Resident/Student/Academic Affiliation - Beckley VA Medical Center
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Beckley VA Medical Center

 

Resident/Student/Academic Affiliation

Colleges and Universities

Please ensure you have a current Affiliation Agreement with the Beckley VAMC.  Prior to any clinical rotation a Trainee Qualification and Certification Verification Letter (TQCVL) with a student list should be completed and sent to VHABECResidentStudentAffiliationTeam@va.gov.

The TQCVL is required for all Health Professions Trainees (HPT) either VA stipend-paid or without compensation.  For multi-year programs, all trainees, new and continuing, will be listed on the TQCVL prior to the start of the academic year.

Please contact the Beckley VAMC Education Department at 304-255-2121 extension 4659 or 2016 for any questions or if you would to initiate an Affiliation Agreement with BVAMC. 

TQCVL Instructions

TQCVL Template

TQCVL Student List

TGCVL Guide

https://www.sss.gov/   Selective Service Link for validation           

Health Professional Trainee (Residents/Students/Interns) 

To qualify for VA training, two forms must be on file with the Beckley VAMC prior to your initiation of the onboarding process.  Your University/College must submit these required forms:

  • Current Affiliation Agreement with your accredited program
  • Trainee Qualifications and Credentials Verification Letter (TQCVL) accompanied by the Student List

Please follow the onboarding instructions and submit the completed application packet and checklist to Human Resources (HR).  Your application must be submitted a minimum of six weeks prior to the first day of your rotation. 

Onboarding Instructions

Step 1:  Download and complete the forms

Beckley VAMC Checklist         

Application of Health Professions Trainees            

Declaration for federal Employment (OF306)

Appointment Affidavit (SF61) 

Health Professions Trainee Random Drug Testing

Form I-9    

JIT Rules of Behavior      

WOC Appointment Letter 

  **Additionally, all trainees must sign and submit an influenza vaccination form to indicate whether you have been vaccinated and acknowledge that you have read, understood, and agree to comply with the requirement that in the absence of vaccination you will be expected to wear a face mask throughout the influenza season  (October 1 through March 31). The date may be extended based on local influenza activity.                                                                              

Helpful tips for onboarding process:

  • When filling out the Application for Health Professions Trainees, be sure to sign as the applicant and the appointee.
  • You do not have to get the Standard Form 61, Appointment Affidavit notarized. We have a notary here. Please make sure to fill it out and sign it.

Step 2:  Complete Mandatory Training for Trainees

If you have worked at a VA before and need to transfer your TMS account call the VA Enterprise Service Desk at 1-855-673-4357 (24/7) and let them know you need to be transferred into the BEC Domain.

First Time Trainees at the VA, call Beckley VAMC Education Department at 304-255-2121 extension 1950 for assistance.

***TMS must be completed every 364 days if your rotation exceeds one year.

Please provide a copy of your training certificates.  All required training must be completed prior to your first day of clinical rotation.

Step 3: Schedule an Appointment with Personal Identity Verification (PIV) Office to Initiate Fingerprinting/Background

You must be fingerprinted no later than 6 weeks prior to your clinical start date. 

Please Call 304-255-2121 extension 4814 to schedule an appointment.

Fingerprinting is conducted by our PIV Office in room 1B-110. They are open Monday – Friday 9 a.m. – 3:00 p.m. except for Federal Holidays. 

You will have your picture taken and will need to provide two forms of Identification (Driver's License and Social Security Card). 

List of Specific Identification Documents required  

 PIV Identification Listing

**Fingerprints can be taken at any Department of Veterans Affairs VAMC as long as you call to schedule an appointment.   Locations and phone numbers can be found at locations. It is very important to tell them that the fingerprint results need to be sent to the Beckley VAMC and provide them with these two numbers:

                             SON-1015

                             SOI-VA61 

Step 4:  Bring completed packages to your Scheduled Appointment with PIV/ Human Resources office 

**Please note ONLY COMPLETE PACKETS WILL BE ACCEPTED.

Student Exit/Perception Survey and Clearance Form

The VA Trainee Satisfaction Survey asks you to rate various aspects of your training experience. Information from the survey provides feedback in identifying areas of excellence as well as areas needing improvement. . This online survey takes approximately five minutes to complete.

At the end of your Beckley VA Medical Center rotation, please complete the Clearance Form and submit the completed form to Education on the 3nd floor, room 3C-129

 

     

Contact

Education Department
Room 3C-129
304-255-2121 Ext. 4659 or 2016
VHABECResidentStudentAffiliationTeam@va.gov