UBC ARC REDCAP

The REDCap platform is a secure web application for building and managing research data collection instruments. The platform is specifically designed to support online or offline data capture for research studies. The REDCap platform runs on server infrastructure physically located in BC, Canada, at the UBC University Data Centre (UDC). Two instances of REDCap are available to the UBC research community.

UBC ARC REDCap Flex runs on the Standard release of REDCap. The instance is kept up-to-date with the current version of REDCap and its latest features. REDCap Flex is suitable for most research projects.

UBC ARC REDCap Solid runs on the Long Term Support release of REDCap. Updates are only implemented to address security and stability issues. REDCap Solid is more suitable for projects that require a non-changing environment, such as registered clinical trials, or where the sensitivity of the data being collected mandates additional security controls and governance.

HOW TO GET STARTED

First, determine which REDCap instance (Flex or Solid) best suits your needs.

Which REDCap instance should I use?

REDCap Flex is best suited for projects that needs to take advantage of the latest features available from REDCap; these projects should be able to accept changes over time based on updates to the software. REDCap Flex is suitable for the majority of use cases.

REDCap Solid is best suited for projects that require a non-changing environment, such as registered clinical trials, or where the sensitivity of the data being collected mandates additional security controls and governance.

Once you have determined the REDCap instance for your needs, you can follow the respective steps below to get started on using REDCap.


 REDCAP FLEX 

Who is eligible to request a REDCap Flex project? 

UBC faculty members or UBC staff members are eligible to request new REDCap Flex projects. 

The successful requestor is then designated as the Project Owner once the project has been created. 

Who is eligible to use REDCap Flex?

REDCap Flex users must be UBC staff or faculty, or anyone who is associated with (i.e., working with) a UBC faculty or staff member (e.g., volunteer, member of a collaborative, multi-institution project, etc.) 

I am eligible to use REDCap Flex.  How do I sign up for a REDCap Flex account?

UBC Faculty or Staff:

If you are UBC Faculty or Staff, you need to complete the REDCap Flex Account Request Form.

Non-UBC Faculty or Staff:

If you are non-UBC Faculty or Staff, you require two accounts:

  1. You require a UBC Campus-wide login (CWL). You may sign up for a Basic Account at the following link: CWL Sign Up Tool
  2. You also require a REDCap Flex Account that must be sponsored by a UBC faculty or staff member who has an active UBC REDCap Flex account. Typically, the account sponsor is the principal investigator, a co-investigator, or the main research coordinator of your research project.  Kindly inquire within your organization as to who is best suited to be your account sponsor.
I am eligible to request a project in REDCap Flex.  How should I proceed?

Log into REDCap Flex, locate the top navigation bar and click “+ New Project” button to open the request form.

If you do not see the “+ New Project” button once you log in to REDCap Flex, it is most likely because you have a sponsored account. Only REDCap Flex users who are UBC faculty or staff are eligible to request creation of a new REDCap project.  Kindly contact your account sponsor to proceed. 


 REDCAP SOLID

Who is eligible to request a REDCap Solid project?

Only UBC Faculty and Staff are eligible to request new REDCap Solid projects. 

The successful requestor is then designated as the Project Owner once the project has been created. 

Who is eligible to use REDCap Solid?

REDCap Solid users must be UBC staff or faculty, or anyone who is associated with (i.e., working with) a UBC faculty or staff member (e.g., volunteer, member of a collaborative, multi-institution project, etc.) 

I am eligible to use REDCap Solid.  How do I sign up for a REDCap Solid account? 

Please note:  Before you request an account in REDCap Solid, please ensure that your project has been approved by your leading institution and has been created in REDCap Solid

UBC Faculty or Staff:

UBC faculty or staff must complete the REDCap Solid Account Request Form

Non-UBC Faculty or Staff: 

If you are non-UBC Faculty or Staff, you require two accounts – a Sponsored CWL Account and a REDCap Solid Account. 

  1. Sponsored CWL Account 
    Sponsored CWL accounts are created and managed by a UBC faculty or staff member who has an active UBC REDCap Solid account.  The account sponsor is typically the principal investigator, a co-investigator, or the main research coordinator of your research project. 
     
  2. REDCap Solid Account
    Once the Sponsored CWL Account is created, you can then fill out the REDCap Solid Account Request Form
How do I request projects in REDCap Solid?

Complete and submit the REDCap Solid Project Request Form

The form is then reviewed and approved by the leading institution (e.g., VCH, PHC).  Once approval has been received, UBC ARC REDCap Support will create your project and add the REDCap Project Owner (as listed in the request form) to the project. The REDCap Project Owner can then add the other team members to the project.

 

STANDARDS AND TERMS OF SERVICE

For UBC ARC REDCap Standards and Terms of Service, refer to UBC ARC Governance Documents page. 

SUPPORT 

If you have any questions, please email UBC ARC REDCap Support
 

FAQ 

How do I add other REDCap users to my project?

Go to your project > User Rights.

Under "Add new users", search for the person by full name or UBC CWL and add user. This user will now be added to your project.

How do I view all the users in my project?

To view all users in your project, check under the "Username" column in the bottom table on the "User Rights" page.

How do I re-activate my REDCap account? 

REDCap Flex and REDCap Solid accounts are automatically suspended after 180 days of inactivity. To keep accounts active, all users need to do is log in regularly.

UBC Faculty or Staff:

If you are UBC Faculty or Staff, please re-activate your suspended account by emailing UBC ARC REDCap Support. Please include the REDCap project you are working on.

Non-UBC Faculty or Staff: 

If you are non-UBC Faculty or Staff, please ask your account sponsor to email UBC ARC REDCap Support to confirm they will continue to sponsor your REDCap Flex account. Please include the REDCap project you are working on.

Is Multi-factor Authentication (MFA) required?

REDCap Flex does not currently require MFA. However, if you are enrolled to Enhanced CWL (MFA), you will be challenged.

REDCap Solid requires MFA. Users must enroll in Enhanced CWL before they can login.

What support is available?

UBC ARC offers support for the REDCap platform as a service during regular UBC business hours on a best effort basis. Support is available for the use of the platform, technical questions, and guidance regarding appropriate use of the platform and instrument configuration. ARC is not resourced to directly assist research projects with the design and configuration of their projects.

If you have any questions, please email UBC ARC REDCap Support.