Managing a Trainee Profile

Objective

To provide a clear and concise step-by-step guide for team members to effectively manage trainee records within the training program, ensuring accurate data entry and updates to enhance productivity and minimize errors.

Key Steps

1. Access Trainee Dashboard

   • Log in to the administrator account.

   • Navigate to the trainee management section.

   • Select the desired trainee (e.g., Harry Clark) to access their dashboard.

2. Update Trainee Profile

   • Profile Picture: Click on the profile picture section to upload or change the trainee's image.

   • Basic Information: Click on the "Basic Info" tab to edit:

     • Name

     • Credentials

     • Preferred Name

     • Pronouns

     • Professional and Personal Contact Information

     • Demographics

     • Training Grant Eligibility

3. Manage Training Records

   • Navigate to the "Training" tab.

   • Click "Edit" next to the training program to update:

     • Program affiliation

     • Cohort

     • Training type

     • Attendance dates

     • Project title

     • Affiliated school

     • Primary department

     • Internal institutional ID

   • To add mentors, use the IntelliSense tool to select from the researcher repository, then click "Add." To remove a mentor, click "Remove."

4. Record Education and Position History

   • Access the "Education" section to add or edit:

     • Degree

     • University

     • Field of Study

     • Degree Date

   • For "Position History," click "New Item" to enter:

     • Position Name

     • Employer

     • Begin and End Dates

     • Position Description

     • Position Category

5. Manage Publications and Funding

   • Publications: Currently, there are no publications. Future tutorials will cover how to add publications.

   • Funding: Click "New Item" to enter:

     • Research Project Title

     • Begin and End Dates

     • Project Sponsor

     • Grant Number

     • Award Type

     • Project PI and Role

     • Direct Costs

     • Brief Project Description

6. Record Honors, Awards, and Appointments

   • For Honors and Awards, click "New Item" to add:

     • Title

     • Dates

     • Brief Description

   • For Scientific Appointments, click "New Item" and specify:

     • Appointment Title

     • Begin and End Dates

     • Brief Description

7. Document Community Outreach and Professional Activities

   • Community Outreach: Click "New Item" to add:

     • Activity Name

     • Date

     • Estimated Hours

     • Brief Description

   • Professional Activities: Click "New Item" to record:

     • Activity Date

     • Activity Description

8. Log Lectures

   • Click "New Item" to add lecture details:

     • Lecture Date

     • Title

     • Location

9. Utilize Tools and Administration

   • Access "Tools and Administration" for:

     • Career Update Requests

     • Manage Profile Affiliations

     • Import Publications from PubMed

     • Import Funding from NIH Reporter

     • View Interaction History

     • Delete Trainee (if necessary)

Cautionary Notes

• Ensure all edits are saved before navigating away from the page.

• Double-check all entries for accuracy to prevent data discrepancies.

• Be aware of privacy policies when handling personal information.

Tips for Efficiency

• Use keyboard shortcuts where available to speed up navigation.

• Regularly review and update trainee records to maintain current information.

• Utilize the search function within the repository to quickly find mentors or publications.

• Schedule regular training sessions for team members to ensure everyone is familiar with the system updates and processes.

Link to Loom

https://loom.com/share/1ec6b46327db415493f31335a147fb89?src=composer