UBC ARC REDCAP

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.

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. 

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.) 

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.

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. 

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. 

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.) 

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. 

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.

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.

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

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.

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.

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.