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Access to OnCore

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Access to the WUSTL OnCore application requires:

  1. Completion of role-based OnCore training;
    1. View Role: User can view protocols and consents, print documents, and do effort tracking. 
    2. Regulatory Role: Users create new protocols, submit to PRMC, track IRB records, and keep protocol statuses up to date.
    3. Financial Coordinator Role: Users who need access to the financial console and will enter pre/post award data.
    4. CRA Role: Users who need to submit to PRMC and will need to register/manage individual patients in OnCore. CRA training also includes Regulatory role, which is granted to Regulatory coordinators with supervisor approval.

  2. Verification of HIPAA training from the user's home organization.
    1. Please note that documentation must demonstrate that the user completed a HIPAA workforce training course at their home institution. Covered entities are required to demonstrate their workforce has been trained on the HIPAA Privacy, Security and Breach Notification Rules, and typically provide a certificate of completion for verification that can be used for this purpose (see example).
    2. HIPAA training content nested within Human Subjects in Research (HSR) training courses (e.g., CITI or NIH HSR trainings) does not qualify as documentation for this level of HIPAA training, as it is not as in-depth and does not cover institution-specific requirements for breach-reporting and other related policies. All users must provide documentation of HIPAA certification prior to obtaining access to OnCore.
    3. The OnCore Support Team (OST) at oncore@wustl.edu or 314-747-0347 can confirm HIPAA certification for WUSTL and BJC employees within our eLearning systems. External users should provide documentation to the OST per the instructions below.

Instructions for Access Requests:


Wash U Employees

  1. Email oncore@wustl.edu to request training. Include:
    1. What type of access/role you need or if you need to mirror a coworker's access
    2. If you are in need of in-person training, online training, or both (some access roles are only available in-person)
    3. Your WUSTL Key (username only, NOT password)
    4. Your supervisor’s name
    5. Your Department (HR designation)
    6. Your Management Group (small working team within department)
      *Not sure of your Department, Management Group, and/or what type of access/role you need? Check here!
  2. Enroll in training (OST will advise which course(s) to enroll in):
    1. Online Training
    2. In-Person Training
  3. Online training: email oncore@wustl.edu once you have completed training and passed the quiz.
    1. OST creates your account; an activation email will be automatically sent from OnCore.
    2. Follow the link and instructions to confirm your account. 
  4. OnCore can then be accessed at oncore.wustl.edu.
  5. Questions/ problems logging in? Email oncore@wustl.edu 

BJC Employees

  1. Email oncore@wustl.edu to request training. Include:
    1. What type of access/role you need or if you need to mirror a coworker's access
    2. If you are in need of in-person training, online training, or both (some access roles are only available in-person)
    3. Your supervisor’s name
    4. Your Department
    5. Your Management Group (small working team within department)
      *Not sure of your Department, Management Group, and/or what type of access/role you need? Check here!
  2. OST will request a temporary a non-employee ID for you.
  3. You will use your temporary ID to create a non-employee WUSTL Key. This will gain you access to the Wash U Learn@Work training system, the OnCore user manual in Confluence, and the OnCore system.
  4. Enroll in training (OST will advise which course(s) to enroll in):
    1. Online Training
    2. In-Person Training
  5. Online training: email oncore@wustl.edu once you have completed training and passed the quiz. Include the WUSTL Key you created (username only, NOT password).
    1. OST creates your account; an activation email will be automatically sent from OnCore.
    2. Follow the link and instructions to confirm your account. 
  6. OnCore can then be accessed at oncore.wustl.edu.
  7. Questions/ problems logging in? Email oncore@wustl.edu.

External Users

  1. Email oncore@wustl.edu to request training. Include:
    1. Certificate of HIPAA training, as described in access requirements above.
    2. New External Site Staff registration form.
      Please complete ALL fields.

  2. OST will request a temporary a non-employee ID for you.
  3. You will use your temporary ID to create a non-employee WUSTL Key. This will gain you access to the Wash U Learn@Work training system, the OnCore user manual in Confluence, and the OnCore system.
  4. Enroll in online training: CRA-Calendar course.
  5. Email oncore@wustl.edu once you have completed training and passed the quiz. Include the WUSTL Key you created (username only, NOT password).
    1. OST creates your account; an activation email will be automatically sent from OnCore.
    2. Follow the link and instructions to confirm your account. 
  6. OnCore can then be accessed at oncore.wustl.edu.
  7. Questions/ problems logging in? Email oncore@wustl.edu.

Want to keep learning? Enroll in the OnCore Refresher Videos course in Learn@Work to access all training videos on an as-needed basis.

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Need more help? Contact the OnCore Support Team: oncore@wustl.edu