Affiliate Responsibility - VA Ann Arbor Healthcare System
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VA Ann Arbor Healthcare System


Affiliate Responsibility

A Trainee Qualifications and Credentials Verification Letter (TQCVL) is required for all Health Professions Trainees (HPTs). An HPT is an individual appointed to a temporary position in one or more VHA medical facilities performing clinical or research training experiences to satisfy program or degree requirement. The HPT can be either VA-paid or Without Compensation (WOC). Trainee academic levels include undergraduate, graduate, and post-graduate students, interns, residents, and VA advanced fellows; and pre and post-doctoral fellows.

Stipend-paid HPTs must be US citizens, therefore non-US citizen documentation only pertains to WOC HPTs.

The purpose of the TQCVL is to verify that each trainee meets all eligibility requirements to participate in training at the VA before they receive federal appointment.

The affiliate is required to verify the eligibility list for each trainee, and therefore trainees that do not meet these requirements must not be included.


 Description of Eligibility Requirement Name

US Citizenship
or Documented Immigrant,
Non-Immigrant or Exchange Visitor


Trainee who receive a stipend (VA paycheck) must be US citizens. Non-US citizen trainees who are not VA-paid (known as without compensation-WOC) may be appointed on the condition that you provide current immigrant, non-immigrant or exchange visitor status:

  • Appropriate visa (J-1, J-2, H-1B, H-4, E-3) status; (other visas require discussion between DIO and DEO and may need decision of VA General Council); or
  • Permanent Resident Card (formerly “Green Card”); or
  • Deferred Action for Childhood Arrivals (DACA) trainee, Employment Authorization Document (Form I-766), or
  • Other documents proving that you can legally reside or work in the United States.

US Social
Security Number

Trainee must have a US social security number (SSN) prior to beginning the VA pre-employment, on- boarding process. If you have applied, but do not yet have an SSN, you must wait. HPTs not eligible to apply for an SSN should immediately contact your program and be reassigned.

US Selective Service System Registration

Federal law requires that most males living in the US between the ages of 18 and 26 register with the Selective Service System. Male, for this purpose, is any individual born male on their birth certificate regardless of current gender. Males required to register, but who failed to do so by their 26th birthday, are barred from any position in any Executive Agency. Visit to register, print proof of registration or apply for a Status Information Letter.

  • Male age 18 - age 26, print proof of registration letter or register and print proof of registration letter
  • Male over age 26, print proof of registration letter or apply for Status information letter (SIL)

Practitioner Data Bank (NPDB)

Trainee who are currently licensed, or who previously held a license in the same or a different discipline, must be screened against the NPDB. Visit the site to perform a self-query and confirm you are eligible for VA appointment.

List of Excluded Individuals and Entities (LEIE)

The Department of Health and Human Services Office of the Inspector General has compiled a list of individuals excluded from participation in Medicare, Medicaid and all other Federal healthcare programs. Visit the site to confirm you are NOT on this list

Health Requirements

As a condition of appointment, Trainees must be physically and mentally fit to perform the essential functions of the training program and immunized following current Center for Disease Control guidelines and VHA policy; immunizations include: annual TB screening, Hepatitis B vaccination, and annual seasonal influenza vaccination (alternative for influenza vaccination is to wear a mask when at a VA health care facility).

To complete the TQCVL process:

       1.    Complete the Trainee Qualifications and Credential Verification Letter using the TQCVL Template. The body text of the TQCVL must NOT be modified and must be on the affiliate’s header letter. 
   2.  Attach a list of trainees that are covered by the TQCVL using the TQCVL List Template. 
   3.  Provide non-US citizen proof of current immigrant, non-immigrant or exchange visitor status.

TQCVL without lists or lists without TQCVL will NOT be accepted.

When trainees provide the affiliate with all documentation that supports the requirements mentioned above, it is up to the affiliate to keep these documents for their records. However, the affiliate must attach the non-US citizen proof of current immigrant, non-immigrant or exchange visitor status along with the TQCVL.

If a trainee does not meet the requirements above, they should not be listed on the TQCVL, Trainees are not permitted to participate in a clinical rotation until they meet the criteria on the TQCVL and, as applicable, until reasonable accommodations are made to these requirements. Only after a trainee meets all criteria may a new TQCVL be submitted with their name added to the trainee list. Program director should inform the VA DEO of any pending issues for a specific trainee.

We look forward to partnering with you to enhance your trainees’ learning experience.

For questions email us at HPT HELP.