Health professions trainees
On behalf of the VA Ann Arbor Healthcare System, and VA educational site leads and program directors, welcome to the VA! We look forward to partnering with your home institution and to participating with you in your journey through medical training.
Affiliate - Trainee Qualifications and Credentials Verification Letter (TQCVL)
A Trainee Qualifications and Credentials Verification Letter (TQCVL) is required for all Health Professions Trainees (HPTs). An HPT is an individual appointed to a temporary position in one or more VHA medical facilities performing clinical or research training experiences to satisfy program or degree requirement. The HPT can be either VA-paid or Without Compensation (WOC). Trainee academic levels include undergraduate, graduate, and post-graduate students, interns, residents, and VA advanced fellows; and pre and post-doctoral fellows.
The purpose of the TQCVL is to verify that each trainee meets all eligibility requirements to participate in training at the VA before they receive federal appointment.
The affiliate is required to verify the eligibility list for each trainee, and therefore trainees that do not meet these requirements must not be included.
To complete the TQCVL process:
- Complete the Trainee Qualifications and Credential Verification Letter using the TQCVL Template. The body text of the TQCVL must NOT be modified and must be on the affiliate’s header letter.
- Attach a list of trainees that are covered by the TQCVL using the TQCVL List Template.
- Provide non-US citizen proof of current immigrant, non-immigrant or exchange visitor status.
Email completed documentations to VAAAHPTStaffing@va.gov
TQCVL without lists or lists without TQCVL will not be accepted.
When trainees provide the affiliate with all documentation that supports the requirements mentioned above, it is up to the affiliate to keep these documents for their records. However, the affiliate must attach the non-US citizen proof of current immigrant, non-immigrant or exchange visitor status along with the TQCVL.
If a trainee does not meet the requirements above, they should not be listed on the TQCVL, Trainees are not permitted to participate in a clinical rotation until they meet the criteria on the TQCVL and, as applicable, until reasonable accommodations are made to these requirements. Only after a trainee meets all criteria may a new TQCVL be submitted with their name added to the trainee list. Program director should inform the VA DEO of any pending issues for a specific trainee.
In compliance with the VHA Office of Academic Affiliation and the Ann Arbor VA facility each health profession trainee is required to complete the step-by-step staffing process and submit all forms electronically with time stamped digital signature.
We look forward to partnering with you to enhance your trainees’ learning experience.
For questions, contact us HERE.
Trainees - Fellows, Residents, Students
The following are step-by-step application instructions for all Health Profession Trainees (HPT) . HPT can be a direct VA-pay (stipend) or Without Compensation (WOC).
Please select the appropriate form below and follow all instructions carefully.
Returning trainees must submit a new application when starting a new program For example, Medical Student to Resident or Resident to Fellow are examples of new program even if all training is done in Ann Arbor.
All steps must be completed no sooner than 120 days and no later than 30 days before your start date.
Email VAAAHPTStaffing@va.gov for any questions regarding your application
Frequently Asked Questions
How long does my account stay active?
Your account stays active if you do the following:
- Successfully login to a VA computer and CPRS every 90 days
- Keep your TMS training current, VHA Mandatory Training for Trainees expires every 365 days.
How can I reactivate my account if I did not log in within 90 days and less than 180 days from my last log in or from my account creation or reactivation?
Your account at this stage will be disusered (disabled) you will need to call VA Enterprise Service Help Desk 855-673-4357 or x53500 within VA.
What can I do to reactivate my account if my last log in was more than 180 days?
Your account at this stage is terminated and to reactivate do the following:
- Make sure all your training in the Training Monitoring System (TMS) is current.
- Email HPT Help Team the following:
- VHA Mandatory Training for Trainees certificate of completion
- Legal last, first, and middle name
- Date of Birth
- Rotation start date
- Wait for an email to notify you when your account reactivation request is completed and that is time to pick up your password sheet from IT.
How long does it take for my account to be reactivated?
When a request for an account reactivation is submitted, the request will be in rout for approval by 5 different VA services, which will take 3-14 business days.
Where else can I be Fingerprinted?
You can be fingerprinted at any VA facility. Non-VA fingerprints such as State and Local cannot replace VA fingerprinting.
How early can I be fingerprinted?
The earliest you can be fingerprinted is 120 days before your start date. If you exceed 120 days between your fingerprint and your PIV/VA ID Badge registration … you will likely have to be fingerprinted again.
How late can I be fingerprinted?
The latest you can be fingerprinted is 4 weeks before your start date, this will allow officials enough time to process your application and create your VA account.