New Clinical Research Staff Orientation & Training Checklist

New Clinical Research Staff Orientation & Training Checklist

TEMPLATE

This document has been created to serve as a template for departments and research programs to use when working with new research staff. This document may be customized to remove or include additional items for your department or research program needs.

Staff Name:
Supervisor Name:
Start Date:
Staff Role:

Orientation - General

Date completed
General Office Tour:
●Meet & Greet, Staff Offices
●Fire escape/exits and/or fire alarm/extinguisher
●Kitchen/Cafeteria/Break Room/Bathrooms
●Copier/Scanner/Fax (with codes)
●Lab Area/Lab Kit Storage/Specimen Freezers/Dry ice
●Subject/CRF Binder Storage Area
●Mailboxes, UPS/Fed-Ex drop-off/pick-up
●Locations of resources within UWHC (cafeteria, PRC, CRU, etc.) and campus (IRB, OCT, VA, etc.)
●Building Emergency Response Plan/Guide, Overhead Paging and Codes
General Office Policies and Administration:
●Department/Office Policies (dress code, work hours, time/effort reporting probationary period and performance evaluations, personal phone calls, breaks/lunches, etc)
●Standard Operating Procedures for Position and/or Research Program, Department, etc
●Communication Policies (written, oral, email, telephone)
●Time off/Sick Leave and Requesting time off/calling in sick procedures
●Voice Mail and Out of Office Notifications
●Pager Policies for In- and Out-of Office
●Position Description and CV (signed and dated)
●Business Cards
●Photograph(s)
●Distribute Keys
General Computer Information:
●Departmental / Program Server, Network, and Calendar Access. Each department may have their own computer support staff and procedures for obtaining email accounts. Contact your department IT representative.
oRefer to Campus IT policies for all Faculty, Staff, Students and Guests:
General UW Employment Information / Date completed
UW- Madison Office of Human Resources
●Equity and Diversity
oAffirmative Action
oPersonal and Professional Conduct
oDisability Accommodation
oChild Abuse Reporting
oDiscrimination/Harassment Complaints
oSexual Harassment Information and Resources
School of Medicine and Public Health (SMPH)
●Human Resources:
●Policies and Procedures:
oEvaluation Period, Dress Code, Inclement weather policy, SMPH Ombuds Office
●Benefits briefing (Benefits 101)
●Health Sciences Parking
●UW Transportation:
●Payroll system (Pay Schedule/List of holidays)
UW Phone System
Familiarize yourself with the phone and paging system.
●To obtain an outside line, dial 9 for local calls and 8 for long distance.
●To place a numeric page dial, 5-7000. You will be prompted to enter a pager number and then a call back number followed by the # key. Only enter the full call back number (e.g. 263-0524) if it is an emergency. If it is a non-emergency, use the extension (e.g. 3-0524).
●To send an alpha-numeric message, go to
●Initiate voice mail services and/or change existing messages, if applicable.
oOn campus: 5-5500
oOff campus: 265-5500
oNew mailbox setup instructions are also available here:
oTo access the new Web Phone Manager go to (NetID authentication required)
oTo receive voice mail via email:
Health Screening and Vaccinations
Non-UWHC Employees interacting with UW Health patients:
UWHC has a policy for Non-Employee Health Screening UWHC Administrative policy 9.21, includes TB, MMR, Varicella, HepB and Influenza. TB testing is provided by UWHC employee health but the others are provided by the individual, or campus employees can receive from University Health Services-Occupational Medicine Services

Additional requirements apply to UWHC and UWMF employees.
General UW Employment Information(Continued) / Date completed
UW Campus Photo ID (WisCard)
●The Photo ID Office can make a faculty/staff ID card ONLY after the department or school has entered the employee data into the appointment system. It generally takes 1-3 business days for this authorization to appear in the ID database. The Photo ID Office recommends calling prior to heading to the card office to ensure information appears in the system.
●Your campus ID will give you access to campus libraries, computer labs, free transportation, recreational facilities, and much more. The initial card is issued at no cost.
●For information on who is eligible for a UW Campus ID Card (WisCard), and the proof of identification required to obtain your card, please visit: wiscard.wisc.edu/get-your-wiscard.html
●Phone: 262.3258, E-mail:
UW Net ID
●Activate your Net ID account at
Note: New University of Wisconsin employees must obtain the UW Campus Photo ID (WisCard) prior to this step.
UWHC Photo ID Badge
●Photo ID badges must be worn by all UWHC employees, volunteers, vendors and service representatives, faculty (i.e., physicians, pharmacists, and nurses), and those using the institution for clinical experience or clinical research (e.g., students).
●The Non-employee ID form (that can be found on the UWHC ID Badge Policy webpage) must be signed by the Department Administrator or Supervisor.
●Contact the UWHC Security Office at 608-890-5555 for information on the location and hours of the Photo ID Office.
●You will need this ID in order to register for Health Link training
Introduce the new Clinical Research Staff to all applicable ancillary services contacts
For a complete and current list of contacts, refer to the website link:

Contact information for the following staff and groups include:
●Research Billing Compliance
●Pharmaceutical Research Center (PRC)
●UWHC Clinical Lab
●Surgical Pathology Lab
●Department of Radiology
●Clinical Research Unit (CRU)
●Cardiology (Invasive and Non-Invasive):
●Department of Ophthalmology & Visual Sciences
●Pulmonary Function Test (PFT) Lab
●Department of Dermatology
●William S. Middleton Madison VA Hospital (additional requirements apply)

New Staff Training Checklist

Topic / Date completed
Human Subjects Protection Training(CITI)‐ (REQUIRED)
Human Subjects Protection training MUST be completed by ALL research staff before they can engage in research activities.

1. Human Subjects Training Course (REQUIRED): clinical research staff should take the training for Biomedical Researchers
2. Good Clinical Practice (GCP) Course (HIGHLY RECOMMENDED): clinical research staff involved in the conduct of clinical trials (as defined by the NIH), should take GCP Training.

NOTE: The employee needs his/her NetID and password to access the program.
UW-Madison HIPAA - (REQUIRED)
The HIPAA Training Course will be available when you log in to Learn@UW. If not, contact the HIPAA Privacy Officer (contact information can be found at:
HIPAA training MUST be completed for ALL research staff prior to engaging in any research activities.
Basics of Conducting Clinical Research within UW Health training –
(HIGHLY RECOMMENDED)
The Basics of Conducting Clinical Research at UW Health online course is available through the Learn@UW program and is restricted to those with a UW NetID.

1. Go to Learn@UW ( (login with NetID)
2. Select ‘Self Registration’ (upper right corner after logging in)
3. Select “Basics of Conducting Clinical Research at UW Health”.

This course builds the Human Subjects Protection and Good Clinical Practice training (available through CITI) giving learners the information they need to apply the regulations and GCP principles during their daily clinical research activities. Below is a list of each of the lessons, and the time needed to complete each lesson in the course:
Introduction - (6 minutes)
Lesson 1 - Basic Concepts in Clinical Research (34 minutes)
Lesson 2 - UW-Madison and UW Health Clinical Research Policies (18 minutes)
Lesson 3 - Roles & Responsibilities of the Members of the Research Team (29 min)
Lesson 4 - Protocol Content Essentials (16 minutes)
Lesson 5 - Study Record Management and Retention (18 minutes)
Lesson 6 - Study Initiation Process within UW Health (13 minutes)
Lesson 7 - Informed Consent Process (37 minutes)
Lesson 8 - Determining Subject Eligibility (7 minutes)
Lesson 9 - Subject Safety and Reportable Events (21 minutes)
Lesson 10 - Subject Data Collection and Management (23 minutes)

The training described below may not be required by all employees. Consult with your supervisor or department human resources contact for more information.

Topic / Date completed
UWHC Safety and Infection Control(SIC)
The training is available online through the UW Health eLearning website
Website and must taken annually.
Safety and Infection Control online training is required for:
●All UWHC employees
●All UWMF employees whose primary work location is a UWHC facility where patient care is provided
●All providers (including advanced practice providers) with UWHC privileges
●All non-employees (including students) whose duties require that they have interactions with patients at UWHC and UWMF facilities
●All Home Health employees
For technical questions related to the UW Health LDS, contact the UWHC HelpDesk at 608-265-7777. For all other questions, please email:
UW Bloodborne Pathogens Training
Required for UW-Madison employees and students who may encounter human blood or other potentially infectious materials.
NOTE: This training is required in addition to the UWHC Safety and Infection Control for UW-Madison employees working within the UWHC facilities.

1. Go to Learn@UW ( (login with NetID)
2. Select ‘Self Registration’ (upper right corner after logging in)
3. Select “Biosafety 102: Bloodborne Pathogens for Laboratory and Research”.

NOTE: Bloodborne Pathogens Training is required annually.
Other appropriate training is available such as “Safe Use of Sharps” “Centrifuge Safety” and “Exposure Response” BioSafety Training website
Basic Life Support (BLS)
Refer to the UWHC Emergency Education Center for additional resources.
Research staff that are required, or would like to obtain Basic Life Support training should contact their department or program administrator for more information.
Topic / Date completed
Shipping & Receiving Biological Hazardous Materials (HazMat) Trainingto meet IATA requirements.
Biosafety 205 is required for research staff that will be shipping infectious substances and other biological materials. The biological hazardous material shipping and handling training must be updated every two years.

1. Go to Learn@UW ( (login with NetID)
2. Select ‘Self Registration’ (upper right corner after logging in)
3. Select “Biosafety 205: Bio HazMat Shipping Training” (completed online).

Learners will also register for “Biosafety 206, Bio HazMat Shipping Packaging Workshop” (in person) through this process.
OnCore Clinical Research Management Software Training

1. To request access to UWICTR OnCore, go to
2. To request access to UWCCC OnCore, go to

Based on the research tasks the staff member performs, the applicable OnCore support team will identify the appropriate training to take.
Health Link (UW Health’s Electronic Medical Record)
To obtain access to Health Link, follow the Instructions for UW SMPH Researchers located on U-Connect.
After you have completed all of the necessary compliance and authorization requirements, and obtained authorization from your Department Administrator or Program Director, a representative from the UW Health Information Security department will send an email containing your Health Link user ID and temporary password to the person who authorized your access to Health Link.
●Initial access is for view-only until formal classroom training has been completed.
●All research coordinators who wish to gain writable access must attend the Research Coordinator Health Link class. Gaining full research coordinator access enables functions such as flagging the patient as a research patient, pending research-related orders, writing notes in the patient’s chart, etc.
●Training requirements for access to additional functionality in Health Link vary depending upon where you practice.
●The Health Link training team will notify UW Health Information Services upon completion of training.
Prior to using Health Link for the first time, you are strongly encouraged to review the following resources to increase your familiarity:
●Health Link - Basics for UW Madison Providers and Employees
●Chart Review Basics eLearning
●Documentation of Research Related Care in Health Link Guidelines
Additional Health Link resources can be found on theResearch in Health Link webpage on U-Connect.
RN Access in Health Link will be available only after completion of the RN On-boarding process for non-UWHC and non-UWMF nurses.
WISPER
Wisconsin Proposal Electronic Routing (WISPER) Training will be required if you will route contracts.
You MUST obtain supervisor approval prior to requesting access.
ARROW
Application Review for Research Oversight at Wisconsin (ARROW) is the electronic IRB submission software.
Refer to the IRB for Beginners Workshop page:
ADDITIONAL REQUIREMENTS THAT MAY APPLY
Clinical research staff that will perform additional tasks, such as phlebotomy, vital sign assessments, etc. will likely need additional training.
Non-UWHC and non-UWMF Registered nurses practicing as a research nurse in the UWHC environment are required to complete the RN On-boarding process.
There may also be department or program-specific Standard Operating Procedures (SOPs) that new staff must be trained on within a certain period of time.

Additional Resources

Refer to the “Helpful Clinical Research Links” at the bottom of the Clinical Research Toolkit website ( for a list of UW Health, UW-Madison, and federal clinical research website links to bookmark or add to your favorites.

Version Date: 04/20/2015 Page 1 of 9