TraiNet and Visa Compliance System Support United States Agency for International Development

Using TraiNet Web FAQ

What is TraiNet Web?

TraiNet is USAID's official training data management system that is accessed from a web browser and the entry point for data about training programs and participants in their country of origin, a third country, or for potential exchange visitors who will come to the United States on a USAID J-1 visa. You must enter data into TraiNet for any program fully or partially funded by USAID. Please see ADS 252 and 253 for additional information on specific policy and procedures.

How Do I Get TraiNet Web?

Contact the TraiNet Helpdesk (jvisa@devis.com) and request TraiNet. You will be asked to provide some information on your project, including your CTO's contact information, and the name and contact information for the person who will be your primary Trainet user. There will be some questions asked in reply se we can help guide you through the rest of the deployment.

How Do I Change My Password in TraiNet Web?

  1. Go to the TraiNet Web home page at http://trainetweb.usaid.gov/.
  2. Click the Login hyperlink.
  3. Click the I Forgot My Password hyperlink.
  4. Enter you login name (Login ID).
  5. Within a few minutes, or less, you will receive an automated message from jvisa@devis.com with your new password.
  6. Return to the TraiNet Web home page at http://trainetweb.usaid.gov/.
  7. Enter your Login ID and new password. Click the Submit button.
  8. In the next screen, enter your old password (the one you just received in an email) and then enter the password you'd like to change it to. It must be a minimum of seven characters in length.
  9. Confirm the new password by entering it again. Click the Submit button.
  10. You are now at the original TraiNet Web login screen.
  11. Enter your User ID and new password (the one you just set it to). Click the Submit button.
  12. You have successfully changed your password.

Can You Reset My TraiNet Web Password for Me?

You do not need the assistance of the TraiNet/VCS Help Desk to reset your password. You can do this on your own. Follow the instructions, below:

  1. Go to the TraiNet Web home page at http://trainetweb.usaid.gov/.
  2. Click the Login hyperlink.
  3. Click the I Forgot My Password hyperlink.
  4. Enter you login name (Login ID).
  5. Within a few minutes, or less, you will receive an automated message from jvisa@devis.com with your new password.
  6. Return to the TraiNet Web home page at http://trainetweb.usaid.gov/.
  7. Enter your Login ID and new password. Click the Submit button.
  8. In the next screen, enter your old password (the one you just received in an email) and then enter the password you'd like to change it to. It must be a minimum of seven characters in length.
  9. Confirm the new password by entering it again. Click the Submit button.
  10. You are now at the original TraiNet Web login screen.
  11. Enter your User ID and new password (the one you just set it to). Click the Submit button.
  12. You have successfully changed your password.

If I have to log out of TraiNet Web before I'm done entering data, how do I save it first so it isnt' lost?

If you've started entering a new Training Program, you need to follow-through with the data entry in that section until you get to the Confirmation Page. The minimum amount of data you must enter on a new record before you are given the option to exit and save your data includes:

  • Program Name, Activity and Strategic Objective
  • Training Dates, Type of Training and Location
  • Training Provider and Subject Code
  • Funding

Click the Save & Exit button to exit TraiNet and save what you've entered. If you logout of TraiNet before the Confirmation Page, your data will not be saved.

This same idea of clicking the Save button applies to any other section you are adding to a program, such as Participant, Group or Exchange Visitor Information, or Funding. If you don't click the Save button before logging out your changes will not be saved.

We have a person in our office who needs to access TraiNet Web. Can the Help Desk help me create a new login account for her/him?

Most of the time you do not need to contact the Help Desk to add new users, because the Site Administrator for your organization has the ability to create new users him/herself. Follow these steps to create the account:

  1. Have your Site Administrator log into TraiNet Web.
  2. Click on the Manage Users hyperlink on the lower left side of the main TraiNet screen. If you do not see the Manage Users link, then you do not have sufficient privilege to add a user.
  3. Click the Add User hyperlink on the upper right side of the TraiNet Web Users screen.
  4. Enter the new users full name, email address and login ID (login ID should be the same as the email address).
  5. Select a user role - either TraiNet User or Site Administrator (note: Only Site Administrators can create new TraiNet Users or delete old users).
  6. Click Save so TraiNet Web can create the account.

TraiNet Web will then send an email to the user, which will include the user ID, a temporary password and the web site address for TraiNet Web. They will be required to change their password when logging in for the first time.

How do I remove a TraiNet Web login account for a TraiNet user who no longer needs to access the system, or who has left the organization?

Follow these steps to remove a TraiNet Web user account:

  1. Log into TraiNet Web as a Site Administrator.
  2. Click on the Manage Users hyperlink on the lower left side of the main TraiNet screen. If you do not see the Manage Users link, then you do not have sufficient permissions to delete a user.
  3. Click the Remove hyperlink to the right of their name.
  4. Click the Delete button to confirm the deletion of the account.

I have updated Program and Participant status fields, but I continue to receive automated notifications. Why?

It is likely that you either did not update the return status or you did not submit the information after you updated the status. Do the following:

  1. Click on the Participant icon next to the program that needs a status update.
  2. Click the Edit Participant Status hyperlink on the left side of the screen.
  3. Update the participant status as appropriate, including the return status.
  4. When you return to the participant screen, click the Submit or Update Visa Application hyperlink on the left side of the screen.
  5. Follow the wizard prompts to complete the submission process.

Your status updates should now be successfully transferred to the VCS and all notifications should stop.

Note: this update does not need to be verified or approved. If you are using TraiNet Desktop, follow the procedure here.

What if it is impractical or impossible for my contractors and grantees to run TraiNet?

TraiNet has been approved to replace some of the reporting that contractors have traditionally submitted on paper. If it is impossible or impractical for your contractors/grantees to run TraiNet you can continue to collect data by other means, but it must still be entered into TraiNet for submission to EGAT/ED.

Sometimes when I click on a link or button, or move through the data entry wizard, TraiNet does not display the page or information I am expecting. What is wrong?

It is possible that your internet browser is not refreshing the content of the pages you visit. Do the following:

  • From the Internet Explorer main menu, select Tools and then Internet Options.
  • If you are using Internet Explorer 6, you should see a section that says Temporary Internet Files, if you are using IE7 it will say browsing history. Click on the Settings button.
  • Make sure the button Check for newer versions of the stored pages: Every time I visit the webpage is selected.
  • Select OK to close your windows.
  • Close your browser.
  • Open it again and log into Trainet. Your pages should display properly. If they don't contact the Service Desk at jvisa@devis.com.