Steps to begin a Clinical Research Study at UW

Please note: The sequence of the steps may vary depending upon funding source.

• Step 1:  Confidential Disclosure Agreement Requirements

• Step 2a:  Regulatory Requirements for Studies utilizing the Office of Clinical Trials
  OR
  Step 2b: Regulatory Requirements for Studies not utilizing the Office of Clinical Trials

• Step 3:  Research Budgeting and Billing

Step 3.  Research Budgeting and Billing 

The University of Wisconsin School of Medicine and Public Health, UW Hospital and Clinics, and UW Medical Foundation have collaborated on a research budgeting and billing system.

1. All clinical research is required to be entered into the Budget Database. New users can register UDDS number required and will receive a log-in name and password via email. Follow the instructions to enter budget information about the study.  The system is intuitive and is usually easy to navigate. Tests and procedures can be found on the “activity sheet” and should be entered on a per-visit basis.  Upon successful entry, you will be able to view a study budget online (requires Adobe Acrobat Reader)

2. Once you have all the necessary approvals and the contract finalized, you are ready to start enrolling.

3. If you have UWHC/UWMF charges to be billed to your study, you will need to set up some requisitions:

• Internal Requisition for UWHC (Address to: Nancy Lutz 635 Science Drive, Box 9230, Use Class code 3220

• External Requisition for UWMF (Professional fees for EKG reading, x-ray interpretation, etc) Address to UWMF 555 Zor Shrine, Madison 53719. Use Class code 3220

• Include on both: “Blanket order for HSC 2004999, Dr. Bill Sample. Send invoices to: Name, address (including box number) of coordinator, or other responsible party)”.

• For Pharmaceutical Research Center:
  (Address to PRC F6/133 CSC)
  Use Class code 3350

4.  To set up research billing for UWHC and UWMF, you will need a red research billing card. To get a research billing card and associated materials, fax the following items to 265-4464 “attn: red card request”:

• IRB approval notice for the study

• Photocopies of UWHC and UWMF requisitions
  (photocopy them before routing for signature)

• Name and phone number of coordinator, or other responsible party

• If the study uses the CTRC (The Clinical and Translational Research Core), include the study’s CTRC (The Clinical and Translational Research Core) approval notice

5.   When the red card is ready, the coordinator/contact will receive a phone call and be asked to pick up the card and instructions at the Office of Clinical Trials. Then you may begin enrolling!

Step 1 | Step 2 | Step 3