OnCore: DFD - Protocol Staff Role
List of roles that may be available in OnCore's PC Console / Main / Staff tab, including their definitions, any special entry instructions, and whether the roles map to Florence eBinders and/or Health Link.
| Protocol Role | Definition | Requirement / Entry Instructions |
Mapped to Florence eBinders | Mapped to Health Link |
|---|---|---|---|---|
| Affiliate Site Principal Investigator | Responsible investigator at the affiliate site for the conduct of the research study. | Required for situations described; multi-site research | Not mapped | Not mapped |
| Affiliate Site Study Coordinator | Provide coordination and management of the research study at the affiliate site for the activities associated with subject enrollment and participation. | Required for situations described; multi-site research | Not mapped | Not mapped |
| Affiliate Sub-Investigator | An investigator at the affiliate site who provides a significant contribution and assistance to the principal investigator in the conduct of the research study. | Not required | Not mapped | Not mapped |
| Biobank Oncology only |
Biobank is listed if the Translational Science BioCore (TSB) is a collaborator on the protocol (fresh or flash frozen tissue is collected). | Required for situations described; ancillary services for notifications | Not mapped | Not mapped |
| Cancer Pharmacology Laboratory Oncology only |
Cancer Pharmacology Laboratory is listed if CP Lab is a collaborator on the protocol. | Required for situations described; ancillary services for notifications | Not mapped | Not mapped |
| Clinical Research Unit (CRU) | Clinical Research Unit (CRU) is listed if the CRU is a collaborator on the protocol. | Required for situations described; ancillary services for notifications | Not mapped | Not mapped |
| Collaborator Oncology only |
Individual collaborators who provide ePRMS Collaborator Signoff for UWCCC Protocol Review and Monitoring Committee (PRMC) submissions. | Required for situations described; refer to ePRMS Submission OnCore Tutorial for instructions. | Not mapped | Not mapped |
| Compliance and Monitoring Coordinator | Personnel responsible for monitoring and/or auditing study records and/or data for accuracy and compliance with federal regulations, state and local laws, and applicable institutional policies and procedures. | Not Required | Mapped to Internal Compliance DSMC Coordinator | Not mapped |
| Contract Specialist Non-oncology only |
The staff member involved in drafting and negotiating the contract and budget for the study. | Required in situations with central contract negotiation separate from other financial roles (e.g., CTI, DoM) | Not mapped | Not mapped |
| CRIC Imaging Oncology only |
Radiology imaging support related to oncology research. | Required for situations described; ancillary services for notifications | Not mapped | Not mapped |
| Data Coordinator | Personnel responsible for managing subject data, coordinating sponsor/monitor visits, and/or supporting study coordination tasks. | Not Required | Mapped to Study Coordinator | Health Link Research Activity access |
| Data Coordinator (Primary) | Provide main management of subject data, coordinating sponsor/monitor visits, and/or supporting study coordination tasks. Limited to one member of the study team. |
Not Required | Mapped to Study Coordinator | Health Link Research Activity access |
| eReg Mapped Sign | Refer to Florence eBinders: Roles and Permissions | Only required to facilitate eBinders access | Mapped to eReg Mapped Sign | Not mapped |
| eReg Unmapped (Affiliate) Sign | Refer to Florence eBinders: Multi-Site Binder Type UW User Guide | Only required to facilitate eBinders access | Not mapped | Not mapped |
| eReg Upload Assistance - SS | Refer to Florence eBinders: Roles and Permissions | Only required to facilitate eBinders access | Mapped to eReg Upload Assistant (study-specific) | Not mapped |
| Fellow/Trainee | Fellow or MD-in-training who assists in the conduct of the research study. | Not Required | Mapped to Study Investigator | Not mapped |
| Financial Specialist | Personnel responsible for the financial aspects of the research study, including invoicing and reconciling accounts. | Required if using OnCore financial functionality | Not mapped | Not mapped |
| Imaging Staff Non-oncology only |
Personnel responsible for performing imaging data collection, such as ophthalmologic, radiologic, or ultrasound. | Not required | Not mapped | Not mapped |
| Multisite Coordinator | UW staff responsible for coordination with non-UW sites when UW is the coordinating center on a multi-site study | Required for situations described | Mapped to Regulatory Staff | Not mapped |
| Office for Translational Research Services Oncology only |
OTRS is listed if UWCCC OTRS is involved in the protocol (e.g., IND/FDA annual report submission services) or if it is a WONIX study. | Required for situations described | Not mapped | Not mapped |
| Outreach/Recruitment Coordinator Non-oncology only |
Conduct outreach and recruitment activities for the research study. | Not Required | Not mapped | Not mapped |
| Pathology Oncology only |
Pathology is listed if UW Pathology is a collaborator on a UWCCC protocol. | Required for situations described; ancillary services for notifications | Not mapped | Not mapped |
| Pharmaceutical Research Center | PRC is listed if PRC is a collaborator on the protocol (drug or agent is involved in the protocol). | Required for situations described; ancillary services for notifications.
Note: Not used for studies that are open to affiliate sites only. |
Not mapped | Not mapped |
| Primary Budget Contact Non-oncology only |
Provide main coordination for the financial aspects of the research study. Limited to one member of the study team. |
Not Required | Not mapped | Not mapped |
| Principal Investigator | Responsible investigator for the conduct of the research study | Required |
Mapped to Study Investigator | Health Link Research Activity access |
| Program Manager | Manage the research program for which the research study is conducted. For UWCCC, this is either the Program Manager or Pod Manager. | Required for oncology | Mapped to Study Coordinator | Health Link Research Activity access |
| Protocol Administrative Coordinator Oncology only |
Staff responsible for coordinating and overseeing activities and administrative tasks related to clinical research study activation and maintenance. | Not Required | Mapped to Study Coordinator | Not Mapped |
| Protocol Coordinator Non-oncology only |
Research staff responsible for administrative tasks related to protocol activation and maintenance such as protocol review and workflow development. | Required for non-oncology | Mapped to Regulatory Staff | Not Mapped |
| Protocol Creator | User who created the protocol; included automatically in OnCore protocol staff list when protocol is created. | Default | Not Mapped | Not Mapped |
| Radiology Non-oncology only |
Radiology is listed if UW Radiology is a collaborator on the protocol. | Not Required | Not Mapped |
Not Mapped |
| Rater/Coder/Evaluator Non-oncology only |
Staff responsible for administering and/or scoring cognitive tests or other evaluative measures. | Not Required | Not Mapped |
Not Mapped |
| Regulatory Coordinator | Provide coordination of the IRB and/or FDA application(s) or the development of the research protocol and informed consent document(s) for the research study. | Not Required | Mapped to Regulatory Staff | Not Mapped |
| Regulatory Coordinator (Primary) | Provide main coordination of the IRB and/or FDA application(s) or the development of the research protocol and informed consent document(s) for the research study. Limited to one member of the study team. |
Required | Mapped to Regulatory Staff | Not mapped |
| Research Administrator | Administration of the research program for which the research study is conducted. | Not Required | Mapped to Regulatory Staff | Not Mapped |
| Research Billing Contact | Responsible reviewer of research charges in Health Link. | Required if the study has UWH billing | Not Mapped | Health Link Research Activity access |
| Research Lab Staff | Provide laboratory support, processing and/or analysis of biological specimens for the research study. | Not Required | Not Mapped |
Not Mapped |
| Research Nurse | Research Staff with a nursing degree or designation who consents subjects, completes regulatory tasks, and/or performs other duties for research studies. | Not Required | Mapped to Study Coordinator | Health Link Research Activity access |
| Statistician | UW personnel who analyzes study data and/or creates/approves electronic case report forms. Appropriate for Data Analyst. | Required in oncology if applicable: ePRMS signoff | Not Mapped | Not Mapped |
| Study Chair Oncology only |
Staff responsible for providing overall management for the operation of the study, and for reporting to the Data and Safety Monitoring Board. | Required if listed in protocol for oncology | Not Mapped | Not Mapped |
| Study Coordinator | Provide coordination and management of the research study for the activities associated with subject enrollment and participation. | Required for non-oncology in the situations described: using Study Finder | Mapped to Study Coordinator | Health Link Research Activity access |
| Study Coordinator (Primary) | Provide main coordination and management of the research study for the activities associated with subject enrollment and participation. Limited to one member of the study team. |
Not Required |
Mapped to Study Coordinator | Health Link Research Activity access |
| Study Finder Contact Non-oncology only |
The email associated with this listing will be available on Study Finder for potential participants to contact. Note: Study Finder was retired 11Aug2025 so this role does not have a current function. |
Not Required | Not Mapped | Not Mapped |
| Sub-Investigator | An investigator who assists the principal investigator in the conduct of the research study. | Not Required |
Mapped to Study Investigator | Health Link Research Activity access |
| Submitter Oncology only |
The study staff responsible for submitting the protocol to the PRMC via ePRMS. | Required for oncology |
Not Mapped | Not Mapped |
| TRIP Lab Oncology only |
TRIP Lab is listed if the UWCCC TRIP Lab is involved in the protocol. | Required for oncology in the situations described: ancillary services for notifications |
Not Mapped | Not Mapped |
| UWCCC Network Facilitator Oncology only |
UWCCC Network Facilitator is listed if CRCO Network Coordinator coordinates affiliate study activities. | Required for situations described in oncology |
Not Mapped | Not Mapped |
| UW Enrolling Provider/Faculty Oncology only |
The UW physician or other provider who enrolled the participant(s) in the study. | Required for oncology |
Not Mapped | Not Mapped |
| UW Referring Provider Oncology only |
The UW physician or other provider who initiates the trial discussion then refers the subject to the study team and/or UW Enrolling Provider for enrollment. | Not Required. Used to track internal referrals for treatment trials. Enter if applicable and known. |
Not Mapped | Not Mapped |