REDCap Frequently Asked Questions

How do I request a new REDCap project?
Are there fees associated with using REDCap?
How do I cite the use of REDCap in my publications?
How do I specify the use of REDCap in my IRB or grant application?
What is production mode in REDCap?
Can I make changes to my project in production?
If I make a change, will my data update automatically?
How do I add new users to my project?
What are my options for user permissions?
When do user permissions expire?
Why aren't my forms showing up on my longitudinal project?

How do I request a new REDCap project?

If you are new to REDCap and would like to set up a meeting to discuss your study's data needs, request a consult here. If you are ready to begin your study set-up in REDCap, request a new REDCap project here. (If you are not familiar with REDCap and want to learn more, check out the first 20 minutes of this video overview.)

Are there fees associated with using REDCap?

Currently, we only charge for consultant time in supporting your project. Therefore, you control your costs by the amount of assistance you request. This assistance includes direct work on the project, troubleshooting, guidance, training for your team , meetings, answering questions, etc.

There may be instances where a problem arrises with your project that requires consultant support (without you having requested assistance). This work is generally done by Clarence Potter (This email address is being protected from spambots. You need JavaScript enabled to view it.) but other analysts may assist. The current rate is $75 per hour.

If you require an hour or less of consultation time throughout the entire life of the project, we will waive the first hour. The first hour is generally needed to create the project from our template and add a few initial users for development. This hour also includes a review by our staff before moving the project from development mode into production mode.

How do I cite the use of REDCap in my publications?

Please cite both the NC TraCS Institute and the REDCap development team in any publications. View the REDCap grant document to learn more.

How do I specify the use of REDCap in my IRB or grant application?

A standard REDCap description is available for inclusion in IRB and grant applications. View the REDCap grant document to learn more.

What is production mode in REDCap?

Production mode is where you begin to collect actual data for your project. Normally, all test data created during development will be deleted when moving to production. (It is much easier to find and resolve issues before your project goes into production mode.)

Can I make changes to my project in production?

Once in production mode, changes must be reviewed and approved by our staff before they take effect.
Exception: REDCap will automatically approve the addition of new fields, as long as that is the only change made. It is best to add new fields separately from other changes so they are approved automatically. Once you have added the fields, make any other changes that are needed. You can continue to use the forms "as is" while waiting for approval of the changes.

If I make a change, will my data update automatically?

REDCap does not update any existing data should you make a change in the coding or meaning of a question. Coding changes are permitted, but you will need to plan on how to update the existing data. You can do the update manually subject by subject, or you can import corrected data to replace the existing data. You should export your data before making such changes to existing data.

How do I add new users to my project?

Email Clarence Potter (This email address is being protected from spambots. You need JavaScript enabled to view it.) to add users.

When requesting a new user, please include:

  1. if UNC staff — the user's ONYEN (or name and email address if ONYEN is not known)
  2. if non-UNC staff &151; the user's name and email address
  3. permissions requested (include the role or name of someone else that has the intended permissions)
  4. duration (if less than a year)
  5. site (if this is a multi-center project using data access groups)

What are my options for user permissions?

TraCS Standard Roles include:

  • data_entry — enter/edit data
  • data_entry_export — enter/edit, export deidentified data
  • data_mgr — enter/edit, export all data, design forms, logs, data quality module, etc
  • biostat — view all data, export deidentified, access data dictionary
  • pi — view all data, export all data

Custom permission roles are also available. Learn more about custom permissions and module access rights here.

When do user permissions expire?

Permissions expire one year from the date of their addition. Please notify This email address is being protected from spambots. You need JavaScript enabled to view it. if the user leaves before one year, or if the user needs access for a shorter period of time. We generally create a separate data access group (DAG) for each site so that users at a particular site will be able to see/access the subjects assigned to or created by that site.

Why aren't my forms showing up on my longitudinal project?

When adding new forms to a longitudinal (repeating visits) project, the new forms will not be visible until they are assigned to an event. In production mode, a TraCS administrator will make that assignment for you. Additionally, any new events or changes to events in production mode will need to be made by a TraCS admin.


More Information

Custom REDCap Permissions and Modules

About REDCap