AIDS Education Training Centers (AIDS)

HRSA
AIDS EDUCATION AND TRAINING CENTERS
DATA COLLECTION MANUAL

HIV/AIDS Bureau
Health Resources and Services Administration
5600 Fishers Lane, Room 7-90
Rockville, MD 20857

Table of Contents
CHAPTER I: INTRODUCTION.....................................................................................................1
Purpose of Data Collection ....................................................................................................... 1
Overview of Data Collection Requirements ............................................................................. 2
Types of Forms ................................................................................................................... 2
Reporting Period ................................................................................................................. 2
Data File Format Standards ................................................................................................ 3
Where to Submit Data......................................................................................................... 3
Change in Contact Information........................................................................................... 3
CHAPTER II: NATIONAL DATA COLLECTION FORMS ........................................................4
Participant Information Form (PIF) .......................................................................................... 4
Event Record (ER).................................................................................................................... 6
CHAPTER III: NATIONAL DATABASE .....................................................................................9
General Instructions .................................................................................................................. 9
Closed-ended Question Items ............................................................................................. 9
Missing Values.................................................................................................................... 9
Other Data Collection Conventions .................................................................................... 9
Data File Names................................................................................................................ 10
Codebook .......................................................................................................................... 10
Participant Information Form (PIF) ........................................................................................ 11
Event Record (ER).................................................................................................................. 15
Quality Assurance Procedures and Checklist ......................................................................... 19
CHAPTER IV: GLOSSARY.........................................................................................................20
EVENT RECORD .................................................................................................................. 20
Collaborating Organizations ............................................................................................. 20
Federal Initiatives.............................................................................................................. 23
Training Levels ................................................................................................................. 23
Training Modality/Training Resources............................................................................. 24
PARTICIPANT INFORMATION FORM ............................................................................. 24
Race/Ethnicity................................................................................................................... 24
Profession/Discipline and Functional Roles...................................................................... 25
CHAPTER V: FREQUENTLY ASKED QUESTIONS AND FURTHER ASSISTANCE .........26
For Further Assistance ............................................................................................................ 28
Revisions to Forms and Manuals............................................................................................ 28

AETC Data Collection Manual

Chapter I: Introduction

CHAPTER I: INTRODUCTION
The AIDS Education and Training Centers (AETCs) are required to collect and submit data files
on an annual basis. These data sets provide information on the AETCs’ activities and are
submitted to a data contractor selected by the Health Resources and Services Administration
(HRSA), HIV/AIDS Bureau (HAB).
This manual provides the information needed for the AETCs to comply with the data collection
requirements. Specifically:
•

Chapter 1 provides an overview of the data collection and its purpose.

•

Chapter 2 provides a detailed review of the two forms and instructions for
completing them. This information may be useful to training staff that administer
the Participant Information Forms and complete the event record form for the
programs conducted.

•

Chapter 3 gives detailed instructions for assembling the two required data sets,
including variable names, coding conventions, and file formats.

•

Chapter 4 contains definitions of terms used in these forms, and, in some cases,
instruction on how to categorize certain events.

•

Chapter 5 contains frequently asked questions and answers and provides information on
obtaining further technical assistance.

Purpose of Data Collection
The goal of national data collection efforts is to create a uniform set of data elements that will
produce an accurate summary of the national scope of AETC professional training, consultation,
and technical assistance events. The elements forming the national database have been selected
for their relevance in documenting the AETCs’ efforts in achieving the program’s stated goals—
to improve the care of people living with HIV/AIDS by providing education, training, clinical
consultation, technical assistance, and other forms of support to clinicians and other providers
serving this population. HAB/HRSA needs this information to respond to requests from within
the Department of Health and Human Services (HHS), Congress, and others.
The national data elements also are intended to be a meaningful core set of elements that
individual AETC programs can use in program and strategic planning. Each AETC can collect
additional data—using other forms that they create—to address specific training activities or
other data collection needs.
A Federal agency may not conduct or sponsor, and a person is not required to respond to, a
collection of information unless it displays a currently valid OMB number. The OMB control
number for this project is 0915-0281. Public reporting burden for this collection of information is
estimated as follows: 12 minutes for completion of the PIF or ER and 768 hours per year for the
remaining AETC recordkeeping. This estimate includes the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information.

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AETC Data Collection Manual

Chapter I: Introduction

Overview of Data Collection Requirements
Types of Forms
The two forms used by the AETC to depict their activities include the following:
•

The Event Record (ER) gathers information on each activity, including topics covered,
number of people trained, type of training conducted, training modality, length of training,
and collaborations with other organizations.

•

The Participant Information Form (PIF) captures information from the individuals who
attend an event—including their profession, employment setting, and the characteristics
of the HIV-infected population they serve.

The National Evaluation AETC at Columbia University led a collaborative process to develop
the forms during the period 1999–2003. A second collaborative process was initiated by HRSA
in the summer of 2006 to change the forms to better reflect reporting needs. HRSA and the
AETC Data Workgroup met throughout the summer of 2006. The end result is that the five
original forms were condensed to two forms: an Event Record form (ER) and a Participant
Information Form (PIF). The types of information requests that HRSA receives requires the data
elements listed below:
•

Unduplicated count of all training, consultation, and technical assistance encounters.

•

Unduplicated count of individuals receiving AETC professional training, consultation,
and technical assistance encounters.

•

Number of hours of AETC training events, consultations, and technical assistance
encounters.

•

Count of trainees who treat and manage the medical care of people with HIV.

•

Proportion of trainees who care for underserved minorities and vulnerable populations.

•

Proportion of AETC trainees employed by Ryan White CARE Act funded agencies.

•

AETC use of various training modalities, including distance learning, clinical
consultation, Internet-based instruction, and technical assistance.

•

AETC contribution to improved access to medical care for underserved and vulnerable
populations by increasing the capacity of medical care providers available to care for
HIV-infected patients.

•

Number of offerings on specific topics, including clinical management of HIV disease,
highly active antiretroviral therapy (HAART), state-of-the-art antiretroviral therapy, and
technical assistance designed to increase capacity.

Reporting Period
Reporting for the AETC activities covers the period July 1 through June 30, regardless of fiscal year.
Even if your fiscal year does not begin on July 1 and end on June 30, your data must still be reported and
submitted for the July 1– June 30 time period. Data sets are due July 31, one month after the end of the
reporting period (or the last business day in July). No other submissions are required at this time.
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Chapter I: Introduction

Data File Format Standards
Each AETC will submit two data sets once a year. Files should be submitted in SPSS
or MS Excel. If your AETC cannot deliver files in one of these two formats, contact HAB to
discuss acceptable formats.
Data sets that do not conform to the standards and quality set forth in this document will be
returned to the AETC for revision and resubmission. Resubmission time periods will be brief.
Where to Submit Data
Data files must be uploaded to HRSA’s server via a secure Web link. There is a link to this server
on the AETC Web site.
All files should be scanned for viruses prior to submission. Any files received with viruses will
be returned.
Change in Contact Information
Staff at SAIC, the current OIT contractor for HRSA’s HIV/AIDS Bureau, may send occasional
reminders and updates regarding changes to the AETC data collection and reporting process.
Therefore, it is imperative that AETCs inform HAB of any changes in key contact people or
contact information.

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AETC Data Collection Manual

Chapter II: National Data Collection

CHAPTER II: NATIONAL DATA COLLECTION FORMS
This section reviews each item on the forms. It also discusses issues related to coding or
exceptions to “acceptable values” for each item.
Participant Information Form (PIF)
All participants should complete a Participant Information Form (PIF) at the start or conclusion
of an event.
PIF Item 1: Unique Participant ID
Many participants may hesitate or refuse to provide the information required to create a unique
ID number (day and month of birth and last four digits of their Social Security number).
Therefore, it is vitally important that training staff verbally emphasize that this information is the
only way that the AETC can maintain an unduplicated count of trainees. Trainers also should
emphasize that the purpose of this information is to construct a Participant ID and track repeat
attendance; it cannot be used to identify an individual. Documenting the number of individuals
attending multiple events throughout the AETC demonstrates to Congress that the center is
successfully engaging professionals on a continuing basis and providing up-to-date information
on topics pertinent to those treating people living with HIV/AIDS.
The Participant ID will be constructed using the participant’s month and day of birth, and the last
four digits of his or her Social Security number. The format will be eight digits.
PIF Item 2: Date of Training
This item is the date of the event. Events that occur over multiple days should use the date of the
last session of the event. This date must match the date of the corresponding event record.
PIF Item 3: Primary Profession/Discipline
Participants are to select only one answer to this question. If participants do not see their
profession specifically listed, they may choose “Other (specify)” and write in their profession. If
a person is currently not working, ask that person to choose the profession in which he or she last
worked or the profession in which he or she is now looking for a job.
PIF Item 4: Primary Functional Role
Participants select only one answer for this question. This question is asking the participants
what they actually do at work. For example, a physician may be a clinician or an administrator or
both; HRSA wants to know the participant’s primary role or what he or she spends the most time
performing. Again, participants have the option of selecting “Other (specify)” and writing in an
answer.
PIF Item 5: Principal Employment Setting
Participants select only one answer for this question. Again, it is the setting in which the
participant spends the majority of his or her working time. For example, a participant who works
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Chapter II: National Data Collection

in a hospital and a substance abuse clinic should check the setting in which he or she spends 51
percent or more of working time.
PIF Items 6a and 6b: Primary Setting/Zip Code
This question asks if the participant’s primary employer is located in an urban, suburban, or rural
area and also requests the five-digit zip code. Participants should select only one geographic area.
This will help HRSA identify participants who work in medically underserved communities.
Participants should leave these items blank if they are not working or are students/graduate
students with no patient contact.
PIF Item 7: Faith-Based Organization
The participants are asked to indicate whether or not their principal employer is a faith-based
organization (See Chapter IV, Glossary, for definition). Participants should leave this item blank
if they are not working or are students/graduate students with no patient contact.
PIF Item 8: Ryan White CARE Act Funding
The participants are asked to indicate whether or not their principal employer receives CARE
Act funds. If they do not know whether their employer receives Ryan White funding, they should
provide the full name of their employer in the space provided. This question is asking for the
name of the organization, not a person. Please ask the participants to use full organization names,
not initials or abbreviations. For example, write Columbia Presbyterian Medical Center, not
CPMC. Participants should leave this item blank if they are not working or are students/graduate
students with no patient contact. (For more guidance, see Chapter 5, FAQ, q. 3.)
PIF Item 9: Ethnic Background
Participants are asked to indicate if they are of Hispanic, Latino/a, or Spanish origin.
PIF Item 10: Racial Background
This is the only question on the PIF where participants may choose more than one answer.
Participants should select all racial backgrounds with which they identify. [Note: The format of
questions 9 and 10 has been determined by the Office of Management and Budget (OMB) to
ensure a standard format for all federal data collections.]
PIF Item 11: Gender
Participants are asked to select only one answer to this category.
PIF Item 12: Direct Provision of Services to Clients/Patients
This yes/no question asks if care providers or clinicians–not the employer–provide direct
services to clients/patients If the response is “Yes,” participants should continue with Item 13. If
participants answer “No,” they should not complete the remaining questions on this form.

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Chapter II: National Data Collection

PIF Item 13: Direct Provision of Services to HIV-Infected Clients/Patients
This yes/no question ask if care providers or clinicians provide direct services to HIV-infected
clients/patients. If the response is “Yes,” participants should continue to complete the remaining
questions on this form. Participants should answer “No/Don’t Know” if they neither provide
direct services to HIV-infected individuals nor know the status of their clients.
PIF Item 14: Number of Years Providing Direct Services to HIV-Infected Individuals
The participants are asked to indicate the number of years they have provided services to HIVinfected individuals. They should round months up to the next year (e.g., 4 years and 5 months
should be reported as 5 years).
PIF Item 15: Number of HIV-Infected Patients
This question asks the participants to estimate the number of HIV+ clients/patients they
personally provide services to in an average month. If “None” is selected, then Item 14 should
remain blank and Item 13 should be answered “No/Don’t Know.” Trainers should check for
agreement between Item 15 and Items 13 and 14; trainers will need to recode answers to 13 and
14 accordingly.
PIF Items 16–18: Specific Populations
The remaining questions ask participants who have direct client/patient care responsibilities to
estimate the percentage of their HIV+ clients/patients that are racial/ethnic minorities, women,
and the percentage on antiretroviral therapy. These estimates should be based on the past year of
the participant’s services to HIV-infected clients/patients.
PIF Office Use Only
Each PIF must have an AETC code, sub-site code, and program number. (The sub-site code and
Program ID must form a unique combination for each separate event. There must be a record in
the ER data set that corresponds to this code.)
The agency variable is still an optional element and will not be collected for national data
reporting. The last item of this section asks if the agency associated with the participant receives
CARE Act funding. This item should be coded by the office staff for those PIFs where the
participants indicated that they “Don’t Know” if their employer is a CARE Act grant recipient
and, instead, supplied the employer’s name in the space provided.
Event Record (ER)
Each trainer completes an ER form at the end of an event.
ER Item 1: Event Date
This item is the date of the event. Programs that occur over multiple days should use the date of
the last session of the event. The date needs to match the date on corresponding Participant
Information Forms.

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Chapter II: National Data Collection

ER Item 2: Training Topics
Fill in the circle to the left of each topic that was covered in the event. If “Other Population” is
selected, the trainer must write in an answer.
ER Item 3: Support from Federal Initiatives
Indicate if funds from any of the initiatives identified helped to support this event. The trainer
may select all that apply and, if appropriate, “None of the above.”
ER Item 4: Collaborating Organizations
Fill in the circle next to the name/type of organization with which the AETC had a collaborative
agreement to conduct this event. Select all that apply.
Options include “Other AETCs,” “Other Training Centers,” (e.g., SAMHSA’s ATTCs or CDC’s
Prevention Training Center, Regional Training Center or TB Training Center) and “Other
Agencies.” Select “None,” if appropriate. This question will determine how often an AETC
works in collaboration with another organization to finance, plan and execute a training event.
Joint sponsorship must include financial or AETC personnel time contribution.
If two or more AETCs jointly sponsor a training event, they should decide ahead of time which
AETC will collect the PIFs. That AETC should send the PIFs to HRSA and indicate on the ER
which AETC jointly sponsored the event.
The AETCs that do not collect the PIFs should not send any PIFs to HRSA for that jointly
sponsored event. They should still fill out an ER and make sure that the program ID matches the
program ID used by the AETC that is sending the PIFs to HRSA. They should also make sure to
fill out Item 4, so it reflects the collaboration with the other AETC(s).
For site-specific runs, HRSA will use the PIFs sent in by a site as well as any PIFs collected by
another AETC during jointly sponsored events. Therefore, it is very important that Item 4 is
filled out accurately.
ER Item 5: Number of Participants
Enter the number of participants or download sites that participated in the event. When there are
multiple AETC collaborators on an event, they should work out an equitable arrangement to
allocate attendance that avoids duplicate counts.
ER Item 6: Number of PIFs
Enter the number of PIFs collected from participants.
ER Item 7: Length of Session (Event)
The trainer has the option of assigning hours to five different levels of training for the same
event. (See Chapter IV: Glossary, for an explanation of training levels.) The trainer may
distribute the training hours to the nearest quarter hour across all training levels. For example,
12¼ hours should be written as 12.25.
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Chapter II: National Data Collection

ER Item 8: Training Modalities
The trainer should select all training modalities or technologies used in this event.
ER Office Use Only
Each ER must have an AETC code, sub-site code, and Program ID. The sub-site codes and
Program ID are assigned by the AETC. The sub-site code and Program ID must form a unique
combination for each separate event. There must be a record in the PIF data set that corresponds
to this code. The AETC code, sub-site code, and Program ID must match the corresponding PIF
records.

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AETC Data Collection Manual

Chapter III: National Database

CHAPTER III: NATIONAL DATABASE
This chapter provides information on variable names, coding conventions, and standards for
creating data sets for each form. Each AETC will submit two data files—one for each form.
General Instructions
Closed-ended Question Items
For closed-ended question items, only one response is allowed, unless instructed otherwise. For
the race question on the PIF, the respondent should choose all that apply. Several questions on
the ER allow multiple responses.
Missing Values
Unless otherwise noted in the codebook, a system missing (.) should be assigned for all numeric
variables, when an item is left blank. For all string variables, a blank or null character string will
indicate missing values (unless otherwise noted in the codebook). Other user-defined missing
values (e.g., 9 or 99) will be regarded as out-of-range values for the purposes of national quality
assurance. The data will be returned to the AETC for correction. In general, only the Participant
Information Form should have unanswered items because AETC staff and consultants should
complete the ER.
Other Data Collection Conventions
• A correct AETC code number must be included for every record. These codes are as
follows:
1 – Delta
2 – Florida/Caribbean
4 – Midwest
5 – Mountain Plains
6 – National Minority
8 – New England
•
•
•

10 – New York/New Jersey
11 – Northwest
12 – Pacific
13 – Pennsylvania/Mid-Atlantic
15 – Southeast
16 – Texas/Oklahoma

AETCs must assign a sub-site number for each local performance site and use the subsite number in each data record for that site. Updated lists of sub-site codes should be
submitted with the data files.
AETCs must assign unique ID numbers to each event. The combination of the sub-site
number and this ID number must be unique.
Participants should be instructed to read the directions carefully and complete each item
on the form that applies to their role. In addition, to help insure accurate responses, they
should be given the "Instructions for completing the PIF" document.

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Chapter III: National Database

Data File Names
Data from each form type should be submitted as a separate data file using the following naming
convention: aaaxxyy. Where:
•

aaa is the form name (PIF, ER).

•

xx is your assigned AETC code number (see previous page).

•

yy indicates the last two digits of the fiscal year. The fiscal year begins July 1 and ends
June 30. The year ending June 30, 2007 is fiscal year 07.

For example, a data submission from Texas/Oklahoma would be: PIF1607, ER1607.
Codebook
The next few pages present the coding conventions and variable names that should be used in
creating the annual data file submissions.

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Chapter III: National Database

Participant Information Form (PIF)
Codebook: Participant Information Form (27 variables)
No.

Field Description

Field
Name

Type

Length

1

Unique Participant ID

pif_id

numeric

8

2
3

Date of Event
Profession/Discipline

pifdate
Pif3

date
numeric

8
2

4

Primary Functional Role

Pif4

numeric

2

Coding
To create your unique ID number, use the month of your birth, the
day of your birth, and the last four digits of your Social Security
number. For example, May 29, 123-45-6789 has the ID number
05296789.
(mm/dd/yy)
1 – Dentist
9 – Clergy/Faith–Based
2 – Other Dental
Professional
Professional
10 – Dietitian/Nutritionist
3 – Nurse Practitioner
11 – Health Educator
4 – Other Advanced Practice 12 – Mental Health Professional
Nurse
13 – Public Health Professional
5 – Nurse
14 – Social Worker
6 – Pharmacist
15 – Substance Abuse
7 – Physician
Professional
8 – Physician Assistant
16 – Other (specify)
1 – Administrator
6 – Intern/Resident
2 – Agency Board Member
7 – Researcher
3 – Care Provider/
8 – Student/Graduate Student
Clinician
9 – Teacher/Faculty
4 – Case Manager
10 – Other (specify)
5 – Client/Patient Educator

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No.

Field Description

Chapter III: National Database

Field
Name

Type

Length

Coding

5

Principal Employment Setting

Pif5

numeric

2

1 – Academic Health
Center
2 – Community Health
Center
3 – Family Planning
4 – HIV Clinic
5 – Hospital-Based Clinic
6 – Indian Health
Services/Tribal
7 – Infectious Disease
8 – Maternal/Child Health
9 – Mental Health
10 – Rural Health
11 – Sexually Transmitted
Disease
12 – Substance Abuse
1 – Rural
2 – Suburban
3 – Urban

6

Location of Primary Employment
Setting

Pif6a

numeric

1

7

Pif6b

string

5

Five-digit zip code, 00000-99999; leave blank for not working.

8

Zip Code of Principal
Employment
Faith-based organization

Pif7

numeric

2

0 – No
1 – Yes
9 – Do not know

9

Ryan White CARE Act Funding

Pif8

numeric

1

10

Hispanic/Latino/a Background

Pif9

numeric

1

11
12

American Indian/Alaska Native
Asian

Pif10_1
Pif10_2

numeric
numeric

1
1

0 – No
1 – Yes
9 – Do not know
0 – No
1 – Yes
0 – No
1 – Yes

13 – College/University
14 – Community-Based
Organization
15 – Correctional Facility
16 – HMO/Managed Care
Organization
17 – Hospital/ER
18 – Military/VA
19 – Private Practice
20 – State/Local Health Dept.
21 – Non-Health
22 – Other Primary Care
99 – Not Working (skip to Item 9)

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No.
13
14
15
16
17
18
19
20

21
22
23
24

Chapter III: National Database

Field
Name

Type

Black or African American
Native Hawaiian/ Other
Pacific Islander
White
Gender

Pif10_3
Pif10_4

numeric
numeric

1
1

Pif10_5
Pif11

numeric
numeric

1
1

Provision of Services to
Clients/Patients
Provision of Services to HIVInfected Clients/Patients
Number of Years Providing
Services to HIV-Infected
Individuals
Number of HIV+ Patients

Pif12

numeric

1

Pif13

numeric

1

Pif14

numeric

2

Pif15

numeric

1

Special Population (Racial/Ethnic
Minority)
Special Population (On ART)

Pif16

numeric

1

Pif17

numeric

1

Special Population (Women)
Original number of AETC
program

Pif18
Aetc

numeric
numeric

1
2

Field Description

Length

Coding

1 – Female
2 – Male
3 – Transgender
0 – No (Stop here. You are done with this form.)
1 – Yes
0 – No (Stop here. You are done with this form.)
1 – Yes
## – How many years providing services directly to HIVinfected clients/patients. (2-digit number)
0 – None
1 – 1–9
2 – 10–19
3 – 20–49
4 – 50+
0 – None
1 – 1–24%
2 – 25–49%
3 – 50–74%
4 – ≥75%
1 − Delta
2 − Florida/Caribbean
4 − Midwest
5 − Mountain Plains
6 − National Minority
8 − New England
10 − New York/New Jersey

11 − Northwest
12 − Pacific
13 − Pennsylvania/MidAtlantic
15 − Southeast
16 − Texas/Oklahoma

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No.
25

Field Description

Chapter III: National Database

Field
Name

Type

Length

Coding

Subsite

numeric

3

### Submit list of sub sites and corresponding (up to 3-digit) number.

26

Sub-site number of AETC
program
Program ID

prog_id

numeric

8

27

Ryan White CARE Act funded

Careact

numeric

1

Number assigned by each AETC for each event. The sub-site code
and Program ID must form a unique combination for each separate
event. There must be a record in the ER data set that corresponds to
this code.
0 – No
1 – Yes

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Chapter III: National Database

Event Record (ER)
Codebook: Event Record (94 variables)

No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26

Field Description
Event Date
Adherence
Antiretroviral Therapy
Non-ART Treatment
Basic Science/Epidemiology
Clinical Manifestations of HIV Dis.
Co-Morbidities
HIV Routine Laboratory Tests
Hepatitis A,B,C
Nutrition
Opportunistic Infections
Oral Health
Post Exposure Prophylaxis
Resistance
Routine Primary Care Screenings
Agency Needs Assessment
Community Linkages
Cultural Competence
Education Development/Delivery
Grant Issues
Health Literacy
Health Care Development/Clinical
Service Coordination
Health Care Org. & Finances
HIPAA/Confidentiality
Quality Improvement
Resource Allocation

Field
Name

Type

Length

erdate
Er2_1
Er2_2
Er2_3
Er2_4
Er2_5
Er2_6
Er2_7
Er2_8
Er2_9
Er2_10
Er2_11
Er2_12
Er2_13
Er2_14
Er2_15
Er2_16
Er2_17
Er2_18
Er2_19
Er2_20
Er2_21

Date
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric

8
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1

Er2_22
Er2_23
Er2_24
Er2_25

numeric
numeric
numeric
numeric

1
1
1
1

Coding
(mm/dd/yy)
0 – No; 1 – Yes

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No.
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57

Field Description
Technology
HIV Risk Assessment
Risk Reduction
Routine HIV Testing
Mental Health
Substance Abuse
Adolescent (Ages 13–24)
Children (Birth–12)
Gay/Lesbian/Bisexual/
Transgender
Homeless/Unstably Housed
Immigrant/Border Populations
Incarcerated Individuals
People Over 50 Years of Age
Racial/Ethnic Minorities
Rural Populations
Women
Other Populations (specify)
No Initiative
American Indian/Alaskan Native
Border Health Initiative
Minority AIDS Initiative (MAI)
None
Delta
FL/Caribbean
Midwest
Mtn. Plains
New England
NY/NJ
Northwest
Pacific
PA/Mid-Atlantic

Chapter III: National Database

Field
Name

Type

Length

Er2_26
Er2_27
Er2_28
Er2_29
Er2_30
Er2_31
Er2_32
Er2_33
Er2_34

numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric

1
1
1
1
1
1
1
1
1

Er2_35
Er2_36
Er2_37
Er2_38
Er2_39
Er2_40
Er2_41
Er2_42
Er3_0
Er3_1
Er3_2
Er3_3
Er4_0
Er4_1
Er4_2
Er4_3
Er4_4
Er4_5
Er4_6
Er4_7
Er4_8
Er4_9

numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric
numeric

1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1

Coding

0 – No; 1 – Yes

0 – No; 1 – Yes

0 – No; 1 – Yes

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AETC Data Collection Manual

No.
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73

74
75
76
77
78
79
80
81
82

Field Description
Southeast
TX/OK
Ntl. Clinicians Consult.Ctr. (NCCC)
Ntl. Minority AETC
Ntl. Resource Ctr.
Ntl. Evaluation Ctr.
Addiction Technology Transfer
Center (ATTC)
Area Health Ed. Center (AHEC)
Prevention Training Center (PTC)
Regional Training Center (RTC)
TB Training Center
AIDS Community-Based
Organization
College/University/Health
Professions School
Faith-Based Organization
Community Health Center
Historically Black College or
University (HBCU)/Hispanic
Serving Institution/Tribal College or
University
Hospital/Hospital-Based Clinic
Ryan White Care Act Funded
Program
# of Participants
# of PIFs collected
Didactic Presentation
Skills Building
Clinical Training
Group Clinical Consultation
Individual Clinical Consultation

Chapter III: National Database

Field
Name

Type

Length

Er4_10
Er4_11
Er4_12
Er4_13
Er4_14
Er4_15
Er4_16

numeric
numeric
numeric
numeric
numeric
numeric
numeric

1
1
1
1
1
1
1

Er4_17
Er4_18
Er4_19
Er4_20
Er4_21

numeric
numeric
numeric
numeric
numeric

1
1
1
1
1

Er4_22

numeric

1

Er4_23
Er4_24
Er4_25

numeric
numeric
numeric

1
1
1

Er4_26
Er4_27

numeric
numeric

1
1

Er5
Er6
Er7_1
Er7_2
Er7_3
Er7_4
Er7_5

numeric
numeric
numeric
numeric
numeric
numeric
numeric

4
4
4
4
4
4

Coding

0 – No; 1 – Yes

Up to 4 digits
Up to 4 digits
Total Hours of event to nearest quarter hour. Up to 4 digits.
(For example, 15.25 may be entered for 15 hours 15 minutes.)
4
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AETC Data Collection Manual

No.
83
84
85

Field Description

Chapter III: National Database

Field
Name

Type

Length

Er7_6
Er8_1
Er8_2

numeric
numeric
numeric

1
1

86
87
88
89
90
91
92

Technical Assistance
Chart/Case Review
Clinical Preceptorship/MiniResidency
Computer-based
Conference Call /Telephone
Lecture/Workshop
Role Play/Simulation
Self Study
Telemedicine
Original number of AETC program

Er8_3
Er8_4
Er8_5
Er8_6
Er8_7
Er8_8
Aetc

numeric
numeric
numeric
numeric
numeric
numeric
numeric

1
1
1
1
1
1
2

93

Sub-site number of AETC program

Sub site

numeric

3

94

Program ID

prog_id

numeric

8

Coding

4
0 – No; 1 – Yes

11 − Northwest
1 − Delta
12 − Pacific
2 − Florida/Caribbean
13 − Pennsylvania/Mid4 − Midwest
Atlantic
5 − Mountain Plains
15 − Southeast
6 − National Minority
16 − Texas/Oklahoma
8 − New England
10 − New York/New Jersey
Submit list of sub-sites and corresponding (up to 3-digit)
number.
Number assigned by each AETC for each event. The sub-site
code and Program ID must form a unique combination for
each separate r event. There must be a record in the PIF data
set that corresponds to this code.

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February 2007
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AETC Data Collection Manual

Chapter III: National Database

Quality Assurance Procedures and Checklist
HAB’s OIT contractor will confirm receipt of data files within 48 hours. The data submission
will then be reviewed for compliance with the instructions provided above. If any of the items
below are incorrect, then the files will not be submitted. Corrections will have to be made, files
re-uploaded. Submission cannot occur until all files are error-free.
… All files are free from viruses.
… A completed list of all Sub-sites is included with the submission.
… Both data sets are present.
… Data sets are named according to the conventions provided at the beginning of this
chapter.
… All variables are named according to the codebook presented above.
… All variables are present.
… All variables have values with acceptable ranges, as defined in the codebooks.
… All files pass the data quality checks and are free of errors.
… At the request of HAB, a sample of the answers written in the blank for “Other (specify)”
will be provided.

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February 2007
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AETC Data Collection Manual

Chapter IV: Glossary

CHAPTER IV: GLOSSARY
EVENT RECORD
Collaborating Organizations
(This section provides definitions of organizations that helped support an event. See ER Item 4.)
AIDS Community-Based Organization is an agency that provides professional and volunteer
services to people living with HIV/AIDS.
Addiction Technology Transfer Centers (ATTC) are dedicated to identifying and advancing
opportunities for improving addiction treatment. The Centers are funded by SAMHSA to
upgrade the skills of existing practitioners and other health professionals and to disseminate
the latest science to the addiction treatment community.
Area Health Education Centers are programs that use university resources to provide
educational services to students, faculty, and practitioners in underserved areas and, at the
same time, improve the delivery of health care in the service area.
College/University/Health Profession Schools provide training necessary to become health
care service providers (e.g., medical school, nursing school, dental school, medical
technicians).
Community Health Centers include federally and/or state funded community or migrant
health centers that provide a range of medical and mental health services to people regardless
of their ability to pay.
Faith-Based Organizations are owned and operated by a religiously affiliated entity, such as
a Catholic hospital.
Historically Black College or University (HBCU)/Hispanic Serving Institution
(HIS)/Tribal College or University are institutions of higher learning whose primary mission
is to serve specific minority populations.
•

HBCU is a designation of a “historically black college or university that was established
prior to 1964, whose principal mission was, and is, the education of black Americans, and
that is accredited by a nationally recognized accrediting agency or association determined
by the Secretary [of Education] to be a reliable authority as to the quality of training
offered or is, according to such an agency or association, making reasonable progress
toward accreditation.”

•

HSIs are colleges or universities whose enrollment at a college or university must have at
least 25 percent full-time, Hispanic undergraduate student enrollment and at least 50
percent of its Hispanic student population must be low income.

•

Tribal Colleges are located on federal trust territories and were created in response to the
higher education needs of American Indians, and generally serve geographically isolated
populations that have no other means accessing education beyond the high school level.
Tribal Colleges combine personal attention with cultural relevance, to encourage
American Indians – especially those living on reservations – to overcome the barriers
they face to higher education.
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AETC Data Collection Manual

Chapter IV: Glossary

Hospital or Hospital-Based Clinic includes ambulatory/outpatient care departments or
clinics, rehabilitation facilities (physical, occupational, speech), hospice programs, substance
abuse treatment programs, STD clinics, AIDS clinics, and inpatient case management service
programs.
Centers for Disease Control and Prevention (CDC) is an agency of the U.S. Department of
Health and Human Services, is recognized as the lead Federal agency for protecting the
health and safety of the people –at home and abroad, providing credible information to
enhance health decisions, and promoting health through strong partnerships. CDC serves as
the national focus for developing and applying disease prevention and control, environmental
health, and health promotion and education activities designed to improve the health of
people in the U.S. CDC programs include the Prevention Training Centers (PTC) and TB
Education and Training Network (TB).
HIV/AIDS Bureau (HAB) is the bureau within HRSA that administers the Ryan White
CARE Act.
HHS Office of Population Affairs (OPA) serves as the focal point to advise the Secretary
and the Assistant Secretary for Health on a wide range of reproductive health topics,
including adolescent pregnancy, family planning, sterilization, and other population issues.
There are Regional Training Centers (RTC) associated with the Office.
Health Resources and Services Administration (HRSA) is the access agency of the U.S.
Department of Health and Human Services. Its mission is to improve and expand access to
quality health care for all. HRSA assures the availability of quality health care to low income,
uninsured, isolated, vulnerable, and special needs populations.
National Clinicians’ Consultation Center (NCCC) is an AETC clinical resource for health
care professionals from the University of California San Francisco at San Francisco General
Hospital. The center offers health care providers with a national resource to obtain timely,
expert and appropriate responses to clinical questions related to: Treatment of persons with
HIV infection (“WARMLINE”: 800-933-3413), Health care worker exposure to HIV and
other blood-borne pathogens (PEPline: 888-448-4911), Treatment of HIV-infected pregnant
women and their infants.
National Evaluation Center is responsible for program evaluation activities, including
assessing the effectiveness of the AETCs’ education, training, and consultation activities.
National Minority AETC, provides capacity building, education, training, support, and
advocacy to minority and minority-serving health care providers to improve the quality of
care delivered to individuals within communities of color that are diagnosed with HIV/AIDS.
National Resource Center supports the training needs of the regional AETCs through
coordination of HIV/AIDS training materials, rapid dissemination of new treatment advances
and changes in treatment guidelines, and critical review of available patient education
materials. It is a Web-based HIV/AIDS training resource (www.aids-ed.org/).
Office of Management and Budget (OMB) sets performance measures for Federal
government programs and also approves all systematic collections of information from the
public that are sponsored by the Federal government.
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AETC Data Collection Manual

Chapter IV: Glossary

Prevention Training Center (PTC), the National Network of STD/HIV Prevention Training
Centers, is a CDC-funded group of regional centers created in partnership with health
departments and universities. The PTCs are dedicated to increasing the knowledge and skills
of health professionals in the areas of sexual and reproductive health. The network provides
health professionals with a spectrum of state-of–the-art educational opportunities, including
experiential learning with an emphasis on prevention.
Regional Training Center (RTC) is an outlet for the information released by the National
Resource Center. Supported by the National Resource Center, the RTC are extensions of the
AETC program. There are 14 centers across the country, Caribbean, and Puerto Rico.
Ryan White CARE Act Funded Programs or CARE Act is an abbreviation for the Ryan
White Comprehensive AIDS Resources Emergency Act, which funds HIV services
domestically. Specific programs under the CARE Act include:
o Title I provides emergency assistance to Eligible Metropolitan Areas (EMAs) that are
most severely affected by the HIV/AIDS epidemic.
o Title II provides grants to all 50 States, the District of Columbia, Puerto Rico, and
several territories to provide health and support services to people affected by the
disease. Title II includes the AIDS Drug Assistance Program.
o Title III (Early Intervention Services) funds community-based organizations and
health centers to provide comprehensive HIV/AIDS services. Title III also provides
capacity building grants to eligible organizations.
o Title IV serves women, infants, children and youth living with HIV disease and
addresses the specific needs of these populations.
o Special Projects of National Significance (SPNS) program advances knowledge and
skills in the delivery of health and support services to underserved populations
diagnosed with HIV infection. SPNS grants fund innovative models of care and
support the development of effective delivery systems for HIV care. The SPNS
Program is considered the research and development arm of the Ryan White CARE
Act. Initiatives include the Border Health Initiative, Native American, and Prevention
with Positives.
Substance Abuse and Mental Health Services Administration (SAMHSA), an agency of the
U.S. Department of Health and Human Services, was created to focus attention, programs,
and funding on improving the lives of people with or at risk for mental health and substance
abuse disorders.
Tuberculosis Education and Training Network (TB ETN), funded by the CDC, brings TB
professionals together to network, share resources, and build education and training skills.
Currently, membership includes representatives from TB programs, correctional facilities,
hospitals, nursing homes, Federal agencies, universities, the American Lung Association,
National TB Model Centers, and other U.S. and international organizations interested in TB
education and training issues.
TB Training Center provides medical consultation within each Center’s region. As part of
their first year activities, the Tuberculosis (TB) Regional Training and Medical Consultation
Centers (RTMCCs) conducted extensive needs assessments to determine TB education and
training resources and needs in their regions.
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AETC Data Collection Manual

Chapter IV: Glossary

Federal Initiatives
American Indian/Alaska Native Initiative integrates substance abuse and mental health
services with HIV primary health care for American Indian and Alaska Native communities.
It is designed for people who are HIV-positive or at risk for HIV infection with comorbidities of substance abuse (including alcohol), sexually transmitted infections and/or
mental illness.
Border Health Initiative (BHI) supports community-based organizations and public health
agencies along the California-Baja California border in order to respond to public health
challenges and improve access to quality health services for border communities.
Minority AIDS Initiative (MAI) is a national HHS initiative that provides special resources
to reduce the spread of HIV/AIDS and improve health outcomes for people living with HIV
within communities of color. This initiative was enacted to address the disproportionate
impact of the disease in such communities. It was formerly referred to as the Congressional
Black Caucus Initiative because of that body’s leadership in its development.
Training Levels
The AETCs classify training and technical assistance activities into five levels that specify the
type of interaction that occurred.
Level I: Didactic or classroom-based presentations such as a lecture with the training
objective of changing knowledge and attitudes. The learner listens and may have the
opportunity to ask questions. The duration of such training is typically 1–3 hours.
Level II: Skills-building, clinically based workshops designed to change attitudes and skills
through more intensive and participatory training activities such as small group interactive
sessions, workshops, role-play, case discussion, and the use of standardized, simulated
patients. The participant interacts with the instructor and other participants and the programs
last between 2 hours and 2 to 4 days.
Level III: Clinically-based training where the objective is to change knowledge, attitudes,
and clinical skills, as well as to increase the comfort and confidence of the trainee to make
appropriate clinical decisions. The training generally uses methods outside the classroom, but
in health care settings. They may involve clinical observation of patient care, interaction with
patients in care settings, mini-residency, and preceptorship, in which trainees work alongside
experienced providers and interact with patients in a clinical setting. Clinically-based training
can last from 1 day to 5 or more days.
Level IV: Clinical consultations (individual or group) have three intended results:
o to improve clinical problem solving;
o to change the behavior of the provider in order for him/her to make better or more
appropriate clinical care decisions; and
o to impart the most up-to-date knowledge regarding specific HIV patient care.
Clinical consultation is provider-driven and may occur with individuals or with a group, both in
person or at a distance through the use of telephone, e-mail, fax, or other remote communication
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AETC Data Collection Manual

Chapter IV: Glossary

technologies. The National Clinicians’ Consultation Center provides telephone consultations
across the nation and augments the regional centers’ clinical consultation activities.
Level V: Technical Assistance (TA) provides resources and guidance to improve HIV service
delivery and performance at the organizational and individual provider levels. Technical
Assistance utilizes a consultation style approach, which is either organizational or AETCdriven. The focus is on organizational or program structure issues.
Training Modality/Training Resources
Chart/Case is a training method that includes reviewing cases and charts that contain
medical data.
Clinical Preceptorship/Mini-Residency is a supervised clinical experience which allows
students to apply knowledge gained in the didactic portion of a program to clinical practice.
Computer-Based Training (CBT) is a method of training in which all the information and
education disseminated is based over a computer or computer network.
Conference/Telephone Call is an event occurring by telephone with one or more people
involved. A conference call is distinguished from a teleconference by a less formal agenda
and a focus on discussion rather than lecture.
Lecture/Workshop is a presentation to a live audience that may be part of a workshop.
Role Play/Simulation falls into the category of multi-agenda social-process simulation. In
such simulations, “participants assume individual roles in a hypothesized social group and
experience the complexity of establishing and implementing particular goals within the fabric
established by the system.”
Self-Study is a training program that users can complete on their own time. This may be CDROM/DVD/Video, Web-based, or print products.
Telemedicine is the use of telephone and computer technology to transmit medical
information about one or more patients.
PARTICIPANT INFORMATION FORM
Race/Ethnicity
American Indian or Alaska Native is a person having origins in any of the original peoples of North
and South America (including Central America), and who maintains tribal affiliation or community
attachment.
Asian is a person having origins in any of the original peoples of the Far East, Southeast Asia, or the
Indian subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan,
the Philippine Islands, Thailand, and Vietnam.
Black or African American is a person having origins in any of the black racial groups of Africa.

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AETC Data Collection Manual

Chapter IV: Glossary

Hispanic or Latino/a is a person of Mexican, Puerto Rican, Cuban, Central or South American, or
other Spanish culture or origin, regardless of race.
Native Hawaiian/Other Pacific Islander is a person having origins in any of the original peoples of
Hawaii,Guam, Samoa, or other Pacific Islands.
White is a person having origins in any of the original peoples of Europe, the Middle East or North
Africa.
Profession/Discipline and Functional Role
Examples are provided for selected professions and functional roles.
Health Educator: Formal training as a health educator (and not also trained as a nurse, physician, PA,
social worker, or mental health professional)
Mental Health Professional: Psychologist, Counselor, Caseworker, Psychiatric Aide, Human Service
Workers (e.g., children’s services, geriatric services), Family Therapist Marriage Counselor
Nurse: Licensed Practical Nurse, Registered Nurse, Bachelor of Nursing
Nurse Practitioner: Certified Registered Nurse Practitioner, Nurse Practitioner
Other Advanced Practice Nurse: Nurse Midwife; Nurse Clinical Specialist; Nurse Anesthetist.
Other Dental Professional: Dental Hygienist, Dental Assistant
Patient/Client Educator: Peer Educator, Adherence Counselor
Physician: Any specialty, including psychiatrist
Public Health Professional: MPH/MSPH, Biostatistician, Epidemiologist, Occupational Health
Therapist, Environmental Health Specialist, Health Information Specialist.
Substance Abuse Professional: Counselor; Outreach Worker, Addiction Specialist

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AETC Data Collection Manual

Chapter V: Frequently Asked Question and Further Assistance

CHAPTER V: FREQUENTLY ASKED QUESTIONS AND FURTHER
ASSISTANCE
1.

How do I create unique identifiers for participants?
Unique identifiers are needed for participants in all training programs and recipients of
individual clinical consultations. These ID numbers allow the AETCs to track repeat
attendance at events. The method for creating unique identifiers is to use the month and day
of the participant’s date of birth and the last four digits of the Social Security number.
Participants are asked to create their own ID number on the PIF.

2.

What should the AETC do if a participant does not complete the PIF?
Adding or completing the ID numbers in the office without knowing who the participant is
does not guarantee linking the same individual across training events. Therefore, do not
create generic IDs. However, if you know your participants and are able to construct their
unique ID from information you have on record, it is acceptable to enter or correct unique
IDs on the PIF. In addition, it is expected that site directors will stress the importance of the
ID numbers and ensure that trainers and participants know how to create the unique ID.

3.

Why and how should Ryan White funded agencies be coded?
Offering training to providers working at CARE Act funded agencies is an important
AETC training priority. Furthermore, information about trainees’ affiliations is a frequent
request from Congress of HRSA. In some cases trainees are unsure if their agency receives
CARE Act funding. Therefore, it was decided that office staff should code this information
based on the name of the participant’s principal employer, supplied in PIF Item 8.
To code Ryan White funded agencies from responses to Item 8 of the PIF, create an
alphabetical listing of agencies in your AETC’s region that receive funding from any
CARE Act Title including Special Projects of National Significance (SPNS). Since it is
often difficult to determine what unit or service actually receives CARE Act funding, this
variable is coded at the agency rather than at a unit or departmental level. When an agency
is geographically dispersed, it may be appropriate to treat the distinct geographical sites as
separate agencies for the purpose of tracking CARE Act funding.
Code “Yes” for matches between Item 8 of the PIF form and the list of agencies. Code “No”
when no match is found.

4.

How do I assign training levels to different types of events?
There will always be situations in which it is possible to assign events to more than one
training level. It is also assumed that most events use a combination of training modalities
and that the primary purpose of the event is what is coded. The AETC staff is charged with
using their best judgment. The consistency of assignment of AETC training events to training levels
will benefit everyone, if those doing the assignment understand how HRSA uses this information.

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AETC Data Collection Manual

Chapter V: Frequently Asked Question and Further Assistance

When HRSA prepares reports regarding AETC training activities, summary data are routinely
broken down by training level. Each training event is assigned to a single training level. Tables
display the number of events conducted at each training level, the total attendance by training level
and the total instructional time devoted to training events at each level. Participant characteristics
are routinely reported by training level. This information is important, because HRSA wants to
track how much effort is being devoted to different methods of training; which training formats
appeal to different provider populations; and whether the trainees conform to professional training
objectives of the CARE Act.
Please note that when a training event includes more than one training level that event is assigned
to the category "Multi-Level Training," and it is not possible to distinguish which two or more
levels were included during that event.
5.

How do you code topics that are not listed on the forms?
HAB has provided a comprehensive list of event topics for selection. The only area you may
write in an answer is under Targeted Populations. If a population is not identified on the list, use
the option for "Other Population (Specify) and write in the answer. Periodically, HRSA will
review the "write-in" and update the answer set as needed.

6. What constitutes “joint sponsorship” or “collaboration?”
Joint sponsorship must include financial or AETC personnel time contribution (e.g., finance, plan,
or execute a training).

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AETC Data Collection Manual

7.

Chapter V: Frequently Asked Question and Further Assistance

If an AETC co-sponsors an event with another AETC, which one collects the PIFs
and reports the data to HRSA?
If two or more AETCs jointly sponsor a training event, they should decide ahead of time
which AETC will collect the PIFs. That AETC should send the PIFs to HRSA and indicate
on the ER which AETC jointly sponsored the event.
The AETCs that do not collect the PIFs should not send any PIFs to HRSA for that jointly
sponsored event. However, they should still complete an ER and make sure that the
program ID matches the program ID of the AETC that sends the PIFs to HRSA. They
should also make sure to fill out Item 4 so it reflects the collaboration with the other
AETC(s).
For site-specific runs, HRSA will use the PIFs sent in by a site as well as any PIFs
collected by another AETC during jointly sponsored events. Therefore, it is very important
that Item 4 on the ER is filled out accurately.

For Further Assistance
Staff at SAIC, the current OIT contractor for HRSA’s HIV/AIDS Bureau, are available to answer
any questions you have about the required data collection. Instructions for contacting them will
be included in mailings about data reporting. In addition, their contact information will be
available on the AETC Web site.
Revisions to Forms and Manuals
HAB and the AETCs will review the forms annually and update training and technical assistance
topics as needed. Other answer set revisions will be minimal.
If an individual AETC has other data collection needs, he/she may add more pages to these
forms, but should not revise or change the questions on these forms. If an AETC feels that his or
her additional data collection needs may benefit all AETCs, the suggestion may be forwarded to
HAB for consideration.
If you have suggestions to improve this manual or revise the forms, please provide written
feedback to HAB. All feedback will be considered, and corrections to the manual will be
disseminated as needed.

Health Resources and Services Administration
HIV/AIDS Bureau
February 2007
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