Associated Health Trainees

Durham VAMC

WITHOUT COMPENSATION (WOC)

APPOINTMENT CHECKLIST

Owner / Item / Resource / Trainee Responsibility / DVAMC POC Responsibility
Education Service / Academic Affiliation with institution / Affiliation Agreement
Kept on file in Education Service / None / Check with Education Service at ext. 6909. Education Service must have an Affiliation Agreement (AA) on file.
Education Service / Training Qualifications and Credentials Verification Letter (TQCVL)
Non-US Citizen must have separate TQCVL /
Maintained in Education
Copies should be kept at the service level
/ None / TQCVL Agreement must be updated annually or for each training cycle by the affiliate. Submit to Education Service. TQCVL must be signed by VA Leadership prior to rotation.
TQCVL should be processed by Education at least 30 DAYS BEFORE ACTUAL ROTATION date.
Save copy at Service level
HRMS / VA Form 10-2850d, Application for Health Professions Trainee / / Print out, complete and turn in DVAMC Service Point of Contact / Submit to Education Service for first signature, once Education has signed document is returned to Service POC. Service submits this document to HRMS.
HRMS / WOC Appointment Letter
Form Letter (FL) 10-294 / / Print out, complete and turn in DVAMC Service Point of Contact / Submit to HRMS WOC documents to HRMS for record-keeping maintenance.
HRMS / NON-US
Citizen Letter
(If applicable)
Form Letter (FL) 10-294 / / None / Service Chief will sign letter. Submit to HRMS who will obtain Medical Center Director approval.
Must be submitted for each Non-US Citizen.
HRMS / Form (OF) 306, Declaration for Federal Employment /
http://www.opm.gov/forms/pdf_fill/of0306.pdf / Print out, complete and turn in DVAMC Service Point of Contact / Submit to HRMS.
HRMS / Determination & Certification of English Language Proficiency / / Print out, complete and turn in DVAMC Service Point of Contact. / DVAMC Service Chief signs Submit to HRMS
Owner / Item / Resource / Trainee Responsibility / DVAMC POC Responsibility
HRMS/PIV Staff / Fingerprint Prep Sheet / / Print out, complete and turn in DVAMC Service Point of Contact. / Schedule fingerprint appointment with HRMS/PIV staff ext. 4944 or 4945
HRMS/PIV Staff / Personal Identification Verification non-PIV card / / Bring two picture forms of ID’s to Fingerprint/
non-PIV appointment. / Service PIV Sponsor coordinates appointment with HRMS PIV Coordinator. School ID is NOT acceptable
Service PIV Sponsor has resources
Talent Management System(TMS)Education / VHA Mandatory Training for Trainees (MTT) / www.tms.va.gov

Or Direct Link: https://www.tms.va.gov/learning/user/selfEnrollmentUserSelection.do?emp_id=2 / Self-register in TMS
Obtain Point of Contact name and email from DVAMC Service
VA Location: Durham
Print Certificate of Completion
Turn in to DVAMC service Point of Contact. / Provide to Trainee
Service Point of Contact (POC):
-First and Last Name
-POC Email address
-POC Phone number
-VA Location: Durham
The TMS Domain Manager (14A) has access to these certificates. For concerns, contact Education, ext. 5534 or Service Point of Contact
Office of Information &Technology(OI&T) / VISN 6 Standardized Computer Access Request Form / / Print out, complete personal info and turn in DVAMC Service Point of Contact. / Complete and send the form via PKI encrypted email to VHADUR ISO.
·  An ISO will review the request and if appropriate, digitally sign and send to OIT staff for processing.
·  Once the account has been created/modified, OIT staff will notify the requesting service ADPAC or AO that the request is complete.
· In the event that outlook is down, paper request forms can be submitted.
Education Service / Learners Perception Survey / / If you have trouble logging in, call 1-888-877-9869 or e-mail OAA Help Desk. / AFTER Clinical/Rotation Experience is completed
Encourage Trainee to take the 15 minute Survey. Trainee responses will be kept confidential.

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Revised: March 24, 2016