AETC Data Collection Instruction Manual and Codebook

AIDS EDUCATION AND
TRAINING CENTERS
Data Collection Instruction Manual and
Codebook for Reporting 2018–2019 Data

HIV/AIDS Bureau
Health Resources and Services Administration
U.S. Department of Health and Human Services
5600 Fishers Lane, Rockville, MD 20857

Public Burden Statement: An 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 control number. The OMB control number for this project is 09150281. Public reporting burden for this collection of information is estimated to average .07 hours per response, including the
time for reviewing instructions, searching existing data sources, and completing and reviewing the collection of information.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, to HRSA Reports Clearance Officer, 5600 Fishers Lane, Room 14N39, Rockville, Maryland, 20857.

AETC Data Collection Instruction Manual and Codebook

Table of Contents

Table of Contents
Chapter I: Introduction .................................................................................................................................. 1
Purpose of Data Collection ................................................................................................................................. 1
Data Collection Forms ......................................................................................................................................... 1
Reporting Period ................................................................................................................................................. 1
Reporting Timeline.............................................................................................................................................. 1
Data File Format Standards ................................................................................................................................ 1
Before Submission .............................................................................................................................................. 2
Where to Submit Data ........................................................................................................................................ 2
Change in Contact Information........................................................................................................................... 2
Chapter II: National Data Collection Forms ..................................................................................................... 3
Participant Information Form (PIF) ..................................................................................................................... 3
List of Participant IDs (PL) ................................................................................................................................... 5
Event Record (ER) ............................................................................................................................................... 5
Chapter III: National Database ....................................................................................................................... 7
Data Collection Conventions............................................................................................................................... 7
AETC Codes ..................................................................................................................................................... 7
RPS Codes ....................................................................................................................................................... 7
Program ID.................................................................................................................................................... 10
Chapter IV: Coding Conventions and Data Submission ................................................................................. 11
General Instructions ......................................................................................................................................... 11
Missing Values .................................................................................................................................................. 11
Data File Names ................................................................................................................................................ 11
Codebook .......................................................................................................................................................... 12
Participant Information Form (PIF)............................................................................................................... 12
List of Participant IDs (PL) ............................................................................................................................. 16
Event Record (ER) ......................................................................................................................................... 16
Quality Assurance Procedures and Checklist ................................................................................................ 24
Chapter V: Glossary ...................................................................................................................................... 25
Event Record (ER) ............................................................................................................................................. 25
Collaborating Organizations......................................................................................................................... 25
Federal Initiatives ......................................................................................................................................... 26
Training Levels .............................................................................................................................................. 26
Participant Information Form (PIF) ................................................................................................................... 27
Profession/Discipline and Functional Role.................................................................................................... 28
Ethnicity ........................................................................................................................................................ 28
Race .............................................................................................................................................................. 28
Chapter VI: Frequently Asked Questions ...................................................................................................... 30
How do I create unique identifiers for participants?........................................................................................ 30
What should the AETC do if a participant does not provide a PIF identifier? .................................................. 30
Why should Ryan White-funded agencies be coded? ...................................................................................... 30
How do I document archived webinars? .......................................................................................................... 30
How do I code topics that are not listed on the forms? ................................................................................... 30
May I revise the forms or manuals HAB provides?........................................................................................... 30
How do I assign training modalities to different types of events? ................................................................... 30
Characteristics of Different Training Types ...................................................................................................... 31
Whom do I contact for further assistance? ...................................................................................................... 31

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AETC Data Collection Instruction Manual and Codebook

Chapter I: Introduction

Chapter I: Introduction
The AIDS Education and Training Center (AETC) Program is the training arm of the Ryan White
HIV/AIDS Program. The AETC Program is a national network of leading HIV experts who provide
locally based, tailored education, clinical consultation to healthcare professionals and healthcare
organizations to integrate high quality, comprehensive care for people living with HIV (PLWH). 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 the Health Resources and Services Administration
(HRSA), HIV/AIDS Bureau (HAB). This manual provides the information needed for the AETCs to
comply with data collection requirements.

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, 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, in improving care for PLWH by providing
education, training, clinical consultation, , and providing other forms of support to clinicians and other
providers. HAB needs this information to respond to requests from within the Department of Health
and Human Services (HHS), Congress, and others. Furthermore, the data collected are utilized for
programmatic assessments and to determine future needs.
The national data elements are also 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.

Data Collection Forms
The three forms used by the AETCs to depict their activities include the following:
• Participant Information Form (PIF) – captures information from the individuals who attend an
event—including their demographic characteristics (i.e. profession, employment setting, race), and
the characteristics of the PLWH they serve.
• List of Participant IDs (PL) – compiles participant identifiers and the event attended.
• Event Record (ER) – gathers information on each activity including topics covered, number and
identification of people trained, type of training conducted, training modes used, length of training,
and collaborations with other organizations.
The AETC forms have been approved for use by the Office of Management and Budget (OMB). 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.

Reporting Period
Reporting for the AETC activities is conducted annually and 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.

Reporting Timeline
Data Collection Period: July 1, 2017 – June 30, 2018
AETC System Opens
AETC Report Due

Deadline:
Monday, July 15, 2019
Friday, August 16, 2019

Data File Format Standards
Each AETC will submit a data set one time per year. Data set files should be submitted using MS

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AETC Data Collection Instruction Manual and Codebook

Chapter I: Introduction

Excel through HRSA’s Electronic Handbooks system.
Data sets that do not conform to the standards and quality set forth in this document will be returned
by the system to the AETC for revision and resubmission.

Before Submission
All files should be scanned for viruses and checked for any missing and invalid data prior to
submission according to the quality procedure outlined in this document. Any files received with
viruses or data errors will be returned. For more information on the data validations performed during
submission, please check the posted data validations documentation.

Where to Submit Data
Data files must be uploaded to HRSA’s server via the Electronic Handbooks (EHBs). Please contact
the designated HAB project officer for additional programmatic assistance.

Change in Contact Information
HAB may send occasional reminders and updates regarding changes in the AETC data collection and
reporting process. Therefore, it is imperative that AETCs inform their HAB project officer of any
changes in key contact people or contact information. Please maintain the most up-to-date contact
information in the EHBs.
If you need EHB technical assistance, please contact
the HRSA Contact Center at 877-464-4772. If you
need assistance navigating the AETC system, please
contact Data Support at 888-640-9356.

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AETC Data Collection Instruction Manual and Codebook

Chapter II: National Data Collection Forms

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 training participants should complete a Participant Information Form (PIF) at the start or
conclusion of an event.

PIF Item 1: Unique Participant ID
The Participant ID is constructed using a participant-specific combination of four letters and four
numbers. The suggested format is to use the first two letters of the participant’s first name and the last
two letters of the participant’s last name. The numbers are suggested to be the two-digit month and
day of the participant’s birthday. The format is eight digits.
Many participants may hesitate or refuse to provide the information required to create a unique ID
number. Therefore, it is vitally important that training staff verbally emphasize that this information is
the only way that the AETC can maintain an accurate count of participants. Trainers should
emphasize to participants that they must re-use the same unique ID number every time they attend an
event sponsored by the AETC. 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 PLWH.

PIF Item 2: Date
This item is the date that the PIF was completed by the participant. In the case that a participant
attends more than one event, use the last date that the participant attends a training.

PIF Item 3: Primary Profession/Discipline
Participants may select more than one response 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 may select more than one response to 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 both roles. Again, participants have the option of selecting
“Other (specify)” and writing in an answer.

PIF Item 5: Ethnic Background
Participants are asked to indicate if they are of Hispanic, Latino/a, or Spanish origin. In addition,
participants are instructed to answer both Item 5 on Hispanic origin and Item 6 on race.

PIF Item 6: Racial Background
Participants may choose more than one answer. Participants should select all racial backgrounds with
which they identify.

PIF Item 7: Gender
Participants are asked to select only one answer to this category.

PIF Item 8: Employment Zip Codes
This question requests the five-digit zip codes where the participant is employed. 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. If
participants work in more than five different zip codes, the participant should identify the five zip codes
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AETC Data Collection Instruction Manual and Codebook

Chapter II: National Data Collection Forms

in which they do the most work.

PIF Item 9: Employer Name
This question is asking for the name of the agency, not a person. Please ask the participants to use
full agency 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 VI, FAQ, q. 3.)
Avoid using special characters ‘&’ and ‘<’ when coding
the agency name in PIF Item 9.

PIF Item 10: Principal Employment Setting
Participants select all the characteristics that apply to the clinical setting where they work. It is asking
about the setting in which the participant spends the majority of his or her working time. Participants
should choose “Not Working” and skip to Item 14 if they are not working or are students/graduate
students with no patient contact.

PIF Item 11: Ryan White HIV/AIDS Program Funding
The participants are asked to indicate whether their principal employer receives Ryan White
HIV/AIDS Program funds. If they do not know whether their employer receives Ryan White funding,
they should select not sure.

PIF Item 12: Employment Setting HIV Care
The participants are asked to indicate whether HIV care and treatment is provided at their principal
employment setting. Participants should leave this item blank if they are not working or are
students/graduate students with no patient contact.

PIF Item 13: Direct Interaction with 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 14. If participants
answer “No,” they should not complete the remaining questions on this form.
Please note the definition of direct interaction with
clients/patients in the glossary.

PIF Item 14: Number of Years Providing Direct Services to Clients/Patients
The participants are asked to indicate the number of years they have provided services to
clients/patients. Months should be rounded up to the next year (e.g., 4 years and 5 months should be
reported as 5 years).

PIF Item 15: HIV Prevention Counseling and Testing Services
This question asks participants who have direct client/patient care responsibilities to indicate whether
they provide HIV prevention counseling and testing services directly to patients.

PIF Item 16: HIV pre-exposure prophylaxis
This question asks participants who have direct client/patient care responsibilities to indicate whether
they prescribe HIV pre-exposure prophylaxis (PrEP) to patients.

PIF Item 17: Direct service to patients living with HIV
This question asks participants who have direct client/patient care responsibilities to indicate whether
they provide HIV prevention counseling and testing services directly to patients. If the response is
“Yes,” participants should continue to complete the remaining questions on this form. Trainees should
choose “No” if they neither provide direct services to PLWH nor know the status of their clients and
should not complete the remaining questions.

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Chapter II: National Data Collection Forms

Please instruct participants to continue with the
remainder of the form if the answer to PIF Item 17
(Direct service to PLWH) is “Yes.”

PIF Item 18: Years of service providing care to people living with HIV
The participants are asked to indicate the number of years they have provided services to PLWH.
Months should be rounded up to the next year (e.g., 4 years and 5 months should be reported as 5
years).

PIF Item 19: Service provided to people living with HIV
This question asks participants to choose one of the options that best describes the way they provide
services to PLWH. Participants may select only one option.

PIF Item 20: Number of clients/patients living with HIV to whom they provided direct service
Participants should provide the number of PLWH to whom they provide direct services. In the case
where participants are not sure about the exact number, please round the estimate to the nearest ten.

PIF Item 21: HIV+ Who Are Racial/Ethnic Minorities
This question asks participants who have direct client/patient care responsibilities to estimate the
percentage of their HIV+ clients/patients who are racial/ethnic minorities. These estimates should be
based on the past calendar year (preceding twelve months) of the participant’s services to PLWH.

PIF Item 22: HIV+ Who Are Co-infected with Hepatitis B or Hepatitis C
This question asks participants who have direct client/patient care responsibilities to estimate the
percentage of their HIV+ clients/patients who are co-infected with Hepatitis B or C. These estimates
should be based on the past calendar year (preceding twelve months) of the participant’s services to
PLWH.

PIF Item 23: HIV+ Who Are Receiving Antiretroviral Therapy
This question asks participants who have direct client/patient care responsibilities to estimate the
percentage of their HIV+ clients/patients who are receiving antiretroviral therapy. These estimates
should be based on the past calendar year (preceding twelve months) of the participant’s services to
PLWH.

List of Participant IDs (PL)
PL Item 1: AETC Number
This item indicates the assigned unique AETC identifier. HAB uses this number to identify unique
events by AETC region.

PL Item 2: Regional Partner Number
This item indicates the number of the regional partner, if an event was held with a partner.

PL Item 3: 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.

PL Item 4: Program ID Number
Enter the unique number generated by the AETC to identify the event. See Page 11 for more
information about creating a Program ID Number.

PL Item 5: Participant Unique Identifiers
Fill in the unique identifiers collected from individual PIF forms.

Event Record (ER)
Each trainer or AETC completes an ER form at the end of an event.

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Chapter II: National Data Collection Forms

ER Item 1: AETC Number
This item indicates the AETC number. HAB uses this number to identify unique events by AETC region.

ER Item 2: Regional Partner Number
This item indicates the number of the regional partner, if an event was held with a partner.

ER Item 3: 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.

ER Item 4: Training Site Location Zip code
Enter the 5-digit zip code for the training site location. If the event was held online, please enter in the
zip code for the AETC grant recipient.

ER Item 5: Program ID Number
Enter the unique number generated by the AETC to identify the event. See Page 11 for more
information about creating a Program ID Number.

ER Items 7-12: Event Topics
Indicate which topics were discussed during the event. Check all the options that apply.

ER Item 13: Target Populations
Indicate which, if any, of the target populations were addressed during the event. Trainers may fill in
more than one option for this item. In the case where a population is not indicated, fill in the “other”
bubble and write in the omitted population.

ER Item 14: AETC Collaboration
This question will determine how often an AETC works in collaboration with another organization to
finance, plan and execute a training event. Collaboration 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 must send the PIFs to HRSA and indicate on the ER, which AETC
jointly sponsored the event according to the choices provided.
The partnering 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 14, so it reflects the collaboration with the other AETC(s).

ER Item 15: Federally Funded Training Centers
If the event was conducted collaboratively with a federally funded training center, fill in the appropriate
response.

ER Item 16: Other Collaborations
If the event was conducted collaboratively with another organization type, fill in the appropriate
response. If the organization is not listed, write the organization type in the “other” category.

ER Item 17: Total Hours of Event
The trainer has the option of assigning hours to five different training modalities for the same event.
(See Chapter V: Glossary, for an explanation of training levels.) The trainer may distribute the
training hours to the nearest quarter hour across all training modalities. Hours should be expressed in
decimals, for example, 12 ¼ hours should be written as 12.25.

ER Item 18: Continuing Education
Indicate whether continuing education credits were made available to event participants.

ER Item 19: Source of Funds
Indicate the source of funds used to support the event.
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AETC Data Collection Instruction Manual and Codebook

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. Effective as of the second quarter of 2016, each AETC will submit three data
files each year—one for the PIF, one for the ER, and one PL.

Data Collection Conventions
AETC Codes
A correct AETC code number must be included for every record. These AETC codes are assigned by
HRSA as listed below:
• 08 = New England AETC
• 72 = Northeast Caribbean AETC
• 73 = Mid-Atlantic AETC
• 74 = Southeast AETC
• 75 = Midwest AETC
• 76 = South Central AETC
• 12 = Pacific AETC
• 77 = Frontier AETC
• 78 = AETC National Coordinating Resource Center
• 79 = AETC National Clinicians’ Consultation Center
• 80 = Duke NP
• 81 = Johns Hopkins NP
• 82 = Rutgers NP
• 83 = SUNY PA
• 84 = UCSF NP

RPS Codes
Regional partners are assigned an RPS code by HRSA. These are listed below. If a new regional
partner is identified after the publication of this manual, the Regional AETC must contact their HRSA
project officer to obtain a code number for that entity.
Code
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116

Regional AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
MidAtlantic AETC
Midwest AETC
Midwest AETC
Midwest AETC
Midwest AETC
Midwest AETC
Midwest AETC
Midwest AETC

Name of Partner
University of Pittsburgh
Howard University
Christiana Care
University of Maryland
Johns Hopkins University
Inova Health System
Health Federation of Philadelphia
Virginia Commonwealth University
West Virginia University
Illinois
Eskenazi Health
Iowa
Minnesota Missouri
Michigan
Wisconsin
Regional Headquarters
7

Location
Pittsburgh, PA
Washington, DC
Wilmington, DE
Baltimore, MD
Baltimore, MD
Fairfax, VA
Philadelphia, PA
Richmond, VA
Morgantown, WV
Illinois
Indianapolis, IN
Iowa
Minnesota Missouri
Michigan
Wisconsin
Regional Headquarters

AETC Data Collection Instruction Manual and Codebook

Code
117
118
119
120

Regional AETC
Midwest AETC
Midwest AETC
Midwest AETC
Midwest AETC

121

Mountain West AETC

122

Mountain West AETC

123

Mountain West AETC

124

Mountain West AETC

125
126
127

Mountain West AETC
Mountain West AETC
Mountain West AETC

128

Mountain West AETC

129

Mountain West AETC

130

Mountain West AETC

131
132
133
134
135

Mountain West AETC
Mountain West AETC
Mountain West AETC
Mountain West AETC
Mountain West AETC

136

New England AETC

137
138

New England AETC
New England AETC

139

New England AETC

140

New England AETC

141
142
143
144

New England AETC
New England AETC
New England AETC
New England AETC

145

New England AETC

146
147
148

New England AETC
New England AETC
New England AETC

149

New England AETC

150
151
152
153
154

New England AETC
New England AETC
Northeast/Caribbean AETC
Northeast/Caribbean AETC
Northeast/Caribbean AETC

155

Northeast/Caribbean AETC

Chapter III: National Database

Name of Partner
Kansas
Nebraska
Ohio-Cincinnati
Ohio-Columbus
Alaska Native Tribal Health
Consortium
University of Colorado, College of
Medicine
University of Colorado, College of
Nursing
Community HealthCare Association
of the Dakotas
Idaho State University
Riverstone Health
Portland VA Research Foundation
University of Utah, Division of
Infectious Diseases
Casper-Natrona County Health Dept
African Americans Reach & Teach
Health Ministry
Multnomah County Health Dept
Salish Kootenai College
Yakima Valley Farmworkers Clinic
University of Washington
WA State Dept of Corrections
Community Research Initiative of
New England
The Miriam Hospital of Rhode Island
Yale University School of Medicine
University of Connecticut Health
Center
Trustees of Dartmouth College
Dartmouth Hitchcock Medical Center
University of Vermont Medical Center
Brigham and Women’s Hospital
Dimock Community Health Center
Baystate Medical Center
Beth Israel Deaconess Medical
Center
Multicultural AIDS Coalition, Inc.
Trustees of Boston University
Fenway Community Health Center
AIDS Action Committee of
Massachusetts
Family Health Center of Worcester
Health Equity Alliance
Montefiore Medical Center
Albany Medical College
CAI, Inc.
Weill Medical College of Cornell
University

8

Location
Kansas
Nebraska
Ohio-Cincinnati
Ohio-Columbus
Anchorage, AK
Denver, CO
Denver, CO
Sioux Falls, SD
Boise, ID
Billings, MT
Portland, OR
Salt Lake City, UT
Casper, WY
Seattle, WA
Portland, OR
Pablo, MT
Yakima, WA
Seattle, WA
Seattle, WA
Boston, MA
Providence, RI
New Haven, CT
Farmington, CT
Lebanon, NH
Burlington, VT
Boston, MA
Roxbury, MA
Springfield, MA
Boston, MA
Jamaica Plain, MA
Boston, MA
Boston, MA
Boston, MA
Worcester, MA
Bangor, ME
Bronx, NY
Albany, NY
New York, NY
New York, NY

AETC Data Collection Instruction Manual and Codebook

Code

Regional AETC

156

Northeast/Caribbean AETC

157

Northeast/Caribbean AETC

158

Northeast/Caribbean AETC

159

Northeast/Caribbean AETC

160
161
162

Northeast/Caribbean AETC
Northeast/Caribbean AETC
Northeast/Caribbean AETC

163

Northeast/Caribbean AETC

164

Pacific AETC

165
166
167
168
169
170
171
172
173

Pacific AETC
Pacific AETC
Pacific AETC
Pacific AETC
Pacific AETC
Pacific AETC
Pacific AETC
Pacific AETC
South Central AETC

174

South Central AETC

175

South Central AETC

176

South Central AETC

177
178
179
180
181
182
183
184
185
186
187
188

Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Southeast AETC
Northeast/Caribbean

189

South Central AETC

190

South Central AETC

191
192
193
194
195
196

South Central AETC
South Central AETC
South Central AETC
South Central AETC
South Central AETC
South Central AETC

Chapter III: National Database

Name of Partner
Garden State Infectious Disease
Associates
ID Care, Inc
Health Research Inc., NYSDOH
AIDS Institute
The Research Foundation of SUNY
Stony Brook
SUNY Downstate Medical Center
FXB Center at Rutgers University
University of Puerto Rico
Columbia University Behavioral
Health Training Center
Pacific AIDS Education and Training
Center (PAETC)
Arizona LP
Hawaii LP
Nevada LP
SF Bay Area North Coast (BANC) LP
Central Valley LP
South Bay LP
University of California Irvine
University of California Los Angeles
Jefferson Comprehensive Care, Inc.
Louisiana State University Health
Sciences Center
University of New Mexico School of
Medicine
University of Oklahoma Health
Sciences Center
Southeast AETC
Tennessee AETC
Alabama AETC
Alabama Practice Transformation
Florida North AETC
Florida South AETC
Georgia AETC
Kentucky AETC
Mississippi AETC
North Carolina AETC
South Carolina AETC
Northeast/Caribbean AETC
PASO (Panhandle AIDS Support
Organization)
University of Texas Medical Branch
at Galveston
Harris Health System
Valley AIDS Council
Southwest Viral Med
ARcare
Tulane School of Medicine
Parkland LPS

9

Location
Vorhees,NJ
Hillsborough, NJ
Syracuse, NY
Stonybrook, NY
Brooklyn, NY
Newark, NJ
San Juan, PR
New York, NY
San Francisco, CA
Tucson, AZ
Honolulu, HI
Reno, NV
San Francisco, CA
Sacramento, CA
San Jose, CA
Orange, CA
Los Angeles, CA
Pine Bluff, Arkansas
New Orleans, Louisiana
Albuquerque, New
Mexico
Oklahoma City,
Oklahoma
Nashville, TN
Nashville, TN
Montgomery, AL
Birmingham, AL
Gainesville, FL
Coral Gables, FL
Atlanta, GA
Lexington, KY
Jackson, MS
Chapel Hill, NC
Columbia, SC
New York, NY
Amarillo, TX
Galveston, TX
Houston, TX
El Paso, TX
Augusta, AR
New Orleans, LA
Dallas, TX

AETC Data Collection Instruction Manual and Codebook

Code
197
198
199

Regional AETC
Midwest AETC
New England AETC
South Central AETC

Chapter III: National Database

Name of Partner
Kansas City Care Clinic
Maine Medical Center
The Health Collaborative – THC

Location
Kansas City, MO
Portland, ME
San Antonio, TX

Program ID
The Program ID is a variable created by the individual AETC to identify the event. It should be unique
within the budget year. Each AETC may create their own method for creating the Program ID. The
Program ID should be 8 digits in length and must contain only the numerals 0-9. One such method
used in the past has been YYMMDDNN where YY is the two-digit year, MM is the two-digit month, DD
is the two-digit day, and NN is a two-digit counter starting at 01 to distinguish multiple events
occurring on the same date.

10

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

Chapter IV: Coding Conventions and Data Submission
This chapter provides information on variable names, coding conventions, and standards for creating
data sets for each form. Each AETC will submit three data files each year—one for the PIF, one for
the ER, and one for the PL.

General Instructions
Participants should be instructed to read the directions carefully and complete each item on the form
that applies to their role.
Most questions on the PIF and ER allow only one response. Please select the most accurate
response, unless otherwise instructed.

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. The ER does not allow for missing values; the
PIF allows for selected skipped questions due to participant experience.

Data File Names
Data from each form type should be submitted as a separate data file using the following naming
convention: aaaxxyy. Where:
• aaa or aa is the form name (PIF, ER, PL).
• xx is the assigned AETC code number (see page 8).
• 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, 2018 is fiscal year 18.
For example, a data submission from the Pacific AETC would be: PIF1218, ER1218, PL1218

11

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

Codebook
The following section presents the coding conventions and variable names that should be used in creating the data file submissions.

Participant Information Form (PIF)
Codebook: Participant Information Form (23 Variables)
No.
1
2
3

Field Description
Unique ID Number
Date PIF was complete
Profession/Discipline
Dentist
Other Dental Professional
Nurse Practitioner
Nurse/Advanced Practice Nurse (nonprescriber)
Midwife
Pharmacist
Physician
Physician Assistant
Dietitian or Nutritionist
Mental/Behavioral Health Professional
Substance Abuse Professional
Social Worker or Case Manager
Community Health Worker (includes peer
educator or navigator)
Clergy or Faith-based Professional
Practice administrator or leader (i.e. medical
assistant, podiatrist, physical therapist)
Other allied health professional (specify, i.e.
medical assistant, podiatrist, physical
therapist)
Other Public Health Professional
Other non-clinical professional (i.e. front desk
staff, grant writer)

Field Name
PIF_ID

Type
character

PIFDATE

date
numeric

PIF3_01
PIF3_02
PIF3_03
PIF3_04
PIF3_05
PIF3_06
PIF3_07
PIF3_08
PIF3_09
PIF3_10
PIF3_11
PIF3_12
PIF3_13
PIF3_14
PIF3_15
PIF3_16

PIF3_17
PIF3_18

12

Length
Coding
8
Any four letters followed by any four numbers.
Example: ABCD1234
8
1

(mm/dd/yyyy)
0 – Profession/Discipline not reported
1 – Profession/Discipline reported

AETC Data Collection Instruction Manual and Codebook

No.
4

5
6

7

8

Field Description
Primary Functional Role
Administrator
Agency Board Member
Care Provider/Clinician – can or does
prescribe HIV treatment
Care Provider/Clinician – cannot or does not
prescribe HIV treatment
Case Manager
HIV tester
Client/Patient Educator (includes navigator)
Clinical/Medical Assistant
Health care organization non-clinical staff (i.e.
front desk)
Intern/Resident
Researcher/Evaluator
Student/Graduate Student
Teacher/Faculty
Other
Ethnicity

Chapter IV: Coding Conventions and Data Submission

Field Name

Type
numeric

PIF4_01
PIF4_02
PIF4_03

Length
Coding
1
0 – Primary Functional Role not reported
1 – Primary Functional Role reported

PIF4_04
PIF4_05
PIF4_06
PIF4_07
PIF4_08
PIF4_09
PIF4_10
PIF4_11
PIF4_12
PIF4_13
PIF4_14
PIF5

numeric

1

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

PIF6_01
PIF6_02
PIF6_03
PIF6_04
PIF6_05
PIF7

numeric

1

numeric

1

Work Zip Code #1
Work Zip Code #2
Work Zip Code #3
Work Zip Code #4
Work Zip Code #5

PIF8_01
PIF8_02
PIF8_03
PIF8_04
PIF8_05

numeric

5

13

0 – No
1 – Yes
0 – No
1 – Yes

1 – Female
2 – Male
3 – Transgender
Five-digit zip code, 00000-99999

AETC Data Collection Instruction Manual and Codebook

No.
9
10

11

12
13
14
15

Field Description
Principal Employment Setting Name
Principal Employment Setting
Academic Health Center
Correctional Facility
Emergency Department
Federally qualified Health Center
Family Planning Clinic
HIV or Infectious Diseases Clinic
HMO/Managed Care Organization
Hospital-based Clinic
Indian Health Services/Tribal Clinic
Long-term Nursing Facility
Maternal/child Health Clinic
Mental Health Clinic
STD Clinic
Substance Abuse Treatment Center
Student Health Clinic
Other Community-Based Organization
Pharmacy
Military or Veteran’s Health Facility
Other Federal Health Facility
Private Practice
State or Local Health Department
Other Primary Care Setting
Not Working
Ryan White HIV/AIDS Program funded

Chapter IV: Coding Conventions and Data Submission

Field Name
PIF9

Type
character
numeric

Length
Coding
100
Do not include special characters ‘&’ or ‘<’.
1
0 – No
1 – Yes

PIF10_01
PIF10_02
PIF10_03
PIF10_04
PIF10_05
PIF10_06
PIF10_07
PIF10_08
PIF10_09
PIF10_10
PIF10_11
PIF10_12
PIF10_13
PIF10_14
PIF10_15
PIF10_16
PIF10_17
PIF10_18
PIF10_19
PIF10_20
PIF10_21
PIF10_22
PIF10_23
PIF11

numeric

1

HIV Care & Treatment Provided by Principal
Employment Setting
Direct Interaction with Clients/Patients

PIF12

numeric

1

PIF13

numeric

1

Number of years with direct client/patient
interaction
Provision of Counseling & Testing Services to
HIV-Infected Clients/Patients

PIF14

numeric

2

PIF15

numeric

1

14

0 – No
1 – Yes
9 – Not Sure
0 – No
1 – Yes
0 – No
1 – Yes
Number between 00-99
0 – No
1 – Yes

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

No.

Field Description

Field Name

Type

Length

16

Prescribe HIV pre-exposure prophylaxis (PrEP)
to clients/patients
Provision of Services Directly to Client/Patients
living with HIV
Number of years providing services directly to
HIV-infected clients/patients
Description of services provided to
clients/patients living w/ HIV

PIF16

numeric

1

PIF17

numeric

1

PIF18

numeric

2

PIF19

numeric

1

Number of client/patients living with HIV
providing direct services to
Percentage of overall client/patient population
that are HIV+ who are racial/ethnic minorities

PIF20

numeric

4

PIF21

numeric

1

22

Percentage of overall client/patient population
that are HIV+ who are co-infected with hepatitis
B or hepatitis C

PIF22

numeric

1

23

Percentage of overall client/patient population
that are HIV+ who are receiving antiretroviral
therapy

PIF23

numeric

1

17
18
19

20
21

15

Coding
0 – No
1 – Yes
0 – No
1 – Yes
Number between 00-99
1 – Provide behavioral or support services, but
no HIV treatment (i.e. case management,
counseling, cognitive behavioral therapy,
transportation, legal)
2 – Provide clinical services to people living with
HIV, but no HIV treatment (i.e. nutrition, physical
therapy, psychiatry, general primary care)
3 – Provide basic HIV care and treatment
(novice)
4 – Provide intermediate HIV care and treatment
5 – Provide advanced HIV care and treatment
6 – Provide expert HIV care and treatment, which
includes training others and/or clinical
consultation
Number between 0000-9999
0 – None
1 – 1–24%
2 – 25–49%
3 – 50–74%
4 – ≥75%
0 – None
1 – 1–24%
2 – 25–49%
3 – 50–74%
4 – ≥75%
0 – None
1 – 1–24%
2 – 25–49%
3 – 50–74%
4 – ≥75%

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

List of Participant IDs (PL)
Codebook: List of Participant IDs (5 variables)
No.
1
2
3
4
5

Field Description
AETC Number
Regional Partner number
Event Date
Program ID Number
Participant Unique Identifier

Field Name
PL1
PL2
PL3
PL4
PL5

Type
numeric
numeric
date
numeric
character

Length
2
3
8
8
8

Coding
AETC number from the list provided
RPS number from the list provided
(MM/DD/YYYY)
8-digit number between 00000000-99999999
Any four letters followed by any four
numbers. There should be one record on the
PIF for each participant listed in this file as
having attended an event.
Example: ABCD1234

Event Record (ER)
Codebook: Event Record (18 variables)
No.
1
2
3
4
5
7

Field Description
AETC Number
Regional Partner number
Event Date
ZIP Code
Program ID Number
HIV Prevention Topics
Behavioral Prevention
Harm Reduction/Safe Injection
HIV Transmission Risk Assessment
Post-exposure Prophylaxis (PEP,
occupational and non-occupational)
Pre-exposure prophylaxis (PrEP)
Prevention of perinatal or mother-to-child
transmission
Other biomedical prevention

Field Name
ER1
ER2
ER3
ER4
ER5

Type
numeric
numeric
date
string
numeric
numeric

ER7_01
ER7_02
ER7_03
ER7_04
ER7_05
ER7_06
ER7_07

16

Length
2
3
8
5
8
1

Coding
AETC number from the list provided
RPS number from the list provided
(MM/DD/YYYY)
Five-digit zip code, 00000-99999
8-digit number between 00000000-99999999
0 – No
1 – Yes

AETC Data Collection Instruction Manual and Codebook

No.
8

Field Description
HIV Background and Management Topics
Acute HIV
Adult and adolescent antiretroviral treatment
Aging and HIV
Antiretroviral treatment adherence, including
viral load suppression
Basic Science
Clinical manifestations of HIV disease
HIV Diagnosis (i.e. HIV testing)
HIV Epidemiology
HIV monitoring and lab tests (i.e. CD4 and
viral load)
HIV resistance testing and interpretation
Linkage to Care
Pediatric HIV management
Retention and/or re-engagement in care

Chapter IV: Coding Conventions and Data Submission

Field Name
ER8_01
ER8_02
ER8_03
ER8_04
ER8_05
ER8_06
ER8_07
ER8_08
ER8_09
ER8_10
ER8_11
ER8_12
ER8_13

17

Type

Length

numeric

1

Coding
0 – No
1 – Yes

AETC Data Collection Instruction Manual and Codebook

No.

Field Description

9

Primary Care and Co-morbidities Topics
Cervical cancer screening, including HPV
Hepatitis B
Hepatitis C
Immunization
Influenza
Malignancies
Medication-assisted therapy for substance
use disorders (i.e. buprenorphine,
methadone, and/or naltrexone)
Mental health disorders
Non-infection comorbidities of HIV or viral
hepatitis
Nutrition
Opportunistic infections
Oral health
Osteoporosis
Pain management
Palliative care
Primary care screenings
Reproductive health, including preconception
planning
Sexually transmitted infections
Substance use disorders
Tobacco cessation
Tuberculosis
Issues Related to Care of People Living with
HIV Topics
Cultural competence
Health literacy
Motivational interviewing
Stigma or discrimination
Low English proficiency

10

Chapter IV: Coding Conventions and Data Submission

Field Name

Type

Length

numeric

1

0 – No
1 – Yes

numeric

1

0 – No
1 – Yes

ER9_01
ER9_02
ER9_03
ER9_04
ER9_05
ER9_06
ER9_07

Coding

ER9_08
ER9_09
ER9_10
ER9_11
ER9_12
ER9_13
ER9_14
ER9_15
ER9_16
ER9_17
ER9_18
ER9_19
ER9_20
ER9_21

ER10_01
ER10_02
ER10_03
ER10_04
ER10_05

18

AETC Data Collection Instruction Manual and Codebook

No.

Field Description

11

Education Topics
Adult learning principles
Best practices in training
Curriculum development
Use of technology for education (i.e. webinar
development)
Health Care Organization or Systems Issues
Topics
Billing for services and payment models
Case management
Community linkages
Confidentiality / HIPAA
Coordination of care
Funding or resource allocation
Health insurance coverage (i.e. Affordable
Care Act, health insurance exchanges,
managed care)
Legal Issues
Organizational infrastructure
Organizational needs assessment
Patient-centered medical home
Practice Transformation
Quality Improvement
Team-based care (i.e. inter-professional
training)
Use of technology for patient care (i.e.
electronic health records)

12

Chapter IV: Coding Conventions and Data Submission

Field Name

Type

Length

numeric

1

0 – No
1 – Yes

numeric

1

0 – No
1 – Yes

ER11_01
ER11_02
ER11_03
ER11_04

ER12_01
ER12_02
ER12_03
ER12_04
ER12_05
ER12_06
ER12_07

ER12_08
ER12_09
ER12_10
ER12_11
ER12_12
ER12_13
ER12_14
ER12_15

19

Coding

AETC Data Collection Instruction Manual and Codebook

No.
13

Field Description
Target Populations
Children (ages 0 to 12)
Adolescents (ages 13 to 17)
Young Adults (ages 18 to 24)
Older adults (ages 50 and over)
American Indian or Alaska Native
Asian
Black or African American
Hispanic or Latino
Native Hawaiian or Pacific Islander
Other race/ethnicity
Women
Gay, lesbian, bisexual or transgender
Homeless or unstably housed
Incarcerated or recently released
Immigrants
U.S. Mexico border population
Rural populations
Other specific populations

Chapter IV: Coding Conventions and Data Submission

Field Name
ER13_01
ER13_02
ER13_03
ER13_04
ER13_05
ER13_06
ER13_07
ER13_08
ER13_09
ER13_10
ER13_11
ER13_12
ER13_13
ER13_14
ER13_15
ER13_16
ER13_17
ER13_18

20

Type

Length

numeric

1

Coding
0 – No

AETC Data Collection Instruction Manual and Codebook

No.

Field Description

14

Other AETC Collaborators
Frontier AETC
Mid-Atlantic AETC
Midwest AETC
New England AETC
Northeast Caribbean AETC
Pacific AETC
South Central AETC
Southeast AETC
AETC National Clinician Consultation Center
AETC National Coordinating Resource
Center
AETC National Evaluation Center
Same region but different regional partner
Duke NP Program
Johns Hopkins NP Program
Rutgers NP Program
SUNY PA Program
USCF NP Program
Other federally-funded training centers
collaborators
Addiction Technology Transfer center (ATTC)
Area Health Education Center (AHEC)
Capacity Building Assistance (CBA) Provider
STD Clinical Prevention Training Center
(PTC)
TB Regional Training and Medical
Consultation Center
Viral Hepatitis Education and Training Project
Public Health Training Center (PHTC)
Family Planning National Training Center

15

Chapter IV: Coding Conventions and Data Submission

Field Name

Type

Length

numeric

1

0 – No
1 – Yes

numeric

1

0 – No
1 – Yes

ER14_01
ER14_02
ER14_03
ER14_04
ER14_05
ER14_06
ER14_07
ER14_08
ER14_09

Coding

ER14_10
ER14_11
ER14_12
ER14_13
ER14_14
ER14_15
ER14_16
ER14_17

ER15_01
ER15_02
ER15_03
ER15_04
ER15_05
ER15_06
ER15_07
ER15_08

21

AETC Data Collection Instruction Manual and Codebook

No.

Field Description

16

Other Collaborating Organizations
AIDS Services organization
Other community-based organization
Health professions school
Faith-based organization
Community health center, including federally
qualified health center (FQHC) funded by
HRSA
Historically black college or university
Hispanic-serving institution
Tribal college or university
Hospital or hospital-based clinic
Ryan White HIV/AIDS Program-funded
organization, including subrecipients
Tribal health organization
Correctional institution
AIDS Services organization
Training Modality
Didactic Presentations, In-Person
Didactic Presentations, Distance-based (Live)
Didactic Presentations, Distance-based
(archived)
Interactive Presentations, In-Person
Interactive Presentations, Distance-based
(Live)

17

Self-Study, Distance-based (archived)
Clinical preceptorships, In-Person
Clinical preceptorships, Distance-based
(Live)
Clinical consultation, In-Person
Clinical consultation, Distance-based (Live)
Coaching for organizational capacity building,
In-Person

Chapter IV: Coding Conventions and Data Submission

Field Name

Type

Length

numeric

1

0 – No
1 – Yes

numeric

6

Number between 0000.00 and 9999.75.
Note that only valid decimal values are .00,
.25, .50, and .75.

ER16_01
ER16_02
ER16_03
ER16_04
ER16_05

Coding

ER16_06
ER16_07
ER16_08
ER16_09
ER16_10
ER16_11
ER16_12
ER16_01
ER17_01
ER17_02
ER17_03
ER17_04
ER17_05
ER17_06
ER17_07
ER17_08
ER17_09
ER17_10
ER17_11
ER17_12
ER17_13

22

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

No.

Field Description

Field Name
ER17_14

18

Coaching for organizational capacity building,
Distance-based (Live)
Continuing education credits

19

Funding Sources Used
Core training
Practice Transformation
Interprofessional Education
Minority AIDS Initiative (MAI)
CDC

ER18

ER19_01
ER19_02
ER19_03
ER19_04
ER19_05

23

Type

Length

numeric

1

numeric

1

Coding

0 – No
1 – Yes
0 – No
1 – Yes

AETC Data Collection Instruction Manual and Codebook

Chapter IV: Coding Conventions and Data Submission

Quality Assurance Procedures and Checklist
After submission, the data files will then be reviewed for compliance with the instructions provided
above. If any of the items below are incorrect, then the files will be returned for correction by the
Electronic Handbooks. Corrections must be made and files re-uploaded. Submission cannot occur
until all uploaded files are error-free.
Please ensure:
• All files are free from viruses.
• All data sets are present.
• Data sets are named per the conventions provided .
• All variables are named per the codebook presented above.
• All variables are present.
• All variables have values with acceptable ranges, as defined in the codebook.
• All files pass the data quality checks and are free of errors.

24

AETC Data Collection Instruction Manual and Codebook

Chapter V: Glossary

Chapter V: Glossary
Event Record (ER)
Collaborating Organizations
AIDS Community-Based Organization is an agency that provides professional and volunteer
services to PLWH.
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.
Agencies funded by the Ryan White Program are organizations that receive Ryan White HIV/AIDS
Program funding as a direct recipient or as a sub-recipient under Parts A-F.
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.
Corrections refer to State and local correctional facilities and jails.
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 (HSI)/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, per 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 45
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.
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.
National Clinicians Consultation Center (NCCC) is an AETC clinical resource for health care
professionals operated by the University of California San Francisco at San Francisco General
Hospital under a grant from HRSA. The center offers health care providers with a national resource to

25

AETC Data Collection Instruction Manual and Codebook

Chapter V: Glossary

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.
AETC National Evaluation Contractor implemented by John Snow, Inc. under a contract with
HRSA, is responsible for program evaluation activities, including assessing the effectiveness of the
AETCs’ education, training, and consultation activities.
AETC National Coordinating Resource Center, managed by Rutgers, the State University of New
Jersey under a cooperative agreement with HRSA, 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 training resource (http://aidsetc.org/).
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.
Tribal Health Organizations include health care organizations of the Sovereign Tribal Nations as
well as Indian Health Services health care facilities that serve American Indians and Alaska Natives.
TB Training Centers provide medical consultation within each Center’s region. As part of their firstyear 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.

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
PLWH or at risk for HIV infection with co- morbidities 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 and improve health outcomes for PLWH 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 Modality
Didactic Presentations have the training objective of changing knowledge, attitudes and skills. The
are a minimum of 30 minutes in length and the learner listens to a lecture-type presentation and has
the opportunity to ask questions. Examples might include plenary sessions at conferences, lectures,
and “brown bag lunches.”
Interactive Presentations are online or in-person presentations that allow the learner to participate.
They present choices or paths in response to a learner’s action or request. The learner can learn
different methods and outcomes utilizing different choices.
Communities of Practice consist of a group of people who share knowledge to develop a shared
26

AETC Data Collection Instruction Manual and Codebook

Chapter V: Glossary

practice. A community of practice may use different modalities or interventions to obtain a shared
outcome.
Self-Study seeks to increase knowledge through a training program that users can complete on their
own time. These programs may include CD-ROMs/DVDs/Videos, Web-based materials, or print
products.
Clinical Preceptorships aim to change knowledge, attitudes, and clinical skills, and to increase the
comfort and confidence of the trainee to make appropriate clinical decisions. The training takes place
outside of a traditional classroom, and more likely in health care settings. It includes structured peerto-peer interactions and spans the length of a relationship between trainee and preceptor. They
involve clinical observation of patient care, interaction with patients in care settings, and miniresidencies, in which trainees work alongside experienced providers and interact with patients in a
clinical setting.
Clinical Consultations are provider-driven and may occur with an individual or a group, both in
person or at a distance through the use of telephone, e-mail, fax, or other remote communication
technologies. Discussion of real-life cases is a key element of clinical consultation. Clinical
consultations have three intended results:
• To improve clinical problem solving;
• To change the behavior of the provider in order for him/her to make better or more appropriate
clinical care decisions; and
• To impart the most up-to-date knowledge regarding specific HIV patient care.
Coaching for Organizational Capacity Building aim to increase knowledge, attitudes, and clinical
skills, in order to increase capacity across the organization.
In-person is a presentation to a live audience that may be part of a workshop or lecture. This can also
include clinical workgroups or organizational coaching.
Distance-based (Live) is an event occurring by telephone or internet with one or more people
actively participating in the event.
Distance-based (Archived) is a training program that users can complete on their own time. These
programs may include CD-ROMs/DVDs/Videos, Web-based materials, or print products.

Participant Information Form (PIF)
Direct Provision of Services to Clients/Patients includes:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Outpatient/ambulatory care
Local AIDS Pharmaceutical Assistance
Oral Health Care
Early Intervention Services
Health Insurance Premium & Cost Sharing Assistance
Home Health Care
Home and Community-Based Health Services
Hospice Services
Mental Health Services
Medical Nutrition Therapy
Medical Case Management (including treatment adherence)
Case Management(non-medical)
Substance Abuse Services-outpatient
Child Care Services
Pediatric Development Assessment/ Early Intervention Services
27

AETC Data Collection Instruction Manual and Codebook

•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Chapter V: Glossary

Emergency Financial Assistance
Food Bank/Home-delivered meals
Health Education/Risk Reduction
Housing Services
Legal Services
Linguistics Services
Medical Transportation Services
Outreach Services
Permanency Planning
Psychosocial Support Services
Referral for Health Care/Supportive Service
Rehabilitation Services
Respite Care
Substance Abuse Services- Residential
Treatment Adherence Counseling
HIV Counseling and Testing

Profession/Discipline and Functional Role
Examples are provided for selected professions and functional roles.
Administrator: Includes Director, Coordinator, Manager and Supervisor
Advanced Practice Nurse: Nurse Practitioners, Certified Nurse Midwives, Certified Nurse
Anesthetists and Clinical Nurse Specialists
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 and Marriage
Counselor
Nurse: Licensed Practical Nurse, Registered Nurse, Bachelor of Nursing
Other Dental Professional: Dental Hygienist, Dental Assistant
Patient/Client Educator: Peer Educator or Adherence Counselor
Physician: Any specialty, including psychiatrist
Public Health Professional: MPH/MSPH, Biostatistician, Epidemiologist, Occupational Health
Therapist, Environmental Health Specialist, Health Information Specialist
Social Worker: Licensed Social Worker (LSW) (LGSW) or Licensed Independent Clinical Social
Worker (LISW, LICSW)
Substance Abuse Professional: Counselor, Outreach Worker, Addiction Specialist

Ethnicity
Hispanic or Latino refers to a person of Cuban, Mexican, Puerto Rican, South or Central American,
or other Spanish culture or origin, regardless of race. The term “Spanish origin” can be synonymous
with “Hispanic or Latino.”

Race
American Indian or Alaska Native is a person having origins in any of the original peoples of North
America (including Central America), and who maintains tribal affiliation or community attachment.

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AETC Data Collection Instruction Manual and Codebook

Chapter V: Glossary

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.
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.

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AETC Data Collection Instruction Manual and Codebook

Chapter VI: Frequently Asked Questions

Chapter VI: Frequently Asked Questions
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.
Participants are asked to create their own ID number on the PIF. To create the unique ID number,
enter 4 letters and 4 numbers. Any 4 letters and 4 numbers may be chosen.

What should the AETC do if a participant does not provide a PIF identifier?
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. 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. 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. To ensure
accurate program data, do not create generic IDs that may apply to more than one participant.

Why should Ryan White-funded agencies be coded?
Offering training to providers working at Ryan White HIV/AIDS Program funded agencies is an
important AETC training priority. Furthermore, information about participants’ affiliations is frequently
requested by Congress or HRSA. Participants may be unsure if their agencies receive Ryan White
funding. Consequently, it was decided that this information would be more reliably coded by office
staff based on participant-supplied information about the name of their principal employer.

How do I document archived webinars?
Archived webinars that were originally held as live events should be considered part of the live event
record. Archived webinars that were not originally held as live events should have 1 event record
created. The event date should be the last date of the budget period.

How do I code topics that are not listed on the forms?
HAB has provided a comprehensive list of event topics for selection. You must select a topic from that
list. The only area for which 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.

May I revise the forms or manuals HAB provides?
The distributed forms have been approved by the Office of Management and Budget for use by
AETCs. An individual AETC may add more questions to these forms for its own data collection needs
but should not revise or change the questions on these forms. If you have suggestions to improve the
data collection forms or process, please provide written feedback to your HAB Project Officer.
Updates to the manual will be disseminated as needed.

How do I assign training modalities to different types of events?
There will always be situations in which it is possible to assign events to more than one training
modality. 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.
When in doubt, contact your HRSA project officer
for further assistance.

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AETC Data Collection Instruction Manual and Codebook

Chapter VI: Frequently Asked Questions

Characteristics of Different Training Types
Training and TA
Modality
Didactic
Presentations /
Self-Study

Patient
I nvolvement

Attendance

Example

30 minutes

None

Any number

Plenary sessions at
conferences, lectures, “brown
bag lunches”

Interactive
presentations /

Not
applicable

Minimal – Q & A

Clinical
Preceptorships

Not
applicable

Clinical
Consultations
Coaching for
Organizational
Capacity Building

Presentations
possible
Discussion of
patients, often in
patient’s presence

Generally, fewer
than 40
participants
Generally, fewer
than 5 participants
One-on-one or
small group
One-on-one or
small group

None

(Selected) breakout sessions
at conferences, workshops
, “mini-residency,”
preceptorships
Discussion of real (current)
cases; provider- driven
session
Individual or group consultation
related , to impact
organizational issues rather
than clinical concerns

Whom do I contact for further assistance?
Staff from the current OIT contractor for HRSA’s HIV/AIDS Bureau, are available to answer any
questions you have about the required data collection. The HRSA Contact Center can be reached at
1-877-464-4772 (8am-8pm ET, M-F) or you may submit your request at
http://www.hrsa.gov/about/contact/ehbhelp.aspx.
For reporting requirements or submission assistance, Data Support can be reached at 1-888-6409356 or ryanwhitedatasupport@wrma.com.
Program-related questions should be directed to your assigned HAB Project Officer.
If you need EHB technical assistance, please contact
the HRSA Contact Center at 877-464-4772. If you
need assistance navigating the AETC system, please
contact Data Support at 888-640-9356.

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