Generate Trainee Diversity Report

You must generate a trainee diversity report for training, career development and research education awards. See guide notice NOT-OD-20-178 for a complete list of grant types that require submission of a trainee diversity report. The signing official (SO), principal investigator (PI), or an SO delegate can generate the diversity report. The link for generating a diversity report appears both on the xTrain Training Roster screen as well as the RPPR Accomplishments section.

The automatically generated report collates appointment data from xTrain as well as appointees' personal data in the Personal Profile and formats it into a PDF report on diversity statistics of trainees. This report is automatically attached to the RPPR and submitted with the RPPR when it is submitted. The accuracy and completeness of the report is dependent on the accuracy of the personal profile information entered by appointees.

The trainee diversity data is requested in question B.4 of the Accomplishments section of the RPPR. Only those grants that require a diversity report and have available data in xTrain will show the option for generating a diversity report. If you have used xTrain to make appointments, trainee data exists in xTrain.

Tip: You might see budget periods on the training roster that lack the Generate Trainee Diversity Report link. This might be because those periods are supplements. Diversity report data for supplements is reported only on the parent grant RPPR. For example, if you see a grant number ending with "15" and below it is the same grant number ending with "15S1", the diversity link would appear only for the parent grant that ends with "15".

See:

Initiating a Diversity Report

Submitting the Diversity Report

Viewing or Resubmitting the Diversity Report

Initiating a Diversity Report

You can initiate the generation of a diversity report either from the Trainee Roster screen of xTrain or from the RPPR (Accomplishments section, question B.4), as shown below:

Generate Trainee Diversity Report link in xTrain Trainee Roster

Generate the Trainee Diversity Report link in RPPR

Generate the Trainee Diversity Report link in question B.4 of RPPR

Submitting the Diversity Report

When you submit the diversity report, you submit it to the RPPR, meaning it is now part of the RPPR submission package. Submission of the RPPR itself is a separate process that comes later. Once the RPPR itself is submitted, the diversity report can no longer be regenerated or resubmitted to the RPPR, as it is part of the RPPR that has been submitted to the Agency.

NOTE: If you go to the Trainee Diversity Report and see a message at top that the report was last submitted by [user] for the RPPR on [date], that means someone has previously submitted the report to the RPPR. If the RPPR was submitted after that date, you can no longer re-submit this report, as it was submitted as part of the RPPR submission.

To generate the report and attach it to the RPPR:

  1. Click the Generate Trainee Diversity Report, either on the Trainee Roster screen of xTrain, or under question B.4 of the RPPR. In either case, you see Closed toggler arrowthe Trainee Diversity Report screen.
  1. Check the data, and if you feel it is accurate and complete, click the Submit to RPPR button at the bottom of the report. A Submission Confirmation popup appears.
  1. Click the Submit button in the confirmation popup.
If the submit is successful, you are scrolled to the top of the screen where a green success message appears.
  1. To return to what you were doing, click the Go Back to Previous Page button at the bottom of the page.

Viewing or Resubmitting the Diversity Report

If the diversity report was previously submitted to the RPPR, but the RPPR itself is not yet submitted, then you can regenerate and resubmit the diversity report. Resubmitting the diversity report copies the new one that you just generated over the one existing in the RPPR. You can resubmit the diversity report to the RPPR anytime up until the RPPR itself is submitted; after RPPR submission you can only view the diversity report.

You can also view the version of the diversity report that is currently part of the RPPR submission package.

Viewing a diversity report that has already been submitted to the RPPR:

  1. Click the Generate Trainee Diversity Report, either on the Trainee Roster screen of xTrain, or under question B.4 of the RPPR. In either case, you see the Trainee Diversity Report screen:
View Diversity Report PDF button
If the diversity report for this grant has already been submitted, you see the View Diversity Report PDF button, shown above.
  1. Click View Diversity Report PDF to open the report in your system PDF viewer.

Resubmitting a diversity report that has already been submitted to the RPPR:

  1. Click the Generate Trainee Diversity Report, either on the Trainee Roster screen of xTrain, or under question B.4 of the RPPR. In either case, you see the Trainee Diversity Report screen:
View Diversity Report PDF button
If the diversity report for this grant has already been submitted, you see the View Diversity Report PDF button, shown above.

Tip: If you are not sure if the submitted report is the latest, view the PDF of the previously submitted diversity report and arrange it side-by-side with the generated diversity report in xTrain to compare.

  1. Scroll through the report, checking the data in the report, and click the Resubmit for RPPR button at the bottom of the screen.
Resubmit for RPPR button