Site Participation Materials

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NRG Oncology Update

NRG Oncology is now accepting applications for membership. --  NRG Membership Application


 

RTOG Foundation Participating Sites

Contact the RTOG Membership Associate (RTOG-Membership@acr.org, 215-574-3173) to request information about participating in RTOG Foundation clinical trials and projects and for further information concerning the status of membership agreements (Master Purchased Service Agreements - MPSA), confidential disclosure agreements (CDAs) and other RTOG site participation questions.

 

Member Roster Update Form – Use this form to notify RTOG about additions, deletions, and other changes to your RTOG membership roster. To change the institutional Principal Investigator please also send a letter addressed to the Director of Clinical Trials Administration and a copy of the new PI's CV to RTOG-Membership@acr.org.
 

Changes to Membership
 
Name Change:
In order to make the change in the RTOG database RTOG requires an official letter on institutional letterhead that indicates the former and current name of the site. The letter should be signed by an institutional official who has the authority to make contractual changes on behalf of the Site.  Once received, RTOG will process this request by drafting an Amendment to the MPSA which will be forwarded to the site for signature and execution. The name change will be revised upon full execution of the MPSA amendment by RTOG. The Site will receive an email notification when the changes have been completed.
 
Address Change:
An official letter on institutional letterhead must be submitted requesting this change.  The letter should include the former and current address of the Site as well as changes to any other contact information; and must be signed by an Institutional Official who has the authority to make contractual changes on behalf of the Site.  Once received RTOG will process this request as an amendment to the MPSA. The Site will receive an email notification when the changes have been completed.
 
Payee for Reimbursement Change:
In order to change who or where reimbursement payments are mailed out to for an Institution, the Site must submit a Member Roster Update Form. 
  • When completing this form please select (or type in) “Payee for Reimbursement” as the role designation and include the name, address, contact phone, and email address. 
    • Please note: any individual already on the roster can also be designated in this role. (For example: the PI can also be listed as the Payee for Reimbursement).
  • Once received, the request is processed and updated in RTOG databases. The Site will receive an email notification when the changes have been completed.
  • Immediate notification must be sent to RTOG for any changes to this role to prevent lapse in the delivery of reimbursement payments to the institution.   
Institution Payee Change:
  • When an RTOG member Institution changes its designated Payee, (the name the check is made payable to), an official notification letter from the Site must be submitted to RTOG. This letter may be sent via email, fax or regular mail, and must be signed by an institution official for the Site who has the authority to make contractual changes to the RTOG Member Agreement in effect between RTOG and the Institution.
  • Once received, RTOG will process this request by drafting an Amendment to the MPSA which will be forwarded to the site for signature and execution. The change of Payee will be revised upon full execution of the Amended MPSA by RTOG. The Site will receive an email notification when the changes have been completed.
    • NOTE: This process is separate from changing the “Payee for Reimbursement” role/record for a Member site.
Principal Investigator and Lead Research Associate Roster Changes:
 
RTOG requires each member institution to designate two primary points of contact for all correspondence and support related processes - the Principal Investigator (PI) and the Lead Research Associate (LRA). These individuals are identified by the Institution at the time the MPSA is signed.
 
The LRA is the primary contact for all data management concerns for the institution. Only one person can be listed in this role designation per site. The Site designated RTOG PI can also be listed as the LRA when requested by an institution.
 
Below are the instructions to make changes or updates to these role designations:
 
Principal Investigator Changes:
  • RTOG requires an official letter on institutional letterhead that indicates the former PI and the new PI to be named for the Site.
    • The letter should be signed by an institutional official who has the authority to make contractual changes on behalf of the Site. 
  • The CV of the new PI must be submitted.
  • The Member Roster Update Form indicating whether the former PI will remain on the institution roster under a different role designation or be completely deleted from the roster.
  • Once received, RTOG will process this request by drafting an Amendment to the MPSA which will be forwarded to the site for signature and execution. The pending change will be revised upon full execution of the Amended MPSA by RTOG. The Site will receive an email notification when the changes have been completed.
  • Satellite sites and need only submit the Member Roster Update Form and the CV for the PI.

Lead Research Associate Roster Changes:

  •  Submit the Member Roster Update Form to add a new person in this role or change an existing person on the Site roster to this role. The form should also indicate whether the former LRA will remain on the institution roster under a different role designation or be completely deleted. 
 
All letters should be sent to: RTOG-Membership@acr.org.