Clinical Research Foundations Mentoring
We have updated our mentorship program, and our inaugural cohort launches this fall.
The redesigned Clinical Research Foundations Mentoring Program now runs as guided quarterly cohorts. Applications for the inaugural fall (Q4) cohort open August 1, 2026, and the cohort begins Monday, October 5, 2026.
- Applications open
August 1, 2026 - Applications close
September 14, 2026 - Inaugural cohort begins
October 5, 2026
What is the Clinical Research Foundations Mentoring Program?
The Clinical Research Foundations Mentoring Program is one of the core components of the Clinical Research Foundations Training Program, and is designed to facilitate the overall development of the clinical research professional workforce at UT Southwestern Medical Center (UTSW). At UTSW, the Office of Clinical Research (OCR) has designed a Clinical Research Foundations Mentoring program pairing an experienced clinical researcher (the mentor) with a new member of the clinical research team (mentee). Within this dyad, the mentor advises and guides the mentee through a carefully designed and structured program that introduces critical aspects of clinical research management via interactive activities, role play, review of real-world materials and systems, and mentor-mentee discussions. There are many benefits to participating in the Clinical Research Foundations Mentoring program, some of which include but are not limited to:
- Learn the workplace culture in clinical research
- Networking opportunities
- Accelerate and strengthen skills development
- Organizational knowledge
How the program runs: quarterly cohorts
The program now runs as four cohorts per year, one each quarter, with each cohort lasting about 14 weeks. Four fixed kickoff dates a year give the program a predictable rhythm and let OCR coordinate matching, group events, and completion for everyone at once.
The instructional model: I, We, You
Every module follows the same reusable rhythm, the gradual release of responsibility, so learners recognize the same shape six times:
1. I do
Homework: short videos and readings that demonstrate the concept before the meeting.
2. We do
Guided practice with the mentor: cenarios, role play, and walking a real protocol together.
3. You do
Independent application: finalize, self-check, and submit the completion survey that unlocks the next module.
The quarterly rythm
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Rolling intake
The mentee completes the CRF CITI course as part of standard new-hire clinical research training, then submits the intake questionnaire.
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Eligibility check and cutoff (about 3 weeks before kickoff)
The roster locks to CITI-complete mentees.
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Matching (about 2 weeks before kickoff)
The scoring rubric proposes pairs; OCR reviews and confirms.
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Kickoff
The cohort launches together and Module 1 opens.
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Six modules
Pair meetings every 2 to 3 weeks, each gated by a completion survey.
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Close-out
Post-program survey, SMART goal confirmation, and certificate.
General cohort schedule
Because cohorts are anchored to the calendar quarters, the schedule repeats predictably every year. Each cohort kicks off near the start of its quarter and runs about 14 weeks through the six modules. Intake and matching happen in the weeks before each kickoff, so mentees should apply well ahead of the quarter they want to join. Exact kickoff dates are set to the first business Monday of each quarter and confirmed by OCR each year.
| Cohort | Apply / intake window | Cohort runs |
|---|---|---|
| Q1 Cohort Jan – Mar |
Nov – Dec (prior year) |
January through early April |
| Q2 Cohort Apr – Jun |
February – March | April through early July |
| Q3 Cohort Jul – Sep |
May – June | July through early October |
| Q4 Cohort Oct – Dec |
August – September | October through early January |
Roster locks about 3 weeks before each kickoff and matching runs about 2 weeks before, so completing CITI and submitting your intake early helps ensure you are placed in your preferred quarter. A hire who just misses a cutoff stays compliant through CITI and rolls into the next quarterly cohort.
Three OCR-hosted group events
Alongside the paired module meetings, every cohort shares three group touchpoints hosted by OCR. These anchor the cohort experience and keep everyone moving together.
Kickoff
Launch the cohort, introduce pairs, walk the roadmap, set expectations, and sign the Code of Mentorship.
Mid-point check-in
A pulse-check at the halfway mark to surface blockers early, confirm SMART goals, and reset cadence for the remaining modules.
Certificate ceremony
Close the cohort, recognize completers, thank mentors, capture feedback, and point ahead to the Skilled tier.
What is included in the Clinical Research Foundations Mentoring Program?
The UT Southwestern Clinical Research Foundations Mentoring Program consists of six distinct and highly structured modules of increasing complexity, all carefully designed to promote learning and career development skills that will ultimately benefit the mentee. These modules focus on subject areas that are considered essential toward engaging in clinical research activities on the fundamental level.
Each module consists of two parts. Together they combine independent preparation with hands-on, guided practice, so the mentee not only achieves the knowledge objectives but also engages in activities designed to interface with the current research environment at UTSW.
Part 1
Independent homework
About 30 minutes
A brief homework exercise the mentee completes independently before their planned meeting. Examples:
- Listening to podcasts
- Watching educational videos
- Completing website scavenger hunts
Part 2
Mentor-mentee meeting
About 1 hour
A series of interactive activities completed together during the meeting, with guided discussion points that direct the conversation. Examples:
- Practice data gathering and review
- Rehearse informed consent collection
- Work on setting SMART goals
The six modules
Content is branded to UTSW and refreshed for current standards, notably ICH E6(R3) Good Clinical Practice. Each module is gated by a completion survey. Expand each for detail.
- 1. Introduction to Mentoring Program and Establish Goals
Why it matters: the first meeting sets the tone for the whole program.
Knowledge Objectives
- Recognize the benefits served through mentoring and prepare for a successful experience
- Review SMART goal structure and create a goal
- Outline a plan for future meetings
Activity Outline
Meet-and-greet discussions and a review of the Code of Mentorship; discussion and implementation of a SMART goal; review of Clinical Research Foundations Training to date and plans for the mentoring program.
- 2. Data System Management at UTSW
Why it matters: data quality is the foundation of all research and patient safety.
Knowledge Objectives
- Understand how effective data collection, management, and quality are the foundation for all clinical research activities
- Identify and understand processes that assure data quality, and recognize the importance of data security
- Identify data that contains protected health information (PHI) or restricted information
Activity Outline
Talk through the research process with a focus on the data; review electronic data capture (EDC) system access and practice using the electronic medical record (EMR); review and practice identification of PHI in study records.
- 3. Study Protocols and Informed Consent
Why it matters: consent is the most important skill a coordinator builds.
Knowledge Objectives
- Identify the major components of a study protocol
- Recognize the importance of conducting informed consent per good clinical practice standards
- Describe in plain language the risks and benefits of participating in a research study to a potential patient
Activity Outline
Review a study protocol and identify important components; review an informed consent form; practice obtaining informed consent; and observe informed consent discussions. SMART goal is finalized in this module.
- 4. Adverse Events and Reporting
Why it matters: what you do after an unexpected event protects this and future subjects.
Knowledge Objectives
- Be familiar with unanticipated and adverse events, and know where to locate UTSW reporting resources, including timelines
- Review adverse events (AEs), serious adverse events (SAEs), and unanticipated problems involving risks to subjects or others (UPIRSO)
- Comprehend the significance of reporting based on government regulations
Activity Outline
Review situations that require reporting and their associated timelines; review a study AE log in relation to the study protocol; and practice data collection for AE reporting.
- 5. Project Management of Clinical Research
Why it matters: independence means coordinating a full visit without missing a step.
Knowledge Objectives
- Possess a basic understanding of how the clinical research management systems work together at UTSW for subjects on study
- Be familiar with scope of practice when implementing research activities
- Apply that knowledge to understand the steps needed to successfully schedule a subject's research visit
Activity Outline
Review role and job description to determine appropriate scope of practice; review clinical research visit coordination; and practice a study visit scenario.
- 6. Ethical Conduct of Research
Why it matters: judgment under pressure is what protects subjects.
Knowledge Objectives
- Apply lessons from previous modules to recognize the best course of action in a challenging situation
- Be aware of resources and when to reach out for assistance
- Review successful resolution of the SMART goal, or discuss a plan to finish it outside the program
Activity Outline
Review a series of ethical situations and discuss the best course of action; discuss available support resources; and review SMART goal completion.
How can I participate as a mentee?
The CRF Mentoring Program is open to any UTSW team member in a clinical research role who is within 24 months of their hire date at UTSW. Eligible applicants submit an intake questionnaire and are placed into an upcoming quarterly cohort.
New hire or newly transferred into a designated clinical research role that requires completion of the Clinical Research Foundations Training Program
Signed up for the Clinical Research Foundations Training through the CITI program platform
Application requirements
To apply, complete the mentee intake questionnaire in REDCap. You will need:
Application Checklist
Once submitted, OCR reviews the application, confirms CITI status, eligibility, and manager support, and places each qualifying mentee into a quarterly cohort. Applicants are then matched with a mentor and notified before kickoff. To start an application or ask a question, contact us via OCR@utsouthwestern.edu.
How matching works
Two questionnaires, one for mentees and one for mentors, use identical answer scales on shared dimensions so they can be compared directly. OCR reviews and confirms every match.
What we match on
- Relevance — overlap in study types, and how well a mentor's strengths line up with a mentee's learning priorities
- Experience fit — a right-sized gap between mentor and mentee, and clinical or non-clinical context
- Feasibility — location, meeting mode, and how often each party can meet
- Rapport — communication and feedback style
Before any pair is scored
Hard constraints are applied first: no manager serves as their own employee's mentor, mentor capacity is respected, and declared conflicts are honored.
Mentors, mentees, and mentee supervisors are notified of confirmed matches. OCR checks in privately with both parties during the cohort and will restructure a pairing if there is a disconnect.
How can I participate as a mentor?
The OCR is always interested in recruiting experienced clinical researchers to serve as mentors. Not only do we appreciate the time and experience mentors offer, but we also fully recognize that great mentors can come from a variety of research backgrounds. Ideally, the OCR is looking for experienced coordinators or clinical researchers with at least three years combined working experience in research, preferably with exposure to a variety of study types.
Mentors complete a brief questionnaire, mirroring the mentee intake, that captures their coaching strengths, study-type experience, availability, and how many mentees they can take in a cohort.
Frequently asked questions
- What are the benefits of being a mentee?
There are many benefits to participating in a mentoring program as a mentee:
- Access to your mentor's expertise
- Vital feedback in key areas
- Learning specific skills and knowledge relevant to personal goals
- Larger networks with more people across UTSW
- Learning about the organization's culture
- A resonating effect, as mentees go on to become mentors themselves
- Multiple types of support, including career and psychosocial support
- What are the benefits of being a mentor?
There are many benefits to participating in the program as a mentor:
- A chance to build connections in the UTSW research community
- Exposure to unique problems and perspectives
- An opportunity to develop leadership and coaching skills
- Information exchange both ways; the mentor gains insight from the mentee
- Satisfaction of sharing expertise with others
- Gaining an ally in promoting the organization's well-being
- More knowledge about other areas of the organization
- What are the criteria for joining as a mentor?
The OCR is looking for coordinators or clinical researchers with at least three years of combined work experience in research, preferably with exposure to a variety of study types. OCR@utsouthwestern.edu to learn more about becoming a mentor.
- I primarily work at another hospital. Can I enroll in this program?
We recognize that employees at UTSW's affiliated institutions may wish to enroll, and we are currently working with our partner institutions to integrate this program into their onboarding processes. For further information, email the OCR.
- I started the program but don't think I can find the time to finish. What do I do?
First, thank you for recognizing that you are facing challenges with finding the time. Situations change all the time. We want to make sure you succeed, and it is a requirement for research onboarding, so please email the OCR and we will review your situation and discuss options.
- I can't complete my SMART goal by the end of Module 6. Can I still get my certificate?
Completion of the SMART goal is a major component of the program's requirements. If you are unable to complete it during the program, you will be offered the opportunity to continue working with your mentor beyond the structured length, if both parties agree. Alternatively, you can ask your supervisor or manager to take over as the mentor designee until the goal is complete. If neither is available, email the OCR to make alternate arrangements.
- I don't think it's working out with my mentor or mentee. What should I do?
This program is meant to be enriching and rewarding for all participants, but we recognize that sometimes a pairing does not work out. If either member finds the experience unsatisfactory, we want to address those concerns immediately and either resolve the situation or reassign parties as needed. Contact the OCR and we will work with you to find a solution.
- I found an issue in the program's activity sheets. Who do I notify?
We are grateful for all notifications regarding broken links, out-of-date information, and similar issues in our program documentation. Email the OCR and we will ensure updates are made in a timely manner for the benefit of all participants.