  • Pharmacy
  • Physician Assistant
  • Physical Therapy
  • Psychiatry
  • Psychology
  • Public Health
  • Respiratory Therapy
  • School Psychology/School Counseling
  • Self-Advocate/Person with a Disability or Special Health Care Need
  • Social Work
  • Speech-Language Pathology
  • Other (Specify)

NOTE: If the grantee selects the Other (specify) from the dropdown, a description is required in the Other Discipline Description field and the following validation will display on the field: Provide a description for ‘Other’. The Other Discipline Description field accepts text, numbers, and special characters (not to exceed 100 characters).

Level of training currently being completed through MCHB Training Program

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the following drop-down values:
  • Undergraduate
  • Masters
  • Pre-doctoral
  • Doctoral
  • Postdoctoral
  • Non-Degree Seeking

Is the trainee currently enrolled in a degree program

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one of the responses from the following drop-down values:
  • Part-time
  • Full-time
  • Not Enrolled

Did the trainee complete the MCHB Training Program?  

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select a Yes or No response from the dropdown menu.

If yes, what year did the trainee complete MCHB Training Program?  

• This is a required question if the grantee answers Yes to the question Did the trainee complete the MCHB Training Program.
• The following validation will be displayed on the field: Provide an appropriate four-digit year.
• The only accepted years are greater than 1900.
• If the answer to the previous question was “No”, the year value cannot be entered/accepted when saving the entry.

Did the trainee receive financial support through the MCH Training grant?

• This is a required question, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select a Yes or No response from the dropdown menu.

If Yes, Indicate Amount: 

• This is a required question if the grantee answers Yes to the question Did the trainee receive financial support through the MCH Training grant?
• The following validation will display on the field: Enter an integer: 1 – 999,999.99

If Yes, Indicate Type:

• This is a required question if the grantee answers Yes to the question Did the trainee receive financial support through the MCH Training grant? The grantee must select one of the responses from the following drop-down values:
• Stipend
• Tuition
• Stipend and Tuition
• Other

NOTE: If the grantee selects Other from the dropdown, a description is required in the Other Type Description field and the following validation will display on the field: Provide a description for ‘Other’. The Other Type Description field accepts text, numbers, and special characters (not to exceed 100 characters).

Length of time receiving support to date (Required for Postdoctoral Fellows and MCH Epidemiology Doctoral Program fellows only)

• This is an optional question for the grantee and the field accepts text, numbers, and special characters (not to exceed 100 characters).
• Indicate a unit of measurement in the response such as month or year (e.g. a response can be 2 years or 2 months).

Research topic or title (Required for Postdoctoral Fellows and MCH Epidemiology Doctoral Program fellows only)

• This is an optional question for the grantee and the field accepts text, numbers, and special characters (not to exceed 100 characters).

In this section, the grantee can enter additional information (not to exceed 5,000 characters). The Comments field accepts text, numbers, and special characters.

The grantee must click on Save or Save and Continue buttons before navigating away from this form to ensure all data entered is saved successfully.

• The Save button will save the validated information captured in the form and grantee will remain on the same form.
• The Save and Continue button will save the validated information and grantee will navigate to the next form.
• The Go to Previous Form button will navigate to the previous form without saving any previously unsaved information.

Using the Excel template, grantees can enter data offline and then upload it to the Electronic Handbooks (EHBs) to populate the Long-Term Trainees Training Program Information form.

To access the Excel template, click the Download/Upload icon below the Resources section.

A new modal window will be displayed. To download the Excel template, click the Download button under Step 1.

The template will be downloaded, and the grantee can access and open the downloaded Excel template.

The first tab in the downloaded Excel template will have the detailed instructions.

The second tab will have the form fields that will need to be completed.

When downloading an Excel template, the following warnings may be displayed depending on your Excel settings:

• Marked as Final: In order to work on the template, click the Edit Anyway button to enable changes to the template.
• Signatures: The certificate signatures indicate that the downloaded Excel template is a valid template. Click View Signatures to view the certificate signatures.  Please note that when clicking the “Edit Anyway” button above it will clear the certificate signatures.
• Security Warning: If displayed, click the Enable Content button to enable the macro enabled content, column dropdown options and validations.

To verify if macros are enabled, follow these steps:

• Click the File tab, then Options.
• In the left pane, click Trust Center and then Trust Center Settings.
• In the Trust Center Settings window, you'll see the Macro Settings option on the left side.
• If you want to enable macros for all files and any future downloads, click "Enable all macros" in the Macro Settings and click "OK".
• If you want to enable the macros for the downloaded Excel template that contains the code signing certificate, click the “Disable VBA macros except digitally signed macros” option and click “OK”.

If any of the columns in the Excel template have dropdown options, and the user enters a different value than what is available, the following error will be displayed.

The user must correct these errors before saving the template. After entering the data in the Excel template, save the file.

NOTE: User is not required to enter all the mandatory fields in the Excel to upload, but those records will be in Not Complete status upon processing of the file.

To upload and process the data in the Excel template, click the Download/Upload icon below the Resources section.

A new modal window will be displayed. To upload the completed Excel template, click the Choose File button in Step 2.

Once the file has been selected, the Process File button becomes enabled.

Click Process File under Step 2 to save the data into the form.  Any data in the form that has been saved manually or through AutoSave will be cleared when clicking Process File and replaced with the contents of the Excel Template.

The form will display the data entered and processed from the Excel template.

If any of the data did not have any of the required fields, or there are validations, then the status will be displayed as Not Complete. Data with all the required fields entered and no validations will be displayed as Complete.