Practical guides for using OnCore at Stony Brook Medicine, written by the RCI OnCore support team. Start with a guide below, or contact OnCore Support for help with your study.

How-to guides

Roles & access

  • The four roles, how to request an account, and training

Adding subjects to a study

  • Register subjects by MRN and track their status

Calendar subject visits

  • Log visit dates, statuses, and procedures for billing

Home screen widgets

  • Quick access to your protocols and subjects

Date fields & keyboard shortcuts

  • Fast relative-date entry in any date field

PC Console field definitions

  • What every Main tab field means, with SBU conventions

Training manuals

Full module training manuals for OnCore are published by Advarra, the OnCore vendor. Because they are licensed Advarra materials, we link to them through the vendor rather than reposting them here. You can reach them from the Learning Portal in the OnCore User Menu (the drop-down by your name, under Help), or ask OnCore Support to point you to the current version.

CRM (Clinical Research Management)

  • Day-to-day study conduct: navigation, PC and CRA Consoles, subjects, visits, deviations, and reporting

Financials

  • Coverage Analysis (MCA), protocol budgets, invoicing, and payment tracking across the life of a study

ePRMS

  • Paperless protocol review: submissions, committee workflow, reviewer assignments, and decisions for the review committee (PRMC)

More modules

  • Ask OnCore Support about guides for other modules and workflows as your study needs them

Get access and help

  1. Request an account. Have your departmental supervisor email an account request to OnCore Support, naming the role the person needs. Not sure which role? See Roles & access, or just describe the work and we'll help you pick.
  2. Learn OnCore. Complete your role-based training, then work through the guides above. The Advarra Learning Portal has the full module manuals.
  3. Get help with your study. For questions about registering subjects, calendars, or financials, email OnCore Support.
  4. Get technical help. If something isn't working, or you're a current user who needs support, email OnCoreHelp@stonybrookmedicine.edu.