# Cross-Sponsor GCP Certification Transfer In Study Training, site Learners using [VeevaID](/en/lr/548356/) can submit proof of Good Clinical Practice (GCP) certification in one sponsor Vault and automatically re-use the same proof to complete GCP training in another sponsor's Vault. With Learner consent to share, Vault automatically copies this proof to each of the Learner's subsequent _External Training Assignments_ for GCP collection, allowing for individual sponsor review in their Vault without requiring the Learner to retake a course or submit redundant evidence.
## Feature Dependencies Cross-Sponsor GCP Certification Transfer is a specialized use case of the [Learner Exemption Requests](/en/lr/735722/) feature. As a best practice, we recommend configuring Learner Exemption Requests before Cross-Sponsor GCP Certification Transfer. ## How Cross-Sponsor GCP Certification Transfer Works When an _External Training Requirement_ record's _Training Requirement Transfer Type_ field is "Site GCP Collection", site Learners receive a corresponding _External Training Assignment_ for GCP training. A given GCP assignment invites the Learner to participate in one of two recurring "phases" of GCP training across sponsors' Study Training Vaults: * The collection phase, during which the Learner submits and consents to sharing proof of their GCP certification in one sponsor Vault. This phase is like most other _External Training Assignments_, where the Learner uploads their proof of completion, then selects the **Complete Training** button and enters their electronic signature. Then, Vault sends the CRA or other reviewer a workflow task to approve or reject the assignment. * The subsequent exemption phase, during which the Learner is assigned similar _External Training Assignments_ in other sponsor Vaults. This phase is unique to GCP assignments, and Learners must consent to sharing their proof during initial collection in order to participate. When proof of completion is detected for a given assignment, Vault automatically: * Creates a _Learner Request_ record and adds the proof as an Attachment. * Sends that sponsor's CRA or other reviewer a workflow task to approve or reject the proof of completion. In certain sponsor Vaults, Learners may always be required to re-submit a different item of proof during the exemption phase. This occurs when a sponsor uses _External Training Assignments_ to assign a specific GCP training for which any other proof of completion is insufficient. In this case, Learners can simply complete the sponsor-specific GCP training, cancel the exemption request, and upload the new proof of completion. When [configured](/en/lr/8295581/), GCP Certification assignments created via [Self-Enrollment](/en/lr/829558/) or [Direct Assignment](/en/lr/52724/#direct-assignment) can be open-ended, such that Learners are permitted to complete the assignment at their own pace and are not required to complete it within a specified timeframe. See [Limitations][5] for other considerations. ### About Recurrence By default, when an _External Training Requirement_ for GCP [recurs](/en/lr/4788081/), Vault calculates the _Next Training Date (Recurrence)_ for the resulting _External Training Assignment_ using the _Evidence Completion Date_ that Learners populate while completing the assignment during the collection phase.
### About the Update Training Assignment Job When the _Update Training Assignment_ job processes an _External Training Assignment_ for GCP during the exemption phase, it initiates a secondary _Registry Transfer Exemption Job_ to: * Confirm whether the Learner is a VeevaID user. * Generate the _Learner Request_ record. * Locate and attach the Learner's previously-uploaded proof to the _Learner Request_ record. ## Configuration Overview Cross-Sponsor GCP Certification Transfer is a specialized use case of the [Learner Exemption Requests](/en/lr/735722/) feature. As a best practice, we recommend configuring Learner Exemption Requests before Cross-Sponsor GCP Certification Transfer. To configure your Vault for Cross-Sponsor GCP Certification Transfer: 1. Within the _External Training Requirement_ object page layout: * Add the _Training Requirement Transfer Type_ field. * Add the _Transfer Type Warning_ admin alert below the _Training Requirement Transfer Type_ field. This alert notifies Training Admins of this feature's behavior when saving a requirement with "Site GCP Collection" as the transfer type. * Add the standard _Is Verification Required?_ (`is_verification_required__v`) field and remove the similarly-labeled custom (`__c`) field. See [additional details][3] about the custom field. 2. Review the _External Training Requirement_ object page layout's Layout Rules. For any rule that hides the _Recurrence Based On_ field (for example, `hide_recurrence_based_on__c`), ensure the Layout Rule Expression is `recurrence_type__v !='relative__v' || is_recurring__v!=true`. This corrects any previous expressions, which may have been indicated as recurrence_type__v !='related__v'. 3. Review the _VT: Learner Exemption Request_ workflow's [default configuration][4] and adjust according to your organization's requirements. 4. This feature includes two standard workflows, _VT: GCP Certification Complete_ and _VT: GCP Certification Resubmit_. To configure them for full use in your Vault, update each workflow's Task steps (for example, _Complete External Training Assignment_) to use the _VT: Task: External Training Assignment_ notification template. 5. Review your Vault's _Training Assignment_ object lifecycle configuration for the _Assigned_ state (`assigned_state__v`). Confirm the conditional Entry Action rules for starting both the _VT: External TA: Complete_ and _VT: GCP Certification Complete_ workflows are configured such that: * If Training Assignment Type equals **External Training Assignment** and * Person is not a Vault user equals **No** and * Due Date Timing is blank and * Training Requirement Transfer Type is not equal to **Site GCP Collection** * 6. Review your Vault's _Training Assignment_ object lifecycle configuration for the _In Learner Review_ state. Confirm the conditional Entry Action rules for starting both the _VT: GCP Certification Resubmit_ and _VT: External TA: Resubmit_ workflows are configured such that: * If Training Assignment Type equals **External Training Assignment** and * Training Requirement Transfer Type equals **Site GCP Collection**
### About the _Is Verification Required?_ Field {#about-is-verification-required} As of 25R1, Training Vaults include the _Is Verification Required?_ field (`is_verification_required__v`). This standard field is required to use this feature: Vault sets it automatically when a Training Admin [creates or updates][2] an _External Training Requirement_ for GCP. Most Vaults also include a similarly-labeled custom (`__c`) version of this field. While your Vault's configuration can continue to use the custom field outside of this feature, we strongly recommend updating any existing configuration to use the standard field, then inactivating the custom field. ### About the Learner Exemption Request Workflow {#about-the-learner-exemption-request-workflow} The standard _VT: Learner Exemption Request_ workflow requires configuration according to your organization's requirements. By default, this workflow's Start step is configured to use the Vault Owners group as participants. You will need to update this to fit your Vault's security configuration, where a CRA or other reviewer group reviews a Learner's submitted proof of GCP training. Otherwise, all review tasks during the exemption phase will be sent to all members of the Vault Owners group. ## Creating Training Requirements for GCP Certification {#creating-gcp-requirements} When a Training Admin [creates or updates](/en/lr/60098/) an _External Training Requirement_ and indicates it is for GCP (the _Training Requirement Transfer Type_ field is "Site GCP Collection"), Vault automatically sets the below fields. These fields cannot be blank, and they cannot be updated with different values. * _Allow Learner Exemption_: No (false) * _Is A Substitute Training Requirement_: No (false) * _Is Verification Required?_: Yes. See [additional details][3] about this standard (`__v`) field. * _Proof Required_: Yes Additionally, when a GCP requirement recurs (its _Does this Training Requirement recur?_ field is "Yes"), Vault automatically sets the below recurrence-specific fields. A Training Admin can adjust values as required. * _Recurrence_: 3 * _Recurrence Unit_: Years * _Recurrence Based On_: Evidence Completion Date
## Limitations {#limitations} * This feature is only available to site Learners using [VeevaID](/en/lr/548356/). It is not intended for internal Learners. Additionally, Learners must be assigned to the _Training User_ Security Profile. * Only _External Training Requirement_ records can be indicated for GCP training, where _Training Requirement Transfer Type_ set to "Site GCP Collection". Similarly, GCP requirements cannot be used as [Substitute](/en/lr/62206/), [Prerequisite](/en/lr/68195/), or [Facilitated](/en/lr/71116/) _Training Requirements_. * While [Self-Enrollment](/en/lr/829558/) and [Direct Assignment](/en/lr/52724/#direct-assignment) can be used for collecting proof of GCP training, future assignments in other sponsor Vaults must be created as part of the Learner's training matrix in order to be automatically exempted. * For example, a site Learner is assigned and completes GCP training via Direct Assignment in VeePharm's Vault. Then, this same Learner is assigned GCP training in VernBio's Vault via Direct Assignment. In this case, VernBio's Vault does not automatically create a _Learner Request_, and the Learner must complete the _External Training Assignment_ as they would during the collection phase. * Using the above example, the same logic applies for Self-Enrollment: The Learner may enroll themselves in GCP training in VeePharm's Vault, however they must be assigned GCP training via their training matrix in VernBio's Vault in order to be automatically exempted. ## Related Permissions Vault automatically assigns VeevaID users to the _Training User_ Security Profile. Site Learners must remain assigned to this profile order to participate in the exemption phase. To approve exemptions, CRAs or other selected reviewers must be assigned a [permission set](/en/lr/23647/) with _Read_ and _Edit_ permission for the _Learner Request_ object. [2]: #creating-gcp-requirements [3]: #about-is-verification-required [4]: #about-the-learner-exemption-request-workflow [5]: #limitations