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Summary
This tutorial's goal is to show the process required to use the IRB: Participant Health Screen template located in REDCap. Due to the current situation with Covid-19, the Institutional Review Board (IRB) recommends using the form as part of the screening process to reduce risk. The project consists of two forms. The first form will be used to pre-screen participants 24 hours in advance and the second form to screen participants once they arrive at the Lab.

Table of Contents

Create a new REDCap project using a template

Go to: https://redcap.utdallas.edu and after entering your credentials, click ‘New Project.’   



Enter project relevant information.

  • Enter the Project Title based on the IRB information.
  • Select Research from the ‘Purpose of this project’ drop-down menu
  • Enter important administrative details of the project such as the name of the P.I., email, IRB number, and more.



Select ‘Use a template’ from the Start project from scratch or begin with template? options.

Scroll dowon and Select From the template box, select IRB: Participant Health Screen and click ‘Create Project.’


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c. Replace red text with study specific language and change the text color to black.

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d. Click Save and continue to the next field. Ensure all the red texts throughout the fields is replaced.



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Modify Form Fields and text (If Applicable)

Important message: Modification of the health screen forms needs approval from IRB office.


To modify form fields and text click on ‘Designer’ under Project Home and Design or click ‘Online Designer’ under Design your data collection instruments & enable your surveys.

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Click on 'Choose action', then 'Rename'if form title needs to be modified. Click on each  instrument name to modify fields.

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To modify a field, click the edit pencil on the top section of the field. To add additional fields click on add fields.

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In the 'Edit Field' box users can modify the 'Field Type', 'Field Label', 'Variable Name' and more.

a. The 'Field Type' drop-down menu offers 14 different options. The field type dictates how the field will be shown on the data entry form.

b. If adding a new field, add a new 'variable name,

c. Input or modify text in the 'Field Label' text box and click 'Save'


For more information about Online Designer and Field Types, visit the REDCap Training Videos and REDCap Help & FAQ.

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Add Users and Define User Rights based on Project Roles

The rights of each user accessing a project must be defined depending on the user’s profile and role in the study.  It is recommended to check all access rights on a regular basis during the study.


Under ‘Applications’ on the right-hand side, select ‘User Rights’.

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Add users to the project based on their roles.


a. Type the user’s NETID or name in the ‘Assign new user’ text box. A drop-down menu will provide options to select the correct user.

Please advise: Users need to log in to REDCap at least once before they can be added to the project.

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b. Click ‘Assign Role’ and select between the role of ‘Lab Manager’ and ‘Data Collector.’

  • Lab Manager Role – The will have complete control and access to the project. They have access to identifiable information.
  • Data Collector Role – The user will have the ability to create, view, and edit records. Data will be de-identified when performing data export.

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Change a REDCap Project Status to Production

This section will provide the necessary steps to change the project status from Development to Production. Completing these steps allows users to collect real study data. Additionally, it limits the risk of committing real-time changes to the project, which protects the data already collected.


Moving the project to production status requires the completion of seven steps located in the ‘Project Setup’ Section’

Click ‘Project Setup’ tab on the top of the page or the ‘Project Setup’ link located under ‘Project Setup and Design.’

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After completing each of the seven steps, click ‘I am done!’

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After clicking on the last step ‘Move project to production’, the ‘Move Project to Production Status?’ dialog will open.

  • Select ‘Keep ALL data saved so far’ or ‘Delete ALL data, calendar events, documents uploaded for records/responses, survey responses (if applicable), and any logging events pertaining to data collection.’
  • If ‘Delete ALL data… ‘ is selected, a message box will open to confirm that you want to delete all the data.
  • Click Yes, ‘Move Project to production’.

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Complete the survey Move My Project to Production provided by the Office of Research Information Systems. The survey will guide you on moving your project to production more efficiently.

Upon submitting the survey, the REDCap Administrator will be emailed to start approving your study. After approval, your project will be moved to production.

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For more information, please visit our website REDCap or send us an Email.

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