Cleveland Clinic Research Procedure and Approval Guide for Heritage College Students
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Purpose
The purpose of this procedure is to outline the process that will occur within the Cleveland Clinic for Heritage College students who want to participate in non-curriculum-based research at the Cleveland Clinic. The approval process applies regardless of whom you are working with and in which Cleveland Clinic facility you are conducting research.
Non-Curricular Research Opportunities
If you are interested in a research opportunity, the following is recommended:
- Review the list of current Cleveland Clinic research opportuntities
- Send each Principal Investigator (faculty member) of those labs that interest you a brief and customized email to introduce yourself, share your interest in the work of that particular lab, and your availability. View this sample email to the potential mentor for a suggested format.
- Attach your updated CV to the email that you are sending to the investigators. Guidance to preparing your CV can be found on the Heritage College Medical Student Research and Scholarly Activity website.
- You may wish to follow up with a phone call or email to the Principal Investigator within 5-7 days.
After Acceptance in a Research Project or Program
Once you have been accepted to participate in a research project/program and have confirmed your participation with your mentor, you will complete the electronic application, the Cleveland Clinic onboarding process and all Heritage College and Ohio University requirements.
Electronic Application
VR Application
- Please complete the electronic application as step 1 of the process for visiting research.
- Electronic Visiting Research Application Form:
- As an OUHCOM student, you can use the promo code "CCFVR100" to waive the application fee.
Cleveland Clinic Onboarding Process for OUHCOM Students
Beginning August 2026, OUHCOM students will be onboarded as medical students with all research tasks included so that you won’t have to re-onboard if you decide to do research. If the onboarding has not been completed (non-Cleveland based students), the process can take 3-6 weeks, so plan ahead and allow plenty of time to complete all required steps. As a Greater Cleveland student with a Cleveland Clinic ID badge, you can skip the first two bullet points below.
- Approved Researcher is launched into SilkRoad by VR Program Manager
- Researcher completes series of online tasks
- Researcher completes CITI training and MyLearning modules
- OUHCOM Program Manager attests to immunizations and background check
- Researcher obtains ID badge
- CCF Institute assigns any additional training modules based on their requirements
- CCF Institute completes all necessary system and security access requests
- Approved Visiting Researcher meets with approved Cleveland Clinic representative to review expectations and sign Cleveland Clinic Visiting Researcher Onboarding form
- Visiting Researcher is cleared to report to lab
- Continuous Service Only for Visiting Researchers
- Continuous service only, not intermittent - every break in service requires new onboarding
- Break in service - if badge is not swiped once every 30 days
Heritage College and OHIO Requirements
- Review Heritage College Policy 2.22. Additional information can be found on the HCOM Medical Student Training Requirements, Research Compliance, and ORCID iD webpage.
- All OUHCOM students participating in research must complete four CITI Program training courses and the Vector HIPAA course (this is the same course that is required to meet academic and clinical requirements). Upload them to the Student Documents in Salesforce prior to beginning the research project. Required courses include:
- Human Subjects (required for IRB): Typically must be updated every three years
- NOTE: Cleveland Campus students should affiliate with the Cleveland Clinic for this particular training to meet the Cleveland Clinic requirements.
- Additionally, students conducting research projects involving animal subjects will also be required to complete Animal (required for IACUC) training.
- Responsible Conduct for Research training: May need to be updated every two years (NOTE: Some courses do not have an expiration date.)
- Conflict of Interest training: Typically must be updated every four years
- Good Clinical Practice course: May need to be updated every two to four years (NOTE: Some courses do not have an expiration date.
- Vector Health Insurance Portability and Accountability Act (HIPAA) (Full Course): Medical students will receive notification to update every year
- Human Subjects (required for IRB): Typically must be updated every three years
- OUHCOM students must submit a deferral through the Ohio University Office of Research Compliance Cayuse system for all IRB/IACUC-approved protocols prior to beginning work on the project.
- OUHCOM students must register all research projects and scholarly activity with the Office of Research and Grants through the Salesforce Student Portal.
- OUHCOM students are expected to inform the Heritage College Office of Research and Grants of all publications, external research presentations, external funding and awards associated with student research activities. Accomplishments should be entered as dissemination activities in the Salesforce Student Portal.
- Additional information and instructions for the above requirements can be found on the HCOM Medical Student Training Requirements, Research Compliance, and ORCID iD webpage.
Important Additional Information
- Clinical or lab research only
- Maximum two rotations
- Non-curricular research engagement (no academic credit)
- Principal investigator will determine if student is eligible for authorship
- This should be discussed with the Principal Investigator prior to beginning the research engagement.
- Student Researcher can only work on research that has been approved by IRB/IACUC
- Cleveland Clinic IRB/IACUC will be the IRB/IACUC of Record
- Student Researcher can have access to Cleveland Clinic email
- Students will have NO remote access
- Deferrals must be obtained from OHIO Office of Research Compliance prior to beginning the research project
Contact Information
Cleveland Clinic
Lynsey Pennza
Program Manager
CCLCM/OU-HCOM
Email: pennzal@ccf.org
Heritage College Office of Research and Grants
Jessica Wingett, MA
Director of Research Administration and Student Research
Email: wingettj@ohio.edu or TraineeResearch@ohio.edu