Credentialing Process for University of Vermont Clinical Research Personnel
Physicians and other clinicians carrying out diagnosis, prognosis or treatment of patients at UVM Medical Center are credentialed through standardized protocols administered by the UVM Medical Center Medical Staff Office (MSO). UVM employees involved in clinical research who are not credentialed through the MSO will be credentialed through the Office of Clinical Trials Research (OCTR) and on boarded through the UVM Medical Center collaborating clinical department. The Director of the OCTR at UVM, in coordination with the sponsoring UVM Medical Center director, will be responsible for approving credentialing at UVM and directing the credentialed employee to UVM Medical Center Human Resources Department for badge renewal or badge photo. The sponsoring UVM Medical Center director will be responsible for ongoing monitoring and oversight of the UVM research employees in their area(s).
It is mandatory for University of Vermont (UVM) employees involved in clinical research activities at The University of Vermont Medical Center (UVMMC) to complete and submit the credentialing documents to the Office of Clinical Trials Research (OCTR). This includes working on projects involving direct patient interaction, retrieving blood, tissue, or health record data review.
OCTR is responsible for collecting the required credentialing files for UVM clinical research staff. This registration function assures that research staff will have the appropriate orientation, competency, and oversight before participating in research activities. Once these files are complete, the UVM staff member will be notified that a research badge has been issued at the UVMMC Human Resources Department. This badge must be worn at all times when the researcher is working in a University of Vermont Medical Center location.
To ensure we are diligent in maintaining and keeping our files current, the UVMMC research badge expires annually on June 30th.
UVM Researcher Credentialing Process (Initial and Renewal)
Links for Credentialing
Frequently Asked Questions
I completed Credentialing Checklist items within the last 6 months, do I need to complete the Checklist again?
The following items will need to be uploaded to complete the renewal requirements for FY'20:
2020 Mandatories - proof of completion
2019 Performance Evaluation
Proof of IRB certification (has been completed within past 3 years)
Proof of completion of Good Clinical Practices from CITI
All of these items need to be uploaded into the FY’20 checklist in order to complete the research credentialing requirements for the new fiscal year.
I clicked on my appropriate Credentialing Checklist to begin uploading but the screen only shows a message that it is Disabled. How do I proceed?
If the screen isn't showing checklist upload boxes and it reads Disabled, this means your name has not been provided to OCTR as research personnel. Please go through your department contact to be added or call OCTR, 802-656-8990 or email, firstname.lastname@example.org.
I completed the Credentialing Checklist items, but the submit button is Disabled. How do I proceed?
If the SUBMIT button is disabled, please verify that all fields are completed. If there is an empty upload field that is not applicable, please upload a pdf that indicates "not applicable".
How do I obtain a UVMMC M-number and access to the mandatories?
A UVM Medical Center Supervisor or Director for the department or research PI where the research is conducted will send a request to UVM Medical Center IS Security. Please provide the following information:
- Last four digits of your social security number
- Date of birth
- Job title
- Name of person you report to
- UVM Department
- Work number
- Campus address
How do I print a copy of my completed UVMMC Mandatories from Cornerstone? These instructions will print the detail of the specific mandatories that were completed.
I am a faculty member and my position doesn't require an annual job performance?
- A faculty member may submit an Appointment Letter from the Dean or Department Chair.
I am a physician at UVM Medical Center, do I need to submit credentialing documents?
- No, a physician has already completed credentialing for the UVM Medical Center through the Medical Staff Office and does not need to submit additional documentation through UVM OCTR.
How do I obtain access to EPIC?
- A UVM Medical Center Supervisor or Director for the department where the research is conducted will submit an EPIC Access Request.
I am a hospital employee who is also a UVM Employee or Student engaged in research, do I need to be credentialed and be issued a UVM Medical Center Research Badge?
- Yes, as a UVM employee or student engaged in research, you are not performing in your role as a UVM Medical Center employee. It is a regulatory requirement that you represent yourself appropriately in each of your roles. Additionally, you need to ensure you have separate IT access for each of your roles.
I'm not involved in human research - I only work with animals or animal tissue - do I still need the Human Subjects Tutorial?
- No, but you do need to submit your IACUC certificate of completion. If, however, you access the Medical Center Clinical Laboratory to facilitate testing of your animal specimens, you are required to complete GCP training.