Student Detail (New Application)

Use the + plus icons to display individual sections of the Student Detail. 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 + plus sign icon in the Student Data panel of the Participating Student Detail to display the following read-only information:

In Training Data

Use the + plus sign icon in the In Training Data panel of the Participating Student Detail to display in training data as described below. Use the Edit button to open the fields in a pop-up for editing.

Faculty Members

Displays the faculty members for the student on the RTD.

To add faculty, select the Add Faculty Member 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.

  1. 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.

  2. Select the Search Persons button.

Search for Faculty

  1. All matching records display in the Person(s) table. Select the Add Faculty button to add the person to the list of faculty for this student.

When the Add Faculty button is clicked, the Action column will display the word Added.

Search for Faculty Results

  1. Search for and add other faculty as necessary, repeating the steps above.
    1. Once two faculty members are added, the ability to add more is disabled.
  2. Use the Close button to close the search screen when finished.

To remove a faculty member from the Student, select the Delete link from the Action column.


xTRACT displays a list of completed degrees and associated data.

The Source of degrees is displayed as read-only 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.

Use the Edit and Delete links in the Action column to update or remove the degrees as necessary. Degrees with Commons Profile as a Source cannot be deleted.

Post-Training Positions

Displays post-training position information. The Source of positions is displayed read-only 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 employment:

  1. Click the Add Employment 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 another.

Use the Edit and Delete links in the Action column to update or remove the positions as necessary. Positions with a Source of Commons Profile cannot be deleted.

Subsequent Grants

If applicable, list subsequent fellowship, career development, or research grant support obtained from any source after the individual completed training. 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.

On Closed toggler arrowthe Subsequent Grants pane, use the Edit and Remove buttons in the Action column to update or remove the funding source as necessary. 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."

Subsequent grants for RTD


List peer-reviewed publications and manuscripts accepted for publication in peer-reviewed journals. 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.

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

List of publications added to a trainee RTD record

Use the Edit and Delete buttons to update or remove a publication.

Concept Link IconSee Also