After the study team submits the OCS request, a member of the OCS team will contact the study team once the calendar build has been initiated. The OCS team will guide the study team through the calendar build process as well as communicate expectations.

OCS Process Expectations

If OCS receives a request for a new calendar or a request for a revision that affects the billable procedures on an existing calendar, OCS will initiate the calendar build after FAP approval is received from CBR. If the request is for a calendar revision that does not include billable changes, a member of the OCS team will contact the study team when work is initiated. The OCS team member will guide the study team through the process.

New Studies

For studies never registered in OnCore, the OCS team does the following:

• Creates the new OnCore protocol shell
• Builds the OnCore study calendar
• Works with Clinical Billing Review (CBR) to ensure FAP-approved billable procedures are included and linked to the correct Charge Master items
• Notifies the Center for Clinical and Translational Science (CCTS) to add calendar procedures to relevant studies
• Requests calendar validation from the study team prior to opening the study to accrual in OnCore

Calendar Revisions

The OCS team also revises calendars currently in OnCore. Revisions may be due to:

• An IRB amendment
• A FAP-approved billing change
• The study team's preference or changes that do not require FAP approval(e.g., to condense arms or segments to enable better workflow in the calendar)

To submit an OCS request, please complete the OCS Calendar Request Form. Depending on the type of request, different information will be required.

Required information for a New Calendar Request:

• Administrative information (contact information for the study team, IRB# if available, NCT# if available, Department/Management Group, CCTS services)
• Study information (short title of study, protocol type, subject age group, accrual targets, anticipated completion date, recruitment duration)
• Study documents (Protocol, ICF, lab manual, etc.)

Required information for a Revised Calendar Request:

• Contact Information
• OnCore Protocol Number
• Revision description (may be highlighted in the Excel version of the calendar)
• Documents as relevant (updated protocol, ICF, CBR workbook, etc.)

Here you will find useful information about the Oncore calendar building process from submitting a request to completion.

Minimum Footprint document – This document defines the minimum required fields for the OnCore protocol shell.

OCS Calendar Request form – This is the form to request OCS services for a new calendar build or calendar revision.

For questions or concerns, please email This email address is being protected from spambots. You need JavaScript enabled to view it.

Michael McEwan 
System Administrator I
205-975-7736
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Jennifer Uzochukwu 
Research Protocol Analyst
205-996-3973
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Symone Stamps
Research Protocol Analyst
205-934-5413
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Shamilla Chapman
Research Protocol Analyst
205-934-5428
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Alicia Mallard
Research Protocol Analyst
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Please feel free to reach out to us if you have any questions. We look forward to assisting you!