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REDCap FAQs

A thorough list of frequently asked questions (and answers!) is available directly in REDCap. Please search the list before contacting the System Administrator. If you can't find your answer, we're more than happy to help. Just email redcap@cheo.on.ca. Below are some supplemental FAQs you may find useful. 
 
Who can use CHEO's REDCap Instance? 
Any CHEO or CHEO RI staff, physician, and project affiliate may access REDCap, review public databases (i.e. demo databases), and modify a database to which a corresponding authorization is granted. Only CHEO or CHEO RI staff and physicians can request to create a new database. 
 
How do I request a REDCap account? 
A new user account can be requested by e-mailing redcap@cheo.on.ca. A user must have an account before you can add them to a project. 
 
How do I  add a user to my project?
User Rights (i.e. user access and permissions) are entirely controlled by the research team, not by the REDCap Administrator. Once a user's account exists, you can add them to your project by navigating to the User Rights page (button found on Project Setup and in left hand pane under Applications). Note that you yourself need "User Rights" permissions to perform this function. By default, the person who requested the project will always have access to the User Rights module.  You can add a user with Custom Rights by typing their first name, last name, or username into the box provided. Then check off whatever modules the user requires. If you need to add many people to a project who all share the same permissions, consider creating a User Role. A User Role dictates the rights for a certain type of user (e.g. Data Entry Person, Statistician). You can then assign a user to that role and they will automatically be granted only the permissions associated with that role. This can be a huge time-saver!
 
What are Data Access Groups (DAGs)?   
Data Access Groups restrict viewing of data within a project. DAGs are typically used in multi-site studies in order to ensure each site can only ever view and enter data from their own centre.
 
Should I use the Online Designer or the Data Dictionary?   
The Online Designer and Data Dictionary can be used interchangeably. If this is your first REDCap project, we recommend starting off with the Online Designer. Once you become more comfortable with the system, you can explore the Data Dictionary. The Data Dictionary can be a useful tool when you have variables that repeat themselves within an instrument or project. For example, creating an Adverse Events or Concomitant Medications CRF may be facilitated by using the Data Dictionary. Make sure to watch the Data Dictionary training video before you begin and contact the REDCap Administrator if you're not sure about how to use the tool. 
 
When should I enable Longitudinal Project Setup? 
This one is a little tricky! Generally, longitudinal functionality should be enabled when you are collecting identical information from the same participants multiple times. For example, if you were collecting identical information at several follow up visits, or had a survey that you were administering to the same participants
multiple times, you’d likely want to turn this module on. REDCap will allow you to build the instruments only once and then assign them to multiple events. On occasion, it's possible to collect repeated data using the classic database format. If you're unsure how best to configure your project, come see us in the CRU!
 
How do I create a multi-page survey? 
If you have many questions to include on your survey, you may want to consider a multi-page setup. Navigate to Online Designer > Survey Settings (instrument must be enabled as Survey) > Question Display Format > One Section per page. Then, on your instrument, you can create page breaks by inserting section headers where you would like those breaks to occur. A section header can be inserted using the field type “Begin New Section”.
 
I entered data in Development mode. Can I keep it when I go to Production mode?
Yes. When submitting the request to move to Production, check off the "Keep ALL data saved so far" button.
 
How do I delete a record?  
First, assess whether you should truly be deleting the record. Records should typically only be deleted if they were entered in error or duplicate. If you truly need to delete a record, first make sure that you have "Delete Records" permissions on the User Rights page. Once granted, you will see deletion options appear at the bottom of the record. To delete the entire record, click "Delete Record (All Forms)". To delete just the data that exists on the form (i.e. erase data from all fields), click "Delete data from THIS FORM only". In a longitudinal project you will also see the option to "Delete all data for THIS EVENT only". Be very careful when deleting data as this process is IRREVERSIBLE. 
 
If you need to delete a survey response,  note that you will also need permissions to "Edit Survey Responses" (granted via User Rights page). Before deleting a survey response, click "Edit Response" at the top of the screen. This will make the survey editable and will also make the record deletion options become available. 
 
How do I describe REDCap in my Research Ethics Board Application?
You can view boilerplate language for your ethics application here. Additional information about system security can be obtained by e-mailing redcap@cheo.on.ca 
 
 
Have a question you think should be added to the FAQ? Let us know!  
 
 
 
 
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