Resources for New Coordinators

Last revised:

05/06/2015

Please check with your supervisor to confirm required courses. Be sure to keep electronic copies of all certificates and include in Regulatory Binder as required. To enroll in most of these training modules, you will need your UCSF Employee ID and your UCSF email address. If you are a CTSI Clinical Research Services Coordinator, please see the CTSI New Employee Checklist.

Information for NEW Employees
UCSF New Employee Orientation Before accessing the Learning Center please make sure to get a UCSF employee ID number and UCSF email address (Your supervisor will help you with this). UCSF HR Benefits Overview and New Employee Orientation You have 30 days from your first day of work to enroll in health and wellness benefits. The HR Benefit Overview is offered every 2 weeks. The UCSF New Employee Orientation is offered monthly. You will need your UCSF employee ID number and UCSF email address to register online.

Campus / Medical Center
ID Badge and Fingerprinting To receive an ID badge, confirm that your home department HR has entered the DPA and Fund number into the WeID system to pay for the badge. Schedule an appointment with UCSF Police Department. They are located on the Parnassus campus at Milberry Union West, G-18. Appointments are typically scheduled 2-3 days in advance. If appropriate, obtain the completed Request for Sensitive Employee Fingerprinting form (with DPA and Fund numbers) from your home department. Email or fax the stamped Request for Sensitive Employee Fingerprinting form back to your home department HR representative. Access Card information can be found on the UCSF Campus Police website.

Medical Center and Campus Safety Training
Annual Safety Training Annual Safety Training must be renewed annuals and is required for all Campus staff working in the medical center. The Safety Training courses include important Medical Center safety issues including: General Safety, Emergency Preparedness, Fire and Life Safety, Infectious Disease Transmission, Medical Equipment, Utility Failures, Ergonomics and Safe Lifting Techniques, Hazard Communication, Workplace Violence and Physical Safety Issues, and Hazardous Materials and Wastes. The Safety Training section contains information and registration for the following courses: Blood borne Pathogens (initial and refresher) Safe Shipping of Biohazards Liquid Nitrogen Safety Asbestos Awareness Training Office Safety Training Fire Safety UCSF OEH&S Office Ergonomics Ergo: Back Safety Training Occupational Health UCSF employees working in healthcare settings are required to complete a medical evaluation with the Occupational Health Services for TB surveillance and vaccinations. See the Occupational Health Program website for further information. To schedule an appointment, the supervisor or Human Resources representative should complete a Request for Service form and fax it to 415-771-4472. Then, call OHS at 415-885-7580 to confirm the appointment. Allow 1 week for appointment scheduling.

**Data Management Tools**
Data Management Tools available online include RedCap, MyResearch, & Research Data Browser. REDCap is a secure, web-based application for building and managing online surveys and databases. To receive access, complete the MyResearch Add New Users Request Form. For training information please contact Kimberly Romero or call 415-476-5768

San Francisco General Hospital (SFGH)

San Francisco General Hospital (SFGH) offers the following classes monthly:

SFGH New Employee Orientation (one day class)
SFGH SMART Training (4 hour class)
Device Training (3 hour class)

To be approved to work at SFGH, please complete the following forms (do we have links? )

User Confidentiality & Electronic Signature Agreement Form
Community Health network Invision/LCR/User ID Request Form

Complete the UCSF at SFGH HealthStream Add Request form and return to: (do we have links for these forms?)
            Moriah Hart
            Box 0809
            [email protected]
            Fax: 285-2037

Log on to Health Stream and complete the modules recommended below. Your logon and password are First Initial, Middle Initial, Last Initial (CAPS), last four of SSN, e.g. FML1234):

Once you are logged into the system, choose the “Catalog” tab on the top of the page. Then type each class in individually. Click on the class once you find it and click on “enroll in class”.

2011 Cultural Understanding

2011 National Patient Safety Goals - Clinical

COMPLIANCE - Clinical Staff

CPC Privacy-IS Security Combo - Regulatory

Emergency Preparedness

Environment of Care - Fire Safety

Environment of Care - Hazard Communications

HIPAA - Privacy, I.S. Security

Infection Control

N95 Respirator - 2010 - N95

San Francisco General Hospital - Baby Friendly Initiative

San Francisco General Hospital - Bloodborne Pathogens

San Francisco General Hospital - Environment of Care

San Francisco General Hospital - Stroke-Clinical - Stroke

Treating Patients with Dignity and Respect (CBT) - Abuse

Petty Cash Payments

A petty cash fund can be used for on-site payments of $100 or less each visit. To set up a fund, request a Petty Cash Forms Packet from Storehouse or contact Campus Cashiering Coordinator at 476-4603 or 476-8878.

1.	Submit Petty Cash Request Form to Campus Cashiering Coordinator, Box 0812. Attach the Research Subject Payment Summary Form, CHR Approval Letter, CHR Cover Page, and an approved Check Request payable to the Petty Cash Fund Custodian.
2.	Cash funds equal to or greater than $200 require the fingerprinting of the custodian. If applicable, make arrangements with the Police Department for fingerprinting. Note: UCSF policy limits these petty cash funds to $2,500. However, unique circumstances may warrant a higher dollar amount and will be evaluated on an individual basis.
3.	Once the petty cash fund is established, payments of cash are issued from the cash box/drawer and documentation for the payment is maintained with the fund. Documentation consists of a Research Subject Certification of Participation Form filled out and signed by the research subject, unless the subject is to remain anonymous (see below).
The Petty Cash Fund should be replenished at regular intervals (bi-weekly, monthly, etc.) to allow for replenishment before remaining funds are exhausted (See Petty Cash Packet Instructions). The Certification Of Participation Forms collected when funds are dispensed are to be attached to the Check Request replenishing the fund. The Check Request is made payable to the custodian of the fund. Anonymous Subjects: If the names of the subjects cannot be revealed, the petty cash fund should be accounted for by submitting a Summary Research Subject Participation List as follows: Attach a list showing research subject reference (i.e. number, first name, alternate name), date of payment, and amount paid. The check request description must include the following certification:
	•	"I certify that the (total number) research subject payments referenced on the attached list were payments made for participation in (study name) and that each received the amount indicated."
	•	Signature of PI or Co-PI
	•	Signature of witness to payments More on Research Payments: Human Study Debit Card Program

**Shuttle Information**
UCSF Shuttle Services offers expanded and more frequent service between all UCSF Campus locations. For more information, call the shuttle hotline, 8:00 AM - 5:00 PM, weekdays at (415) 476-GOGO (4646) or visit Campus Life Services.

**HR/Benefits**
The UCSF Holiday calendar can be found on the HR/Benefits website. RSI Guard is a program that reminds you to take breaks from time to time. It is highly recommended to all personnel.Additional Resources and Training For NEW UC employees

**HBS Timekeeping System**
HBS Timekeeping System is an online employee timekeeping system that interfaces with the current online payroll personnel system (OLPPS)

**Useful Websites for Clinical Research Coordinators**
Epocrates - application which contains various health and medicine information Medilexicon - contains medical searches, news and resources for healthcare professionals Lab manual for Moffitt-Long Hospital and Mt Zion Printing doctor's medical licenses Clinical and Translational Science Institute (CTSI)

**Other UCSF Websites of Interest**
About UCSF Principles of community Mission statement Smoke free work place Sexual Harassment Violence in the Workplace Zero tolerance Substance abuse Whistle blower policy Electronic communications policy GALEN account UCSF Fidelity portal Ergo evaluation

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Resources for New Coordinators

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Resources for New Coordinators

Training

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