2026-2027 VA On-Boarding Process - Southeast Louisiana Veterans Health Care System (SLVHCS)
NOTE: For The VA, the following definitions apply:
VA New Rotator Resident/Fellow
Resident/Fellow who is one of the following:
New to LSUHSC-New Orleans (including Baton Rouge, Bogalusa, Kenner, Lafayette, and Lake Charles House Officers)
Residents/Fellows Continuing in the same LSU Training Program, but have never rotated at the SLVHCS-Louisiana
Rotated at the SLVHCS-Louisiana VA, during Medical School at LSUHSC-New Orleans. VA GME Office will use the LSU Medical Student Match list to try to extend the Credentials for the LSU students that match to LSU Residency programs and update them to Resident.
Residents/Fellows will need to complete the VA Application for New Resident/Fellow Rotator (an automated system email will be sent to the resident/fellow)
Residents/Fellows must schedule a fingerprint/photo Photo appointment with the VA office. To schedule an appointment, local trainees can emial vhanolgmefingerprinting@va.gov Out-of-town Trainees must contact the New Orleans VA GME Manager, Ms. with Ms. Crystal Cruz, crystal.cruz2@va.gov to schedule an appointment at the nearest VA using a calendar portal.
VA Returning Rotator Resident/Fellow
Residents/Fellows who meets one of the following criteria:
Previously rotated at the SLVHCS-Louisiana VA in the prior academic year(s) and will remain in the same program next academic year
Previously rotated at the SLVHCS-Louisiana VA in the prior academic year(s) but will be in a different LSU Residency/Fellowship Program
Resident will need to follow the Returning Resident onboarding requirements listed below
VA - Includes main campus VA New Orleans and all community based outpatient clinics (CBOCs), including Baton Rouge, Bogalusa, Franklin, Hammond, Houma, Slidell and St. John.
VA Onboarding Processes and Procedures Meeting 2/24/26: Recording
TQCVL Form:
TQCVL & TQCVL Spreadsheet: Prior to participating in training at a VA Facility, each health professions trainee ((HPT) Resident/Fellow), must be listed on a TQCVL to complete onboarding. The TQCVL Guide is available to help complete the TQCVL.
Program Administrator downloads and completes a TQCVL and a TQCVL Spreadsheet listing Residents/Fellows in the Program that may rotate at the VA, and attach it to the TQCVL. The TQCVL Spreadsheet can be downloaded and printed from the GME Online Appointment Forms System and will auto-populate with some House officer data. Missing House Officer data must be entered manually in the spreadsheet. The spreadsheet must be in Excel format not a pdf when submitting to the VA.
Include all Residents/Fellows names on the TQCVL spreadsheet that may rotate to the VA during the Academic Year. Include all that are eligible to rotate to the VA for the Academic Year. This Document covers the residents/fellows for malpractice, therefore, it is best to include all residents/fellows that are eligible to rotate to the VA even if they are not scheduled to rotate for the academic year in the event there may be a schedule change. If a specific PGY/HO level rotates to the VA, include all at that PGY/HO level, if specific PGY/HO level(s) do not rotate to the VA, do not include them on the TQCVL spreadsheet.
House Officer Level on this form must be the House Officer level for the new Academic Year.
By siging the TQCVL, Program Directors are Certifying all residents/fellows listed have met all the requirements listed on the TQCVL Form, (there are links to many of the requirements on the TQCVL form to check if they have been met).
Residents/Fellows (HPTs), who are non-US citizens need to have accompanied documentation submitted with the TQCVL, and issued a U.S. Social Security number
Documentation can include permanent resident card, employment authorization document Form I-766, Visas (J1 or DS-2019)
Program Director signs and dates the TQCVL and includes his/her title as Program Director. Program Director signature must be original signature or electronic timestamp.
Program Administrator submits the completed and signed TQCVL, with completed TQCVL spreadsheet, and copies of non-U.S. Citizen document to include J-1 Visa and permanent Resident Card documents, if applicable to the VA Group Email vhanolvagmeprogram@va.gov, using the LSU Encrypted Email System by the deadline. The deadline listed on the AY 2026-2027 Paperwork Submission Timeline. Program Administrators should keep a copy of the TQCVL and spreadsheet that was sent to the VA.
the TQCVL Excel List will be used to create new accounts for the New Rotators to register for an IAM account to complete the VA New Rotator Application.
If there are any changes to the List of Residents/Fellows on the original TQCVL Spreadsheet submitted with the TQCVL, an updated TQCVL spreadsheet must be submitted to the VA Group Email using the LSU Encrypted Email system.
An updated TQCVL spreadsheet is required every time there is a change to the List of Residents/Fellows to Ms. Crystal Cruz, at the VA using the LSU encrypted Email System
Identify in the subject line of the encrypted Email that the attachment is an updated TQCVL Spreadsheet (list of Residents/Fellows).
Coordinator Tracker: The Coordinator Tracker provides VA staff with more detailed information for each Resident/Fellow that will rotate at the VA and is part of the VA onboarding Process
Program Administrators complete the Coordinator Tracker. The Coordinator Tracker can be downloaded and printed from the GME Online Appointment Forms System, and will auto-populate with some House Officer date. Missing House Officer data must be entered manually in the Coordinator Tracker.
Include all information requested for VA New and Returning Residents/Fellows
Interns may not have a CDS/PMP and NPI number when completing the Coordinator Tracker - these can be added later, and send the updated Coordinator Tracker to Crystal Cruz
it is very important to include the correct VA rotation date, if the rotation date is not known when completing the Coordinator Tracker, leave the field blank. Do not enter July 1, as the rotation start date if the Resident/Fellow will not rotate to the VA on July 1.
Program Administrator submits the completed Coordinator Tracker, in Excel Format ONLY, (do not send a pdf), to Ms. Crystal Cruz, at the VA Crystal.Cruz2@va.gov using the LSU Encrypted Email system by the deadline. The deadline is included on the AY 2026-2027 Paperwork Submission Timeline.
Once the rotation schedule is completed, send the Rotation Schedule to Ms. Crystal Cruz, Crystal.Cruz2@va.gov using the LSU Encrypted Email sys
New Residents/Fellows VA Application Instructions
NOTE: Incoming New Residents/Fellows that will rotate to the VA during 2026-2027 academic year that were included on the TQCVL Spreadsheet submitted with the TQCVL, will automatically receive an Email from mvi.system@va.gov to register for an IAM account to complete the VA New Rotator Application.
2026 VA New Trainee Onboarding Process Checklist The checklist includes the steps for the New VA Rotator to complete the VA onboarding process.
Resident/Fellow is required to complete a background check.
The Program Administrator is listed as the Supervisor or point of contact
Returning Residents/Fellows: Returning Trainee Onboarding Requirements