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Required format:

Request for OnCore Access and Training

Thank you for requesting access to OnCore. The Office of Clinical Research looks forward to assisting you with your training needs.

First things first.

You will need access to Box. If you do not have this, please contact the ISD Helpdesk, HelpDesk_ISD@URMC.Rochester.edu
An account in MyPath - To register for the content, please click here MyPath: Request Account to create a registration account in MyPath, the University's Learning Management System (LMS).
We strongly encourage you to take time now, before beginning the training session, to view the OnCore Basic Navigation in MyPath

Here is the process and what to expect for gaining access to OnCore.

Your supervisor signs off on your access request
The OCR CTMS team will then create your training account. You will receive emails with links for the appropriate required OnCore training classes, reference materials, and exercises based on your OnCore Access Role.

(Protocol, Subject & Finance Management)

After viewing the On-Demand videos for your access role, you will need to complete the assessments successfully.
Upon successful completion of all steps you will receive an email notification with a link that is active for 24 hours to set up your OnCore access.

We would also like to take this opportunity to introduce you to Meredith Perrin, our OCR OnCore trainer

She is your institutional expert for all your training needs.
The OCR is here for any of your training needs.
- Email us at clinical_research@urmc.rochester.edu

Thank you!

To request Access to OnCore please complete and submit this form.
When you submit this form an email will be sent to your supervisor to verify and acknowledge your request for access.
You will be required to complete training and assessments based on your requested User Access Role. Please follow the instructions included in this form to register for required training and/or indicate that you have already completed the training.

Department Name

* must provide value

Please indicate Department Name if not listed:

Is this a request for first time access to URMC OnCore or an update to a current URMC OnCore user?

* must provide value

Please indicate Reason for update.

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Last Name

* must provide value

First Name

* must provide value

URMC Email Address

* must provide value

Your URID and University username will be required. This can be found on the HRMS homepage: Click here for link

Once logged in look for the box that says "Your Information" right on the homepage. See the image below to see where the URID can be found.

Your URID:

* must provide value

Your computer login username:

NOTE: This is the username you use when you login to any university computer.

If you are not sure what your username is in the windows search bar on your pc type users and hit enter. Reference the screenshot below to see what your username is.

* must provide value

Work Phone

* must provide value

Are you an University of Rochester Employee or a Contractor?

* must provide value

Current Job title

Supervisor Name

* must provide value

Supervisor Email

* must provide value

From the described activities below, click the appropriate radio button(s) that applies to your expected role(s). Each training module you'll be required to pass is based on the role selected and verified.

OnCore Access Role Descriptions

Protocol Coordinator PC (Typically a Regulatory Coordinator):

Enters the protocol information for the study into PC Console in OnCore.

Research Coordinator RC (Typically a Clinical Research Coordinator, Study Coordinator):

Enters the protocol information for the study into PC Console in OnCore.
Enters subject information into the CRA and Subject Console to document subject enrollment, updates subject status and tracks study visits using the subject calendar.

Financial Coordinator FC (Typically Financial Manager/Department Administrator

Enters the protocol information for the study into PC Console in OnCore.
Documents Coverage Analysis, creates budgets, invoices and reconciles payments.

Research Manager RM (Typically a Senior Health Project Coordinator/Manager/Director): (Combined Research Coordinator & Financial Coordinator)

Enters the protocol information for the study into PC Console in OnCore.
Enters subject information into the CRA and Subject Console to document subject enrollment, updates subject status and tracks study visits using the subject calendar.
Documents Coverage Analysis, creates budgets, invoices and reconciles payments.

I require access to the OnCore Clinical Trials Management System as(CHOOSE REQUIRED ACCESS ROLE):

* must provide value

Protocol Coordinator Research Coordinator Financial Coordinator Research Manager Other Role Only

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If you have a different role than those above, review those that follow and click the appropriate check box(es) that applies to your expected role. The training module(s) you'll be required to pass or complete is based on the role selected and verified.

Other Role Descriptions

Coverage Analysis (Research Compliance Office Only):

Reviews documentation for coverage analysis, the study billing plan and information needed for compliant claims.
Reviews for harmonization of the budget, the final protocol, Informed Consent and Clinical Trial Agreement documents (which includes the sponsor payment offer).

Calendar Builder (OCR Assigned by special request):

Creates and/or validates Calendars within OnCore.

PRMC (Peer Review Monitoring Committee | Oncology Only):

Enters information from the Peer Review Monitoring Committee within the PC Console.

Read Only (Assigned on a case by case basis): (Role assigned to Prinicpal Investigators)

Can view information only.

Research Administrator (OCR Staff and Assignable by OCR):

Provides support to users.
Has access to all OnCore Consoles.

New Subject Creator (OCR Assigned by special request):

Creates a New Subject in OnCore (for subjects that do not require an eMRN)

Other Roles: Choose Applicable Role

PRMC Coverage Analysis Calendar Builder Read Only New Subject Creator Huron Contractor

Reason for Read Only Role:

Principal Investigator

Quality Assurance Reporting (OU)

Quality Assurance Reporting (Department)

Other

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Please indicate reason you need Read Only access to OnCore.

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If you are requesting a special role not listed above. Please indicate the role requested. (Additional training may be required)

NOTE: If the above roles do not meet your departments needs, please email Clinical_Research@urmc.rochester.edu with complete details.

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REQUIRED TRAINING Guidance

Current OnCore training is self-guided Video eLearning.

1.First, all users (after submitting this form) log into MyPath.rochester.edu and complete Oncore Basic Navigation.

2.Then once your supervisor completes verification of your role and identity management is completed (typically within 2-3 business days), you will receive an email with training instructions, materials and login details. IF you don't receive the training details email within this window, contact Clinical_Research@urmc.rochester.edu

3.An additional assessment email will follow with REDCap login details. When you have passed, you'll receive email confirmation followed by a Certificate of Completion. If you did not pass, you'll receive an email with a link to review your answers and opportunity to retake the quiz. All assessments are open book.

Modules to Complete by Basic Access Role:

•Protocol Management (for Roles: PC, RC, FC, RM)

•Subject Management (for Roles: RC, FC, RM)

•Financial Management (for Roles: FC, RM)

Protocol Management

Subject Management

Financial Management

If you are requesting Access as a Calendar Builder, please email EMBARK at Embark@urmc.rochester.edu for training requirements.

Training required for the New Subject Creator Access Role (Online Assessment REDCap)

Training for OCR Staff provided by Forte, additional training to be completed as required.

Training required for Read Only, Principal Investigator
(MyPath. Search for OnCore for Read Only Access)

The following training is required for Read Only (MyPath. Search for OnCore for Read Only Access)

Additional training may be required and will be provided as needed.

WHERE TO REGISTER FOR A CLASS:
After your supervisor has verified your access request, course materials will be forwarded to you by the OnCore Training Team.

The Oncore Basic Navigation Course may be completed in mypath.rochester.edu

Have you completed the above required training prior to submission of this request form?

* must provide value

Yes, all of the training Yes, some of the training No

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I acknowledge the information provided is correct and understand that I will not be given access to OnCore until I have completed required training and credentialing and my supervisor has verified my need for access to OnCore.

* must provide value

Yes

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Training should be sent out within 1 week. If you have not recieved training within that time window contact: clinical_research@urmc.rochester.edu

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