1. 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.
   1. 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 GMEOnline Appointment Forms System and will auto-populate with some House officer data.  Missing House Officer data must be entered manually in the spreadsheet. 
      • 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 rmalpractice, thererore, it is best to include all residents/fellows that are elibibile 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 level rotates to the VA, include all at that PGY level, if specific PGY level(s) do not rotate to the VA, do not include them on the TQCVL spreadsheet.
      • House Officer Level is the House Officer level for the new Academic Year.
      • Check that Residents/Fellows have been screened against the Health and Human Services' list of Excluded Individuals and Entities (LEIE), and against the National Practitioner Data Bank (NPDB) by checking these databases (if payment is requested, contact Yolanda Lundsgaard in the LSU GME Office):
        1.  LEIE database:  https://exclusions.oig.hhs.gov/ (all Paid and WOC trainees)
        2. NPDB database: https://www.npdb.hrsa.gov/  
      • Check the boxes on the TQCVL that apply
      • HPTs who are non-US citizens need to have accompanied documentation submitte with the TQCVL
        • Documention can include permanent resident card, employment authorization document Form I-766, Visas (J1 or DS-2019)
      • Program Administrator attaches the TQCVL Spreadsheet listing Residents/Fellows 
      • Program Director signs and dates the TQCVL and includes his/her title as Program Director.  Program Directors can sign electronically.  Signatur must be original signature or electronic timestamp.
   2. 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 ro the VA Group Emaiil vhanolvagmeprogram@va.gov, using the LSU Encrypted Email System by the deadline. The deadline listed on the AY 2025-2026 Paperwork Submission Timeline.  Progam Administrators should keep a copy of the TQCVL and spreadsheet that was sent to the VA.
      1. 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.   
   3. 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 Emiail using the LSU Encrypted Email system and copy Yolanda Lundsgaard in the LSU GME Office. 
      • 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)
        
        
2. 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.
   1. Program Administrator completes 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 completed the Coordinator Tracker - these can be added later and send Crystal Cruz the updated Coordinator Tracker Spreadsheet
      • 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.
   2. Program Administrator submits the completed Coordinator Tracker to Ms. Crystal Cruz, at the VA (the EXCEL version) using the LSU Encrypted Email system by the deadline.  The deadline is included on the AY 2025-2026 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 system
        
        

3. New Residents/Fellows VA Application Instructions  

NOTE:  Incoming New Residents/Fellows that will rotate to the VA during 2025-2026 academic year that were inlcuded 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.

•  2025 VA New Trainee Onboarding Process Checklist   The checklist includes the steps for the New VA Rotator to cmplete the VA onboarding process.
• TMS Training-Mandatory:  The new online system will send an email to the Resident/Fellow with instructions to complete the Mandatory Training in TMS.  
• Selective Service:  Part of the new online application asks about Selective Service but does not require confirmation, It will automatically be checked electronically through the new system.  
• Fingerprinting & VA Photos:  Local Residents/Fellows MUST schedule a fingerprint/photo appointment with the VA GME Office vhanolgmefingerprinting@va.gov; Out-of-Town Trainiees must contact the New Orleans VA GME Manager, Ms. Crystal Cruz crystal.curz2@va.gov;
  • Non-U.S. Citizens:  Must submit a Personnel Security-Foreign National Check (FNC) Form in their email appointment reqeust for fingerprints.
  • IDs: Please Note, 2 IDs are required and the names on both IDs must match exactly, must be valid (not expired) and must be a Real ID (No LA Wallet)

4. Returning Residents/Fellows RETURNING TRAINEE ONBOARDING REQUIREMENTS.docx

a.  Returning Residents/Fellows must complete the mandatory TMS Refresher Training and download a copy of their TMS Certificate(s). TMS Registration Instructions

• TMS Mandatory Refresher Training Certificate(s) completion date(s) must not be expired or expiring before rotation to the VA
  1. Instructions to login to TMS:  TMS Registration Instructions; enter username (personal or school email you registered with, or the number assigned through the IAM protal), then click Submit.
  2. Certificates are valid for 1 year
  3. TMS Mandatory Refresher Training should be completed as close to the expiration date as possible to avoid expiring before rotation date
  4. Residents/Fellows can complete the TMS Mandatory Refresher Training a month before the expiration date.
  5. Residents/Fellows will lose computer access if their TMS training lapses. 
• Returning Residents/Fellows submit the completed Returning Trainee Onboarding Requirements:  TMS Certificate to their Program Administrator 
  1. Program Administrator reviews the packet, confirms all reqeusted information is entered on the form and all required documents are attached by the Returning Resident/Fellow (check the box confirming the TMS Training Certificate(s) attached)
  2. Program Administrator collects the TMS Training Certificate(s) for the Residents/Fellows
  3. Program Administrator submits the TMS Training Certificate(s) to Ms. Crystal Cruz, crystal.cruz2@va.gov, using the LSU Encrypted Email System.
  4. Do Not hold TMS Certificates waiting to receive them from all Returning residents/fellows, send TMS Certificates to Ms. Cruz, at the VA using the LSU Encrypted Emal System.