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Last updated October 26, 2022
Participant-Level Data Template Tip Sheet
• Download the spreadsheet template for entering participant-level data from HSS. The template
is housed within the Inclusion Enrollment Report. Click on the Download Participant Level Data
Template button below the Cumulative (Actual) table.
o Note: the template contains sample data to provide examples of acceptable values for
each variable.
• Delete the sample data.
o Note: The columns in the template should not be altered; altering the format or
category titles will result in an error during the uploading process.
• Enter the data for each participant under the appropriate columns.
o Data may be copied/transferred into the template from another source or entered by
hand into the template.
o Data Transformation and Re-Coding: if necessary, conduct any data transformation and
re-coding activities before copying the data to the template.
▪ Data should be free of formulas before copying to the template.
▪ Confirm that the variables are in the order necessary to match the columns in
the template: race, ethnicity, gender, age, age unit.
▪ Confirm that the values provided for each variable are acceptable values.
• Race: American Indian, Asian, Black, Hawaiian, More than one race,
Unknown, or White.
• Ethnicity: Not Hispanic or Latino, Hispanic or Latino, or Unknown.
• Sex or gender should be entered under the Gender column as Female,
Male, or Unknown.
• Age should be entered as a whole number (up to four digits).
o Leave the Age cell blank if:
▪ Age is unknown
• Be sure to remove numeric placeholders for
unknown values, such as 99 or 9999.
▪ Age is 90 years or older.
• Age Units: minutes, hours, days, months, years, Ninety Plus, or
Unknown.
o For individuals 90 years and older, “Ninety Plus” should be used
for the age unit. “Unknown” should be entered if age is
unknown.
o Age units may differ among participants.
• Save the data, maintaining the file as a csv file; do not change to another file type.
• Once the file has been saved, use the Upload Participant Level Data Attachment button to
upload the file to HSS. This will update the Cumulative (Actual) counts.
• Click the Save and Release Lock button, or Save and Keep Lock to save your work and continue
making changes to the study record.