Summary
This article outlines the process for requesting and obtaining OnCore system access. It is intended for UNC Chapel Hill employees and affiliate employees with an active PID, as well as applicable UNC Health employees with an active u‑number, who require access for research or operational responsibilities. Individuals requesting access should have already completed the appropriate data security training required for their position.
Body
This article outlines the process for requesting and obtaining non-oncology OnCore system access. It is intended for UNC Chapel Hill employees and affiliate employees with an active PID, as well as applicable UNC Health employees with an active u‑number, who require access for non-oncology research or operational responsibilities.
Instructions
Step 1: Determine OnCore Role(s) to Request
Refer to the table below to determine which OnCore role(s) you should request based on your job responsibilities.
| Job Responsibilities |
OnCore Roles to Request |
| Protocol management (including status and staff updates), committee reviews |
Regulatory |
| Subject registration, visit check-in, entering subject-related documentation |
Subject Management |
| Validating calendars and budgets |
Calendar & Budget Validation |
| Managing other people’s work, departmental administration and reporting |
Clinical Research Manager |
| High-level review of assigned studies (no editing access) |
PI View Only |
| Coverage analysis (BCA team) |
Other (please indicate BCA) |
| Budget entry, sponsor invoicing (CTFM team) |
Financial |
| Research billing review |
Research Billing Reviewer |
Step 2: Submit Your Access Request
Important: Submit an access request only for yourself. Do not submit requests on behalf of others.
Step 3: Complete Role-Appropriate OnCore Training
After you submit your access request, a member of the OnCore Systems team will notify you which of the following role-appropriate OnCore training courses you are required to complete.
- Protocol Management (1.5 hours): Learn how to enter a protocol shell into OnCore, including key study details such as staff, sponsor information, treatment information, institutions, and task lists. The course also covers documenting IRB reviews.
- Calendar and Budget Validation (1.5 hours): Provides an overview of the calendar and budget functions in OnCore.
- Subject Management (1.5 hours): Focuses on the CRA and Subject Consoles. Learn how to register subjects to a trial, record key milestones and information, and enter data that needs to be tracked outside of scheduled visits (such as SAEs and other protocol-related billable events).
- Subject Visit Check-In (1.5 hours): Covers activating and checking in subject visits, interpreting a subject’s calendar, and handling procedures that are added, missed, or not applicable.
You may choose either course delivery method you prefer.
Note: Each training role includes a short assessment that must be completed successfully before access can be granted.
What Happens Next
- Access is granted based on the specific OnCore training you complete.
- You will receive notification once access is provisioned.