JAADE Traineeship External User Guide

U.S. Food and Drug Administration

Traineeship External Application

Applicant User Guide

Document Version Number: 5.0

Document Version Date: May 2024

 
Table of Contents 
Introduction ........................................................................................................................... 2 
1  Before you Begin........................................................................................................... 2 
1.1  Review Assignments .............................................................................................. 2 
1.2  Gather Application Materials .................................................................................. 2 
1.3  Gather Citizenship Documents .............................................................................. 3 
1.4  Additional Notes...................................................................................................... 3 
2  Using the Application .................................................................................................... 3 
3  General Features .......................................................................................................... 4 
Home Page ........................................................................................................................... 5 
1  Menus ............................................................................................................................ 5 
2  Help ............................................................................................................................... 6 
User Account ........................................................................................................................ 6 
1  Create an Account ........................................................................................................ 6 
2  Reset Password ............................................................................................................ 8 
3  Forgot Password ......................................................................................................... 10 
Search for Assignments ..................................................................................................... 11 
Set up Your Profile ............................................................................................................. 13 
1  Create an Applicant Profile ......................................................................................... 13 
2  Favorite Assignments ................................................................................................. 17 
3  Create Reference Profiles .......................................................................................... 19 
Apply for an Assignment .................................................................................................... 21 
1  Data Entry ................................................................................................................... 21 
2  Attachments ................................................................................................................ 26 
3  References .................................................................................................................. 27 
4  Optional Information .................................................................................................... 29 
5  Submit ......................................................................................................................... 29 
Track Your Applications ..................................................................................................... 30 
1  Application Statuses ................................................................................................... 30 
1.1  “New” Applications ............................................................................................... 31 
1.2  “Submitted” Applications ...................................................................................... 31 
1.3  “Considered” Applications .................................................................................... 31 
1.4  “Onboarding” Applications .................................................................................... 32 
2  Respond to FDA Consideration .................................................................................. 32 
3  View Application .......................................................................................................... 33 
Troubleshooting .................................................................................................................. 34 
1  Contact FDA Traineeship Program Coordinators ...................................................... 34 
Appendix A. Version History .............................................................................................. 36 
   

 
Table of Figures 
Figure 1.1: Personal Statement ................................................................................................... 4 
Figure 1.2: Minimum Education Dropdown .................................................................................. 4 
Figure 1.3: Search Field ............................................................................................................... 5 
Figure 1.4: Character Limit for Personal Statement .................................................................... 5 
Figure 2.1: FDA Security Warning ............................................................................................... 5 
Figure 2.2: Home Page ................................................................................................................ 6 
Figure 2.3: View Help Guide ........................................................................................................ 6 
Figure 3.1: Application Checklist Displayed after Selecting Sign Up .......................................... 7 
Figure 3.2: Create New Account .................................................................................................. 7 
Figure 3.3: User Login Page ........................................................................................................ 8 
Figure 3.4: Select Reset Password on User Login Page ............................................................ 9 
Figure 3.5: Change Password .................................................................................................... 10 
Figure 3.6: Forgot your Password? Link .................................................................................... 10 
Figure 3.7: Forgot your Password? Pop-up ............................................................................... 11 
Figure 4.1: Home Page links or Tab Option .............................................................................. 12 
Figure 4.2: Search Criteria Return Assignments in List View ................................................... 12 
Figure 4.3: Assignment Details .................................................................................................. 13 
Figure 5.1: Enter Citizenship and Personal Information in Applicant Profile ............................ 14 
Figure 5.2: Enter Address in Applicant Profile ........................................................................... 15 
Figure 5.3: Enter Education in Application Profile ..................................................................... 16 
Figure 5.4: Enter Personal Statement and Fields of Interest in Applicant Profile .................... 17 
Figure 5.5: Enter Post-Grad Experience and Optional Information in Applicant Profile ........... 17 
Figure 5.6: Selecting an Assignment as Favorite ...................................................................... 18 
Figure 5.7: View Favorite Assignments Page ............................................................................ 19 
Figure 5.8: Create Reference Profile Button.............................................................................. 20 
Figure 6.1: Citizenship Information ............................................................................................ 22 

 
Figure 6.2: Personal Information ................................................................................................ 23 
Figure 6.3: Address Information ................................................................................................. 23 
Figure 6.4: Education Information .............................................................................................. 24 
Figure 6.5: Personal Statement and Post-Grad Experience ..................................................... 25 
Figure 6.6: Fields of Interest....................................................................................................... 26 
Figure 6.7: Application Attachments Section ............................................................................. 26 
Figure 6.8: File uploaded and available to be added to application .......................................... 27 
Figure 6.9: File Attached to Application ..................................................................................... 27 
Figure 6.10: References Section ................................................................................................ 27 
Figure 6.11: Application References Section ............................................................................ 29 
Figure 6.12: Select Reference Profiles to Add to Application ................................................... 29 
Figure 6.13: Application Received for Assignment Notification ................................................ 30 
Figure 7.1: Track Applications View ........................................................................................... 30 
Figure 7.2: View or Edit a New Application ................................................................................ 31 
Figure 7.3: Traineeship: Application Under Consideration Notification .................................... 32 
Figure 7.4: Intention to Onboard Notification ............................................................................. 32 
Figure 7.5: User Respond Option .............................................................................................. 33 
Figure 7.6: Select Yes to Accept Consideration ........................................................................ 33 
Figure 7.7: Select a Decline Reason ......................................................................................... 33 
Figure 7.8: View Button .............................................................................................................. 34 
Figure 7.9: Application Page ...................................................................................................... 34 
 

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Document Conventions

This document provides the detailed procedures for using the Traineeship features. A high-

level description of the feature is provided, as well as step-by-step details for using the

application.

The following conventions are used in this document:

• Bold text is used to dictate forms, view, screens, section titles, or headers. For

example: Review the information in the Pending Review table.

• Italicized bold text is used to indicate buttons and icons. For example: Select OK.

• Italicized text is used to indicate the name of selection options, fields, and other labels

in the application. For example: Enter your login credential in the User ID field.

• The “>” symbol is used to denote tabs or options that you should select. For example,

the sentence, “Select the Edit option under Action” is written as, “Select Action > Edit.”

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1 Introduction

The U.S. Food and Drug Administration’s (FDA) Traineeship (TSHP) application is an end-to-

end application management process to handle application submissions and the management

of all aspects of the TSHP program. The TSHP application is owned by the FDA Office of the

Commissioner, Office of the Chief Scientist, Office of Scientific Professional Development

(OSPD).

This user guide is for the external public-facing application where interested parties can

search for TSHP assignments and apply to them.

1.1 Before you Begin

Please gather the following items before applying to the FDA TSHP. Late and/or incomplete

applications will not be considered.

1.1.1 Review Assignments

• Search the available assignments that are open to apply to and select those that may

interest you.

• Please give attention to the eligibility requirements for each assignment.

1.1.2 Gather Application Materials

• Electronic copy of your Resume/CV in PDF format only

• Two references and their contact information

• Personal statement which outlines both your educational and professional experience,

as well as what has driven you to apply to FDA's Traineeship Program

o Address what you would bring to FDA and how you believe this Traineeship will

help you reach your short and long-term career goals. Please limit your

statement to 3,000 characters. Applicants will be able to submit different

personal statements for each assignment that they apply to so that the personal

statements can be tailored by the applicants for the assignments.

• Electronic copy of your transcripts in PDF format

o Unofficial transcripts are acceptable only if your official transcripts are

unavailable at the time of your application submission. Considered applicants

will be required to submit their official transcripts before they can be

offered a start date. Only one file can be uploaded per application so either

submit a transcript for the most relevant degree or combine all transcripts into

one file. Official transcripts can be Emailed to the program from academic

institutions to the FDA Traineeship Program Group. If your academic

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institution does not send official transcripts via Email, you must notify the FDA

Traineeship Program Group to obtain the address your official transcripts

should be mailed to.

o If you are a student, (in addition to your official transcript) you must send a letter

on official letterhead from the academic institution stating that you are a current,

enrolled student.

o If your academic institution does not send official transcripts via Email,

applicants must notify the FDA Traineeship Program Group to obtain the

address to mail your official transcripts.

1.1.3 Gather Citizenship Documents

• Green Card number, expiration date, and a scanned image of the card that can be

uploaded, if you are not a U.S. Citizen

• Non-U.S. citizen applicants must have resided in the U.S. for three of the last five years

at the time that their applications are submitted.

1.1.4 Additional Notes

• Do not include your Social Security Number on any of your application materials.

• Files over 50MB cannot be uploaded into the application.

• The program is not responsible for technical issues unrelated to the application

database that may result in a late or incomplete application.

• The application will reset if you leave the screen idle for 30 minutes.

• Applicants will be able to save, exit, and return to their application/applicant online

profile. Applicants will be able to review their applications to each assignment before

submission and will be able to view records of all the applications that they have

submitted.

• When an applicant submits a complete application, the system will provide a

confirmation number and send application submission confirmation Emails. Applicants

should retain the confirmation numbers and application submission confirmation Emails

(one per assignment application).

• If you do not receive a confirmation within one day of submission, please Email the

FDA Traineeship Program Group with questions or concerns.

1.2 Using the Application

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For optimal performance of the Traineeship application, it is recommended that the application

be accessed on a Chrome browser. If Chrome is not the default browser, it is recommended

that users right-click on any clickable links to copy the URL, then paste the URL into the

Chrome browser.

1.3 General Features

There are several general features to be aware of as you navigate through the application:

• Read-only fields will not allow updates.

• Editable fields will allow new or updated text.

• Required or Optional Fields: Optional fields are labeled “[Field Name] (Optional)”. If the

field label does not contain “(Optional)”, then the field is required.

Figure 1.1: Personal Statement

• Validation

o Editable fields that are required (i.e., data which must be entered or selected)

upon submission of a form or request, will display as red text under the field as a

visual indication that there is field level validation. The text will read “[Field

Name] is required.”

Figure 1.2: Minimum Education Dropdown

o Once data is entered in the required fields, the validation message is no longer

displayed. This is a visual indication that the field level validation has been

satisfied.

• All tables have a Search feature. As data is entered in the Search field, the items in the

table are filtered to match the Search data.

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Figure 1.3: Search Field

• Character Counter – In large text fields, a character count is displayed to show you

how many characters have been entered and the character limit for the field.

Figure 1.4: Character Limit for Personal Statement

2 Home Page

The Traineeship application can be accessed via the FDA Traineeship. When accessing the

website, a standard FDA security warning is displayed (Figure 2.1). Selecting Reject closes

the warning; the user is redirected to the logout page. Selecting Accept closes the dialog and

redirects the user to the Traineeship Home page.

Figure 2.1: FDA Security Warning

2.1 Menus

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Once logged into the Traineeship Program application, the user will have menu options, or

tabs, across the top (Figure 2.2). The tabs will only be available to the user when logged in.

Figure 2.2: Home Page

Table 1: Menu options available to logged in applicants

Search Assignments

Favorite

Assignments

References

My Applications

My Profile

Search and filter posted

Assignments

Search and Filter

View favorited

Assignments

Created Reference

Profiles to be added

to applications

View and edit

created Reference

Profiles

Applications saved

or submitted

If considered for a

Traineeship

Assignment,

applicants can

respond from this

tab.

Add details about

the Applicant

Information in My

Profile defaults to

any applications

created.

Table 1 describes the information and actions available in each menu option when an

Applicant is logged into the Traineeship Program website.

2.2 Help

This user guide can be accessed from every screen in the Traineeship application. Select the

Help icon (Figure 2.3), located on the right side under the “Welcome” text, and the user guide

will open as a PDF in a new browser tab.

Figure 2.3: View Help Guide

3 User Account

3.1 Create an Account

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1. To create an account, select the Sign Up button in the top right corner of the Home

page. This will display the “FDA Traineeship Program Online Application Checklist.”

Figure 3.1: Application Checklist Displayed after Selecting Sign Up

1. After reading through the application checklist, select the checkbox next to “I have read

and understand the FDA’s Traineeship Program Online Application Checklist.” Then,

click the OK button.

2. Clicking Cancel will close the Acknowledge overlay.

3. After clicking OK, the Create New Account page will display.

Figure 3.2: Create New Account

a. Enter First and Last Name

b. Enter Email address – The Email address must be individually owned.

c. Confirm Email address

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d. Enter a Password – The password must meet the following criteria:

e. Be at least 15 characters

i. Include at least one upper and lowercase letters

ii. Include at least one special character using $ @ ! % ? or &

iii. Include at least one number

iv. Passwords must be changed every 60 days to meet FDA security

requirements.

f. Confirm the Password.

g. Select Create. If successful, the User Login page will display.

Figure 3.3: User Login Page

h. Enter an Email address.

i. Enter a Password.

j. Select Sign In.

3.2 Reset Password

1. To reset your password at login, select the Sign In button.

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Figure 3.4: Select Reset Password on User Login Page

2. Enter your Email address.

3. Select the Reset Password button.

4. When the Change Password page displays, enter the following:

a. Current Password

b. New Password

i. Passwords must meet the following criteria:

1. Be at least 15 characters

2. Include at least one upper and lowercase letters

3. Include at least one special character using $ @ ! % ? or &

4. Include at least one number

5. Password cannot be the same as one of your previous 6

passwords

5. Confirm Password – Re-enter the New Password.

6. Click Save.

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Figure 3.5: Change Password

7. If you are already logged in, you can reset your password by selecting the Welcome

[Applicant Name] in the right corner and selecting Change Password. Then follow the

same steps above.

3.3 Forgot Password

1. To reset a forgotten password, start by selecting the Login button from the Home page.

Figure 3.6: Forgot your Password? Link

2. On the User Login page, select the Forgot your Password? button.

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Figure 3.7: Forgot your Password? Pop-up

3. In the Forgot your Password? pop-up, enter the Email address associated with your

Traineeship user account.

a. If the Email address entered is not associated with an account, an error will be

displayed.

4. In the Email, a link is sent to the account Email address. Use the link to create a new

password. Note: This link expires after 15 minutes.

a. Passwords must meet the following criteria:

i. Be at least 15 characters

ii. Include at least one upper and lowercase letters

iii. Include at least one special character using $ @ ! % ? or &

iv. Include at least one number

v. Password cannot be the same as one of your previous 6 passwords

5. Select Save.

4 Search for Assignments

There are two ways to begin a search for assignments – using the links on the Home page

and the Search Assignments tab.

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Figure 4.1: Home Page links or Tab Option

1. To use the buttons on the Home page, select one of the Search tiles from the Home

page – Search Student Assignments, Search Post-Doc Assignments, or Search

Other Assignments.

2. Use the Search Assignments menu option to search and filter assignments.

Figure 4.2: Search Criteria Return Assignments in List View

3. Use the criteria on the left-hand side to narrow the search results that display in the

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center column. Use the Search button to execute the search or click Reset to clear the

criteria entered.

4. Selecting Assignment Title will display the Assignment Details to the right of the listed

assignments.

Figure 4.3: Assignment Details

5. To begin an application, click Apply in either the details view or in the listed view in the

center column.

6. To mark an assignment as a Favorite, select the star icon next to Add to Favorite

listed above each Assignment title. All the assignments selected as Favorites will be

grouped under the Favorite Assignments menu option.

5 Set up Your Profile

5.1 Create an Applicant Profile

Setting up an Applicant Profile will save time applying to assignments as the information

entered in the Applicant Profile will default onto any application created.

To save your Applicant Profile, only Name and Email are required. All other fields are

optional.

1. To create an Applicant Profile, select My Profile on the top menu. A prompt will

display, asking “Do you want to create an Applicant Profile?” Select Yes to continue to

the Applicant Profile, or No to remain on the page.

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Figure 5.1: Enter Citizenship and Personal Information in Applicant Profile

In the Citizenship Information section, enter the following field:

1. Citizenship Status

a. If Non-Citizen National or Permanent Resident are selected, enter information

in response to the question Have you resided in the US 3 of the last 5 years?

b. If Permanent Resident is selected, also enter:

i. Green Card #

ii. Green Card Expiration Date

iii. Country of Birth

Note: Permanent Residents will also be required to upload a PDF image of their Green Card

to all applications.

In the Personal Information section, enter information corresponding to the following fields:

1. First Name (Required) – Defaults to the First Name entered when the account was

created; editable

2. MI

3. Last Name (Required) – Defaults to the Last Name entered when the account was

created; editable

4. Primary Phone

5. Other Phone

6. Email (Required) – Defaults to the Email address entered when the account was

created; editable. This is the Email address that will be sent any Email

communications from the FDA TSHP.

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7. Are you a Veteran of the US Armed Forces?

Figure 5.2: Enter Address in Applicant Profile

1. In the Address section, enter information corresponding to the following fields:

a. For a domestic address:

i. Address 1

ii. Address 2

iii. City

iv. State – Select from the list.

v. County

vi. Zip code

b. For an international address:

i. Check the International Address checkbox

ii. Country – Select from the list.

iii. Address 1

iv. Address 2

v. City

vi. Province – If entering an address for Canada, select from list.

vii. Postal Code

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Figure 5.3: Enter Education in Application Profile

In the Education section, enter responses for the following fields:

1. Education Type – Select from a dropdown list.

a. If “Certificate in Appropriate Program with Minimum 30 Credit Hours” is selected,

enter the Certificate Program in the corresponding text field that appears.

2. Degree – Select from the list.

a. If “Other” is selected, enter Degree Information in the text field that displays.

3. Degree Completed – Enter month and year.

4. Experience after Qualifying Degree – Select from the list.

5. Completed Outside US – select Yes or No

a. If Yes is selected, a text field will display to enter the International Institution.

b. If No is selected, a field will display for US Educational Institution. This is a type-

and-select field; enter part of the institution name and it will refine the list/options.

Select from the list of options.

6. Field of Study

7. Cumulative GPA – Enter in 9.99 format.

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Figure 5.4: Enter Personal Statement and Fields of Interest in Applicant Profile

8. In the Personal Statement section, enter a Personal Statement.

9. In the Fields of Interest section, select one or more Fields of Interest from the list. It is

a multi-select list; select all that apply.

Figure 5.5: Enter Post-Grad Experience and Optional Information in Applicant Profile

1. In the Post-Grad Experience section, enter information for the following fields:

a. Previous or Current Employer

b. Previous or Current Employer Position of Employment

c. Years since graduated from highest degree? – Note: This must be a number.

2. In the Optional Information section, enter information for the following fields:

a. Race – Select from the list.

b. Gender – Select from the list.

3. Once all of your information is entered, click Save. To clear all information entered and

start over, click Reset.

5.2 Favorite Assignments

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Favorite Assignments can be used to view all the assignments marked as “Favorites” under

the Search Assignments menu option.

To select an assignment as a “Favorite,” select the star icon next to the Add to Favorite text

above the Assignment title.

Figure 5.6: Selecting an Assignment as Favorite

1. To view the selected assignment, select the Favorite Assignment menu option.

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Figure 5.7: View Favorite Assignments Page

5.3 Create Reference Profiles

Create Reference Profiles can be used on applications using the References menu option.

There is no limit to the number of Reference Profiles that can be saved, and you can select

from this list when creating your applications.

1. To create a Reference Profile, select the +Create Reference Profile button.

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Figure 5.8: Create Reference Profile Button

2. In the Personal Information section, enter information corresponding to the following

fields:

a. Title – Select from the dropdown.

b. First Name

c. MI (Middle Initial) – Optional

d. Last Name

e. Company/Organization

f. Position

g. Relationship

h. Years Known – Note: Must be a number

i. Primary Phone

j. Other Phone – Optional

k. Email

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3. In the Address section, enter information corresponding to the following fields:

a. For a domestic address:

i. Address 1

ii. Address 2

1. City

2. State – Select from the list.

3. County

4. Zip code

b. For an international address:

i. Check the International Address checkbox.

ii. Country – Select from the list.

iii. Address 1

iv. Address 2

v. City

vi. Province – If entering an address for Canada, select from the list.

vii. Postal Code

4. Once all required information is entered, click Save.

5. Click Cancel to discard the profile and return to the References page.

6 Apply for an Assignment

1. Begin an application by selecting Apply on the search page for the selected

assignment. See Section 4, Search for Assignments in this user guide for more details.

2. Selecting Apply will open an application for the assignment. The application has

several sections in collapsible section headers. Select the headers of each section to

expose or hide the section. The Assignment Details will display in the Assignment

Information section and will open by default.

3. Select Save to save the application to return to and complete at a later time.

6.1 Data Entry

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Any information entered in My Profile will be default in the application and can be edited.

Figure 6.1: Citizenship Information

1. In the Citizenship Information section, enter information for the following fields:

a. Citizenship Status

i. If Non-Citizen National or Permanent Resident is selected, answer the

question: Have you resided in the US 3 of the last 5 years?

ii. If Permanent Resident is selected, also enter:

1. Green Card #

2. Green Card Expiration Date

Note: Permanent Residents will also be required to upload a PDF image of their Green Card

to all applications.

b. Country of Birth

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Figure 6.2: Personal Information

2. In the Personal Information section, enter information corresponding to the following

fields:

a. First Name – Defaults to the First Name entered when the account was created;

this is editable.

b. MI

c. Last Name – Defaults to the Last Name entered when the account was created;

this is editable

d. Primary Phone

e. Other Phone

f. Email – Defaults to the Email address entered when the account was created;

this is editable.

i. Any Email communications from the FDA TSHP will be sent to this Email

address.

g. Are you a veteran of the U.S. Armed Forces?

Figure 6.3: Address Information

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3. In the Address section, enter information corresponding to the following fields:

a. For a domestic address:

i. Address 1

ii. Address 2

iii. City

iv. State – Select from the list.

v. County

vi. Zip code

b. For an international address:

i. Check the International Address checkbox.

ii. Country – Select from the list.

iii. Address 1

iv. Address 2

v. City

vi. Province – If entering an address for Canada, select from the list.

vii. Postal Code

Figure 6.4: Education Information

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4. In the Education section, enter information corresponding to the following fields:

a. Education Type – Select from the list.

i. If Certificate in Appropriate Program with Minimum 30 Credit Hours is

selected, enter the Certificate Program in the text field that displays.

b. Degree – Select from the list.

i. If Other is selected, enter your Degree Information in the text field that

displays.

c. Degree Completed – Enter the month and year.

d. Experience after Qualifying Degree – Select from the list.

e. Completed Outside US? – Click Yes or No.

i. If you click Yes, a text field will display to enter the International Institution.

ii. If you click No, a field will display for U.S. Educational Institution. This is a

type-and-select field, so enter part of the institution name and it will refine

the list. Select from the list.

f. Field of Study

g. Cumulative GPA – Enter in 9.99 format.

Figure 6.5: Personal Statement and Post-Grad Experience

5. In the Personal Statement section, enter a Personal Statement.

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6. In the Post-Grad Experience section, enter information for the following fields:

a. Previous or Current Employer

b. Previous or Current Employer Position of Employment

c. Years since graduated from highest degree?(Optional) – This must be a

number.

Figure 6.6: Fields of Interest

7. In the Fields of Interest section, select one or more Fields of Interest from the list. It is

a multi-select list; select all that apply.

6.2 Attachments

1. In the Attachments section, upload the required resume and transcript. If you are a

Permanent Resident, upload a scanned image of your Green Card as well. You may

also upload other files if appropriate. Only PDF files are accepted. Note: Files cannot

be larger than 50MB.

Figure 6.7: Application Attachments Section

To upload a file:

1. Select File Type from the dropdown.

a. If you select “Other,” a Description field is added to describe the file you are

uploading.

2. Click Browse.

3. Browse to find your file and select Open. (This option may differ by operating systems.)

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Figure 6.8: File uploaded and available to be added to application

4. Once file is uploaded, and the file name is displayed under the Select File Type

dropdown, select Add to add it to the application.

a. To replace the file, click Browse and select another file.

Figure 6.9: File Attached to Application

5. Once file is added to the table, options are available to view the file (eye icon) or delete

the file (trash icon).

6.3 References

At least two references are required for each application; no more than three are allowed.

If no Reference Profiles were created prior to this, there will only be an Add Reference button.

Figure 6.10: References Section

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1. Click Add Reference.

2. When the Reference fields are displayed, enter the following information:

a. Title – Select from the dropdown.

b. First Name

c. MI (Middle Initial) – Optional

d. Last Name

e. Company/Organization

f. Position

g. Relationship

h. Years Known – This must be a number.

i. Primary Phone

j. Other Phone

k. Email

l. Address 1

m. Address 2

n. City

o. State – Select from the list.

p. County

q. Zip code

3. If you select International Address, enter the following:

a. Country – Select from the list.

b. Province – Optional

c. Postal Code – Optional

If Reference Profiles were created, an additional button will be available to Select

References.

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Figure 6.11: Application References Section

1. Select the References button.

Figure 6.12: Select Reference Profiles to Add to Application

2. Check the box in the Select column next to the Reference Profile(s) you want to add

to your application and select Add.

4. Once satisfied, click Close.

5. Review the References added and make any edits, as necessary.

6.4 Optional Information

Information in this section is not required to submit your application. To complete the

information in this section, enter the following:

1. Race – Select from the list.

2. Gender – Select from the list.

3. How did you hear about the FDA’s Traineeship Program? – Select from the list.

6.5 Submit

1. Once satisfied with your application, select the box next to “I verify that all the

information is accurate and truthful.” Then, click Submit Application.

If you receive a success message, you will also receive a confirmation Email within 24 hours

confirming the receipt of your application.

If there are missing or invalid values in your application, you will see an error message.

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When you submit the assignment, the “Application Received for Assignment

#{AssignmentNumber} #{AssignmentTitle}” notification is sent within 24 hrs. Note: If you do

not receive a confirmation Email within 24 hours, contact the Traineeship Program at FDA

Traineeship Program Group.

Figure 6.13: Application Received for Assignment Notification

7 Track Your Applications

In the Applications tab, find all of the applications that have been saved or submitted. The

Status of your application will be listed in the first column.

1. Select the column headers to sort and use the Search field to search any of the fields

in the table.

2. Select the gear icon in the Action column to see what actions are available for the

application in that row.

Figure 7.1: Track Applications View

7.1 Application Statuses

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The Application Status will indicate where your application is in the review process. The

status also determines what actions are available to you.

7.1.1 “New” Applications

Applications in “New” status are applications you have saved but have not yet submitted to the

FDA TSHP.

1. Under the Actions column, select the gear icon to be able to click Edit and complete

your application.

Figure 7.2: View or Edit a New Application

2. Select View to review the application in a view-only format. This option is available to

applications in all statuses.

7.1.2 “Submitted” Applications

Applications in “Submitted” status have been successfully submitted by the applicant and are

currently being reviewed by FDA, as well as a mentor. A Date Submitted is recorded in the

table.

1. Click View to review the application in a view-only format.

7.1.3 “Considered” Applications

The “Considered” status indicates that the applicant is under consideration for the

assignment. In this status, you will have the option to Respond in Actions. See the Respond

to FDA Consideration section for details.

When you accept the assignment, the “Traineeship: Application Under Consideration”

notification is sent to the applicant within 24 hrs.

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Figure 7.3: Traineeship: Application Under Consideration Notification

7.1.4 “Onboarding” Applications

The “Onboarding” status results from selecting Yes in response to requests for consideration

and, indicates that onboarding is the next step to becoming an FDA Trainee.

When the applicant responds Yes to the consideration notification, the “Intention to

Onboard” notification is sent to the applicant.

Figure 7.4: Intention to Onboard Notification

7.2 Respond to FDA Consideration

If you are being considered for an assignment, an Email notification will be sent to you.

1. To accept or decline further consideration, follow the link in the Email, or open the

Traineeship Program site and open the My Applications tab. There will be an

application listed with the status “Considered”.

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Figure 7.5: User Respond Option

2. For a “Considered” application, select the Action gear icon > Respond in the Action

column.

Figure 7.6: Select Yes to Accept Consideration

3. When the pop-up displays, click Yes or No. You can also click Cancel to close the

window and respond later.

a. If Yes is selected, all other applications submitted are no longer considered.

b. If No is selected, you must also enter a reason for your decline and click

Submit.

Figure 7.7: Select a Decline Reason

7.3 View Application

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1. Select View to review the application in a view-only format.

Figure 7.8: View Button

2. The Application page will display with the details of the application.

Figure 7.9: Application Page

8 Troubleshooting

8.1 Contact FDA Traineeship Program Coordinators

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The following issues can be directed to FDA for resolution(s):

• Traineeship website access / password issues

• Questions entering citizenship information

• Application not able to submit

Contact the TSHP Coordinators by emailing the FDA Traineeship Group regarding any

questions or issues.

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9 Appendix A. Version History

Version

Number

Implemented By

Revision

Date

Approved

Approval

Date

Description of and

Reason for Change

0.1

Mackson

Consulting

9/16/2020

Initial draft for review

1.0

Mackson

Consulting

9/21/2020

Initial version for

release; incorporated

OSPD review

comments

2.0

Mackson

Consulting

8/11/2022

Updated screenshots

and steps to incorporate

TSHP 2.0 & 3.0 release

changes

3.0

Mackson

Consulting

6/29/2023

Updated user guide to

add the Security Banner

per FDA guidelines.

4.0

Mackson

Consulting

3/27/2024

Updated screenshots

and changes

5.0

Mackson

Consulting

05/29/2024

Updated website link –

Section 2 Home Page