Trainee Roster Screen

xTrain provides read-only access to the cumulative grant data such as pre-doc, post-doc, and short term slots awarded and accepted within a given overall grant, for each supporting year of the grant.

1.

To view the Trainee Roster screen, select the appropriate Grant Number link in the Awarded Grants screen.

The Trainee Roster screen consists of two sections: grant details and the trainee roster.

Grant Details section

1.

Click the Jump to Roster Table button in the upper-right corner of the screen to scroll down to the pending trainee roster(s) for the grant.

2.

To email the Grant Management Specialist, Current PD/PI, or Program Official, click the hyperlinked name in the grant details section t the top of the screen.

3.

By default, details for years with pending forms are displayed. Use the Select Grants to Display drop-down to select another time frame.

4.

Click the Actions button to view grant actions.

5.

Select Trainee Report to open the report in a new tab. Refer to the Trainee Report topic for more information.

6.

Select Create Service Desk Ticket to create a service desk ticket prepopulated with grant information. Complete the ticket, then click the Submit Ticket button to send it to the service desk.

Creating new appointment forms and termination notices

When Years With Pending Forms is selected, in progress budget periods are displayed. Use the Start New link to create a new appointment. For more information, refer to the Create New Appointment by PD/PI topic.

Trainee Roster section

The Trainee Roster contains details about the trainees appointed to the grant, their status, appointment type, and degree level. For more information about the information in the fields, refer to the Trainee Roster Fields topic.

1.

The Filter Table field allows you to filter the table by any field containing text. The Search criteria include Trainee Name, Appointment Status, Termination Status, Appt. Type, Appt. Start, Appt End, Termination Date, Num of Months And Days, and Degree Level.

2.

Hyperlinked trainee names indicate that there is a pending action, such as an appointment form or termination notice, for that trainee. Click the hyperlinked name to view the pending form and take action.

3.

Each trainee listed has an Actions button that allows you to view their details and history with the grant. Click the Actions button to view the available information about the trainee.

a.

View Appointment Form downloads a PDF of the form to the browser's default location.

b.

View Termination Notice downloads a PDF of the notice to the browser's default location.

c.

View Routing History displays a history of the administrative actions taken on the trainee for the grant.

d.

Create Service Desk Ticket initiates a service desk ticket prepopulated with grant and trainee information. Complete the ticket, then click the Submit Ticket button to send it to the service desk.

e.

Reappoint opens the Appointment Form screen with the grant and trainee details prepopulated. For more detail, refer to the Initiate a Reappointment by PD/PI topic.