Student Detail (New Application)

Use the Expand button next to each section of the Participating Student Detail to display it. The Open All Sections link reveals all collapsed sections at once.

Student Detail

Each section provides a means for viewing or editing the information. Refer to the steps below.

Student Data

Use the Expand button next to each section of the Participating Student Detail to display it. The Open All Sections link reveals all collapsed sections at once.

Student Detail

Student Detail

Each section provides a means for viewing or editing the information. Refer to the steps below.

Participating Student Details

The Participating Student Details panel displays the following read-only information:

  • Commons User ID or Person ID
  • Email
  • In Training?
  • Start Date
  • End Date
  • Research Topic

Use the Edit button to open the fields in a pop-up for editing.

  • In Training
  • Type
  • Research Topic
  • Start Date
    • Into Current Degree-Granting Program, for a Predoctoral trainee
    • Into Postdoctoral Research, for Postdoctoral trainee
  • End Date (when Trainee Left Program)

Faculty Members

1. Click the Expand button for the Faculty Members panel to display the faculty members for the student on the RTD.

Faculty Members Panel

2. To add faculty, select the Add Faculty button.

NOTE: Up to two faculty members may be associated with a student. If there already two faculty members already listed, then the Add Faculty Member button does not display. To change a faculty member, delete the appropriate one first and then add the new one.

3. Use the parameters on the Search for Person(s) window to find the faculty member. To look outside your institution, uncheck the box titled Search for persons who have a Commons affiliation with my institution.

NOTE: You must enter a Commons ID, Person ID, or Last Name to perform a search.

4. Select the Search Persons button.

Search for Faculty

5. All matching records display in the Person(s) table. Select the Add to RTD check box to add the person to the list of faculty for this student.
6. Click the Add Person(s) button. The faculty member is added to the student details.
7. Search for and add other faculty as necessary, repeating the steps above.

TIP: Once two faculty members are added, the ability to add more is disabled.

8. To remove a faculty member from the Student, select the Remove Faculty MemberRemove Faculty Member button for the faculty member.

Degrees

1. Click the Expand button for the Faculty Members panel to display a list of completed degrees and associated data.

The Source of degrees is displayed as xTRACT (meaning that the degree was added or edited to the person in xTRACT) or as Commons Profile (meaning that the degree is from the Commons Personal Profile of the person).

To add a degree:

  1. Select the Add Degree button.
  2. Update the fields in the Create a New Degree pop-up:
    • Degree: Select from the list
    • Other Degree Text: Enter if Degree selected is OTH (other type of degree) or an other category like BOTH, DDOT, DOTH, MDOT, MOTH, and VDOT.
    • Degree Date: Enter in MM/YYYY format
    • Terminal Degree: Select the Yes or No . When Yes is selected, the terminal degree indicator (This is the terminal degree of this person.) displays next to the degree details in the view. Only one degree per person can be set as the Terminal Degree.
    • Degree Status: Select Completed or In Progress, as appropriate
    • Received in Training: Select Yes or No. Up to three degrees can be selected as Received in Training.
    • Degree Institution: Enter the institution name, one institution per degree. Start typing in part of the institution's name and a drop-down menu displays with related institution names. Select the institution name from that menu. If the desired institution name does not appear, a link is provided at the bottom of the drop-down menu that will accept the name of the institution as typed in.
  3. Select the Save button to save the new degree.
  4. Repeat for any additional degrees.
  5. To edit a degree, click the hyperlinked degree name.
  6. To delete a degree, click the Remove Degree buttonRemove Degree button for the degree. Degrees with Commons Profile as a Source cannot be deleted.

Post-Training Positions

1. Click the Expand button for the Post-Training Positions panel to display post-training position information.

Post-Training Positions panel

The Source of positions is displayed as xTRACT (meaning the position was added or updated for the person in xTRACT) or as Commons Profile (meaning the position is from the Commons Personal Profile of the person).

To add a position:

  1. Click the Add Position button.
  2. Provide the following information:
    • Workforce Sector: Choose the area of employment: Academia, Government, For-Profit, Nonprofit, Other.
    • Principal Activity: Primarily Research, Primarily Teaching, Primarily Clinical, Research-Related, Further Training, or Unrelated to Research.
    • Position: Type the title of the position.
    • Start Date: Type the month/year the position started.
    • End Date: Type the month/year the position ended, or leave blank if employed to present time.
    • Primary Employment Indicator: Select Yes if this is the main employment; otherwise, select No.
    • Full Time Employment Indicator: Select Full-Time or Part-Time
    • Current/Initial Employment Indicator: Select Primary Initial if this is the initial employment for the trainee, or select Primary Current if it is the current employment.
    • Institution: Enter the institution or start typing to see matches to your typed text.
    • Primary Department of Position: Enter the department or start typing to see matches to your typed text. Matches for the selected Institution are shown.
  3. Select the Save button to save the changes.
  4. Repeat to add additional positions.
  5. To edit a position, click the hyperlinked position name.
  6. To delete a position, click the Remove Degree buttonDelete this employment button for the position. Positions with Commons Profile as a Source cannot be deleted.

Subsequent Grants

1. Click the Expand button for the Subsequent Grants panel to display subsequent fellowship, career development, or research grant support obtained from any source after the individual completed training.

Subsequent Grant panel

Sources of support submitted on the RTD should list the trainee/student in a role such as PD/PI, co-investigator, faculty collaborator, or staff scientist.

NOTE:  xTRACT prepopulates NIH subsequent grant support from xTrain trainee data when available. You cannot delete prepopulated support records from the Subsequent Grants table.

Under NIH and Other Agency Sources of Support on Record, indicate up to five subsequent sources of support to include in the RTD. Each button lets you add a different type of support:

Add Source of Support button: Add grant support received from NIH and other Agency sources that are on record. If you do not know the specific grant, you can indicate support by entering only the activity code and IC.

Add Other Source of Support button: Add sources of grant support received from non-NIH/Agency sources.

2. To edit a source of support, click the hyperlinked grant name to edit it.
3. To delete a source of support, click the Remove Source of Support buttonRemove Source of Support button.
4. Mark up to five Include in RTD checkboxes to specify which sources of support will be included in the RTD, which allows only five sources. Once you mark five checkboxes, you cannot mark a sixth.

Sources of support that you include on the RTD must list the trainee/student in a project role such as PD/PI, co-investigator, faculty collaborator, or staff scientist. If you mark the checkbox of a record with a non-supported project role, an error will occur when you mark the checkbox, which states: "Subsequent support may only be reported if the individual had the following role: PD/PI, Staff Scientist, Faculty, or Co-Investigator."

  1. In the Subsequent Grants pane, click the Add Source of Support button. The Add Source of Support popup appears. (Closedclick to view)

    Add Source of Support screen

  2. Enter search criteria to search for existing NIH/Agency grants that provided funding. Red asterisks denote required fields.
  3. Click the Search Funding Sources button.
  4. In the search results, click the Select this funding source buttonSelect this funding source button for the funding source you want to add.
  5. The popup then displays the Step 2: Enter Source of Support Details section. In this popup, choose the role and enter Start of Funding and End of Funding in mm/yyyy format to indicate the dates of the individual's involvement. (Closedclick to view)

    Enter details for the Source of Support

  6. Click the Save and Exit button. Alternatively, if you want to add another funding source, click the Save and Add Another Source of Support button to be returned to the funding search popup.
  1. In the Subsequent Grants pane, click the Add Other Source of Support button to open Closedthe Add Other Source of Support popup.

    5.Search for support by entering search criteria.
    6.Click the Search Funding Sources button.
    7.In the search results, click the Select this funding source buttonSelect this funding source button for the funding source you want to add.
    8.If the funding source you are looking for does not appear, click the link to create a new funding source here.

    Create Funding Source screen

a. Manually enter the funding source that you would like to cite. Provide information about the funding source you are creating. Red asterisk fields are required.
b. When finished, click the Create Funding Source button.

Create New Funding Source Details screen

c. Select an option from the Role during funding dropdown.
d. Enter Start of Funding and End of Funding in mm/yyyy format.
e. Click the Save and Exit button.

Publications

Click the Expand button for the Publications panel to display peer-reviewed publications and manuscripts accepted for publication in peer-reviewed journals.

Publications panel

For students/trainees, list all publications resulting from their period of training in the participating faculty member’s laboratory or in association with the current training program, through completion of their degree. Do not list publications resulting from work done prior to entering the training program or arising from research initiated after the completion of the program.

  1. In the Publications section, click the checkbox titled Check this box if there are no publications for this trainee. NOTE: This button does not appear until you add faculty to the RTD using the Participating Faculty section.
The No Publications popup appears.
  1. Select the Faculty Member and Reason for No Publications, and click Save.
  2. If you change your mind and want to add a publication, clear the checkbox and the Add Publication button reappears.
  1. In the Publications section, click the Add Publication button.
    NOTE: This button does not appear until you add faculty to the RTD using the Participating Faculty section.
The Add Publication popup appears,where you search for the publications to add or manually enter an article citation.

  1. Enter search criteria using one of the methods below.
    1. Pub Med ID/PubMed Central ID: Enter IDs for articles listed in PubMed or PubMed Central. To search for multiple articles at once, enter a comma separated list of IDs, which can be from either PubMed or PubMed Central. Precede PubMed Central IDs with "PMC" as shown below.
      Examples:
      - Enter PMC7679077 to search for a PubMed Central article (PMCID)
      - Enter 32226987 to search for a PubMed article (PMID)
      - Enter PMC7679077, 32226987 to search for both articles at once
    2. First Name. Enter all or a portion of the first name; articles with the text you enter here are found.
    3. Last Name. Enter the exact last name; only exact matching last names are found.
    4. Title. For publication title, enter one or more keywords; only those publications whose titles that contain all keywords are found.
  2. Click the Search button. The Publication Search Results appear, where you can add any number of publications by marking their checkboxes.
  3. To add a publication from search results:
    1. Select its Include in RTD checkbox
    2. Choose from the Faculty Member dropdown. The faculty members listed are those in the Participating Faculty section of this RTD in XTRACT.
    3. Choose the current trainee/student that you are editing from the Author dropdown. The list of authors is pulled from PubMed/PubMed Central.
    4. Click the Save button.

If you indicate a Faculty Member, an Author, or mark the checkbox of a publication, but omit the rest of the fields, then you will receive the warning on saving: No publications were selected to report on the RTD. This means that the publication won't be added due to insufficient information for the publication. Before saving, be sure to fill out all required fields for a publication record that you want to add.

Instead of searching for PubMed/PubMed Central publications, you can manually enter all the necessary information to create a citation.

  1. In the Publications section, click the Add Publication Manually button.
    NOTE: This button does not appear until you add faculty to the RTD using the Participating Faculty section.
  2.  The Manually Add Publication popup appears.

    1. The information needed to define a citation is shown on the screen -- Title, Journal, Faculty Member, Volume, Inclusive Pages, Year, and Authors. Enter information for all fields that apply, being sure to enter information for the required fields that have a red asterisk.

    2. You can enter multiple authors to compile a list of all authors of the publication. To add an author, enter the author’s name in the Authors text box and click the Add Author button:

      Repeat to add more authors. As authors are entered, the list of authors is displayed as shown below. Use the controls to re-order the list.

      Select the student's name and click the Highlight This Student button.

    3. When finished entering the citation information, click the Review button, which gives you the opportunity to review the citation you entered.

  4. Click theAdd button to add the manual citation.

The publications you added appear in a table in the Publications section.

Click the three-dot ellipsis button three-dot ellipsis button and select Edit Publication or Delete Publication to update or remove a publication.

Concept Link IconSee Also