Access to OnCore

Owned by Former user (Deleted)
Last updated: Aug 02, 2023 by Kate Schoellhorn
4 min read

Access to the WashU OnCore application requires:

  1. Completion of role-based OnCore training. Roles include:
    1. Clinical Team: Users who will need to register/manage individual patients in OnCore. Training for this role is an online, instructor-led, interactive class. You will follow along with the trainer with registering a fake subject in OnCore's Training site. You are expected to complete all tasks prior to being granted the role in OnCore. You can register for the training through Learn@Work here.  
    2. Financial Coordinator: Users who need access to the financial console and will enter pre/post award data. Training for this role is as needed due to it being needed only by departments that used OnCore Financials. Contact the OnCore Support Team if you believe you need this role. 
    3. Regulatory Role: Users create new protocols, submit to PRMC, track IRB records, and keep protocol statuses up to date. Training for this role is a web-based, recorded instructor-led class. You are expected to complete all tasks along with the recorded trainer prior to being granted the role in OnCore. You can request the Regulatory Role Training through Learn@Work here. Once you launch this training in L@W, you will be prompted to fill out a form that will be sent to the OnCore Support Team. They will contact you within 1 business day with the information on how to access the training. 
    4. View Role: Users can view protocols and consents, print documents, and do effort tracking. The view role has access to the CRA, PC & Subject Consoles. 
    5. FinView: Users can view the Coverage Analysis & Financial Consoles in addition to the consoles allowed for the View role. Prerequisite for this role is the View role. Currently, there is no additional training required for this role. If you believe you need this role, contact OST to add this role to your account.
    6. Billing Reviewer: Compares subject level calendar visits with clinical visit charges to determine billing route. Users can view the Coverage Analysis, PC & Subject Consoles in addition to the consoles allowed for the View role. Prerequisite for this role is the View role. Currently, there is no additional training required for this role. If you believe you need this role, contact OST to add this role to your account.
    7. Billing Grid Approver: Users who will need to do the Budget Team Signoff for calendars, but do not have or need the Financial Coordinator role. This role as access to the Protocol Specification (calendar), Coverage Analysis & PC Console. Prerequisite for this role is the View role. There is an additional training in Learn@Work for this role. Currently, the training is a PDF, that you will download, that shows the steps to take to sign-off on the calendar. You can register for this role in Learn@Work here. 
    8. External Coordinator: Non-WashU coordinators only. Manage individual subjects and track visits. 

  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:


WashU Employees

  1. Email oncore@wustl.edu to request training. Include:
    1. You email subject line should include: "OnCore Training Request" or "OnCore Account Request"
    2. What type of access/role you need or if you need to mirror a coworker's access
    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 - for any clarifications, consult with direct supervisor or other team members with OnCore access)
  2. Enroll in training through Learn@Work (OST will advise which course(s) to enroll in).
    1. OnCore Training Info
    2. OnCore Events/Training Calendar
  3. Online training: email oncore@wustl.edu once you have completed training
    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 https://wustl-oncore.forteresearchapps.com
  5. Questions/problems logging in? Email oncore@wustl.edu 

BJC Employees

  1. Email oncore@wustl.edu to request training. Include:
    1. You email subject line should include: "OnCore Training Request" or "OnCore Account Request"
    2. What type of access/role you need or if you need to mirror a coworker's access
    3. Your supervisor’s name
    4. Your Department (HR designation)
    5. Your Management Group (small working team within department - for any clarifications, consult with direct supervisor or other team members with OnCore access)
  2. If you do not have a WUSTL Key, OST will request one for guest access and notify you once it's been granted.
  3. You will use your WUSTL Key to access to the WashU Learn@Work and enroll in necessary training (OST can advise which course(s) to enroll in).
    1. OnCore Training Info
    2. OnCore Events/Training Calendar
  4. Online training: email oncore@wustl.edu once you have completed training and passed the quiz. Include your BJC Net ID (username only, NOT password).
    1. OST creates your account; an activation email will be automatically sent from OnCore.
    2. You will use your BJC Net ID and password to log into OnCore.
    3. Follow the link and instructions to confirm your account. 
  5. OnCore can then be accessed at https://wustl-oncore.forteresearchapps.com
  6. 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 request form.
      Please complete ALL fields.
  2. OST will request a Collaborator WUSTL Key. Once this is granted, this will gain you access to the WashU Learn@Work training system, the OnCore user manual in Confluence, and the OnCore system.
  3. External Coordinators will receive an auto-generated email from Workday, asking them to onboard.  They can ignore this, as once they have their WUSTL key, we don't need them to complete anything in Workday.
  4. Enroll in online training: OST - OnCore Online Training: External Coordinator.
  5. Email oncore@wustl.edu once you have completed training. 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 https://wustl-oncore.forteresearchapps.com
  7. Questions/problems logging in? Email oncore@wustl.edu.



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