Topics Map > OnCore
OnCore: Training Information
- Go to: Account/access setup
- Go to: Emailed training link
- Go to: Training details table
- Go to: Training self-enrollment (go here if you need instructions to restore protocol edit or subject edit permissions)
- Go to: Supplemental training
- Go to: Training lookup
- Go to: Account/access changes
- Go to: Account/access termination and reactivation
- Go to: Questions about training
Is training a required part of the account/access setup process for OnCore?
Yes, in order to access OnCore, a user must first complete role-based training.
Any staff who have access to UW's Canvas should complete UW-specific OnCore training based on the type of access needed. Users who cannot access Canvas (e.g., Affiliates) will be assigned corresponding courses through Advarra University, and study teams are responsible for supplementing UW-specific instructions as needed.
Although it is not specific to OnCore, current HIPAA training is required for access because it contains Protected Health Information (PHI). Refer to the UW-Madison Office of Compliance HIPAA Training website for a link to the Canvas training for UW-Madison staff. External collaborators can provide proof of training from their institution/organization or they can take the external training linked from the previously mentioned website.
How does one initiate the account/access setup process for OnCore?
The account/access setup process for OnCore begins with the submission of a single access request form. It is highly recommended that supervisors submit the request form on behalf of their staff to ensure accurate completion. You can use the Clinical Trials System Account Lookup tool to see whether someone already has an OnCore account.
I was emailed a link to the training for OnCore, may I forward it to my colleague for them to complete training too?
No, the training links for OnCore are not to be shared with others. Refer to the previous question/answer for information about how to initiate the account/access setup process for others and they will receive their own training links as part of the process.
What are the titles, brief summaries, durations, and modalities of the training courses for OnCore?
| Title | Brief summary | Duration (approximate) | Modality |
|---|---|---|---|
| Introduction to OnCore | Overview of UW clinical trials management system (CTMS) | 25 minutes | Canvas |
| Subject Management | Steps to manage subject records within OnCore; includes information about integrations with other systems | 1 hour 45 minutes | Canvas |
| OnCore Integrations for Subject Edit Users | How OnCore communicates subject information with other systems (Note: this material is also covered in the Subject Management course, so users do not need to complete both) |
15 minutes | Canvas |
| Protocol Management | Steps to create and manage protocol records within OnCore; includes information about integrations with other systems | 2 hours | Canvas |
| OnCore Integrations for Protocol Edit Users | How OnCore communicates protocol information with other systems (Note: this material is also covered in the Protocol Management course, so users do not need to complete both) |
25 minutes | Canvas |
| Financial Management | How to create a calendar of study visits in OnCore and assign financial information/cost centers to subject related procedures | 3 hours | Canvas |
| Advarra Analytics | Overview of OnCore's Data Reporting Tool | 20 minutes | Canvas |
| Invoicing and Milestones | How to use OnCore to track protocol related financial information and set up invoices through OnCore | 2 hours | In Person (virtual) by request, or option to view video recording |
| Advarra University Courses | UW utilizes some of these courses for staff who cannot access Canvas (e.g., affiliate users) and for topics beyond our UW-specific trainings. Vendor-provided OnCore training that is not specific to UW processes. | Varies by module | Advarra University |
How can I tell which training courses I have to self-enroll in?
When an access request is submitted, you will receive an automated email with links to self-enroll in Canvas courses that correspond to the tasks selected on the request form.
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If you previously had the ability to edit protocol and/or subject information but can no longer do so, your permissions were updated to View Only.
To restore the edit permissions on your account:
- Complete the OnCore Integrations course in Canvas that corresponds with the updated permissions.
- When complete, open the Grades tab in the course and search for your name. You should see a 100% in the assignment column when finished.
- Submit a Training Completion ticket to notify Application Support.
- Training Course(s) = Other
- Description = “Completed OnCore Integrations for Protocol/Subject [list one/both as appropriate] Edit Users. Please restore my edit permissions.”
Are training courses available for review outside of the account/access setup process?
Yes, if you have previously taken the Canvas courses, you are welcome to return to them at any time to review the information.
When initially taking the courses, they are set up for you to work through the topics chronologically. Once you have completed the modules within the course, you may revisit individual topics in any order.
Note: If you self-enroll in an OnCore course without submitting an access request, you will not be granted the corresponding OnCore access until you have completed the entire access request process.
- Exception: Existing users taking the Integrations courses do not need to submit an access request for this course, since you already have the edit permissions and this new requirement is supplemental to training you completed when initially getting the edit access.
Are there ways to supplement the required training courses?
Yes, and they include:
- Training provided by project owners or delegates
- Applications User Group Meetings (UGMs) for continued learning (refer to Applications User Group Meeting (UGM) Recordings for more information)
- Vendor-provided training through [Link for document 120172 is unavailable at this time]
- [Link for document 120171 is unavailable at this time]
Is there a way to look up whether someone has completed OnCore training and when?
Yes, you can use the OnCore Account Training Lookup to review which training type has been completed and when.
If my account/access needs have changed, are additional training courses required?
Additional training may be required if your account/access needs have changed. Submit a single access request form and indicate what has changed.
If my account/access was terminated for OnCore, do I have to complete the training again to reinstate my account/access?
If your account/access was terminated due to inactivity (no logins for 365 days) or you left your position and later returned to a position using OnCore, then you do have to complete the training again to reinstate your account/access. Refer to the How does one initiate the account/access setup process for OnCore? section above for further instruction.
Who do I contact with questions about the training during or after completing it?
Submit your questions to the Research Applications Support Portal for general OnCore questions.