REDCap

• Survey design - create a unique survey experience using piping and conditional logic
• Survey distribution - distribute your survey for anonymous responses or to focus groups throughout your longitudinal study via automated survey invitations
• Clean data capture - field validations and data quality rules ensure clean data capture
• Collaboration - invite group members as well as external collaborators* to your project with detailed access management
• Free - free-of-charge for all researchers with zID credentials
• Security - suitable for data classified as Highly Sensitive and below. Data are encrypted in transit and at rest, stored within NSW. All users and administrators access the platform through multi-factor authentication (MFA). 

*To give external collaborators access to UNSW REDCap, OSA2 application form must be submitted. For bulk zID creation request, please contact redcap@unsw.edu.au

For UNSW zID holders

1. Go to https://redcap.unsw.edu.au/ 
2. Log in with zID and zPass
3. Create a project or be invited into one

For those without a UNSW zID

1. Speak with your UNSW sponsor (they need to be in a managerial position) who can request your zID (you may be required to complete an access form but the UNSW sponsor must submit the OSA02 form) here: https://www.myit.unsw.edu.au/services/staff/it-forms-for-staff 
2. Once zID credentials are generated, go to https://redcap.unsw.edu.au/ 
3. Log in with zID and zPass
4. Create a project or be invited into one

*For bulk zID creation request, please contact redcap@unsw.edu.au

**REDCap now requires multi-factor authentication - for the step-by-step guide, please click HERE. 

Online training resources are available at: https://projectredcap.org/resources/videos/

UNSW REDCap Clinic has been paused until further notice. Past webinars have been recorded and made available in our UNSW REDCap Users' Group on Microsoft Teams. Future sessions will be announced in the table below. Please refer to the schedule below and check browser requirements here: https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams

In REDCap, you will find great resources including Help & FAQ and Training Videos. These links are also available at the top of each UNSW REDCap page. 

Short, online tutorials and demonstrations are available below:

HTML: https://redcap.med.unsw.edu.au/surveys/?s=FJYHJTK38C

Piping: https://redcap.med.unsw.edu.au/surveys/?s=AYH3LJR9T4

Calculations: https://redcap.med.unsw.edu.au/surveys/?s=YNRME4XYFH

Action tags: https://redcap.med.unsw.edu.au/surveys/?s=7387X9RAW3

Survey Wizard: https://redcap.med.unsw.edu.au/surveys/?s=PRRH3HJELY

You can also join our UNSW REDCap Users' Group on Microsoft Teams for further resources including UNSW REDCap User's Guide and recorded webinars. 

You can also join us at Hacky Hour. 

When the study has published manuscripts/artefacts, please cite the use of REDCap such as below:

Study data was collected and managed using REDCap electronic data capture tool hosted and managed by Research Technology Services (UNSW Sydney).^1,2 REDCap (Research Electronic Data Capture) is a secure, web-based software platform designed to support data capture for research studies, providing 1) an intuitive interface for validated data capture; 2) audit trails for tracking data manipulation and export procedures; 3) automated export procedures for seamless data downloads to common statistical packages; and 4) procedures for data integration and interoperability with external sources.

²PA Harris, R Taylor, BL Minor, V Elliott, M Fernandez, L O’Neal, L McLeod, G Delacqua, F Delacqua, J Kirby, SN Duda, REDCap Consortium, The REDCap consortium: Building an international community of software partners, J Biomed Inform. 2019 May 9 [doi: 10.1016/j.jbi.2019.103208]

If a ResTech member has assisted you in the development of REDCap project, please use the following template acknowledgement (or a derivative) in your publications.

The authors acknowledge the assistance in REDCap survey and database design by [INSERT NAME] of Research Technology Services at UNSW Sydney

How do I add a user to my project?

If you don't know their zID:

1. Once the user has a REDCap account, you can go to your project --> User Rights --> Start to type the user's name
2. Select the right user as they appear in the dropdown options
3. Click "Add with custom rights"
4. Modify the custom privileges
5. Click "Add user". 

If you know their zID:

1. Go to your project --> User Rights --> Type in their zID
2. Click "Add with custom rights"
3. Modify the custom privileges
4. Click "Add user". 

For more step-by-step instructions, please refer to the following screen recording

Can we invite external collaborators to work on a UNSW REDCap project?

All external users should apply for a UNSW zID to use REDCap as described:

1. Speak with your UNSW sponsor (they need to be in a managerial position) who can request your zID (you may be required to complete an access form but the UNSW sponsor must submit the OSA02 form) here: https://www.myit.unsw.edu.au/services/staff/it-forms-for-staff 
2. Once zID credentials are generated, go to https://redcap.unsw.edu.au/ 
3. Log in with zID and zPass
4. Create a project or be invited into one

For bulk registrations, please contact redcap@unsw.edu.au and provide a user list. An approval from the school administrator and zID creation from IT services is required.

Having troubles signing in?

Your login details are your zID (including the “z” in front of the number) and password (zPass). Full email (zID + @ad.unsw.edu.au) is not required. If you get an incorrect password error, please try changing your password via IDM (UNSW Identity Manager). If the problem persists or you cannot log in to identity manager, please contact IT services.

Problems with login authentication?

• If you are using the email authentication, please allow some time for the email to arrive. Often there is a delay in receiving the code for @health emails. A good alternative is to use Google Authenticator.
• Please check your spam/junk folder.
• If you do not receive an email at all, it is possible you have provided the incorrect email in you REDCap profile. In this case, please contact redcap@unsw.edu.au so we can fix it internally.

How do I extend the project randomization?

A this can only be done by REDCap administrator. Please contact us at redcap@unsw.edu.au and provide a randomization schedule for us to implement. This is done to protect the data collected in production mode.

I tried to add a user with zID but they do not appear at the drop down menu. Have I added them successfully?

If they have never logged into REDCap before, their name will not appear at the drop down menu. However, you can still use their zID and once they log into the platform, they will be able to find the project.

A colleague has left UNSW and they do not have zID anymore. Can their project be transferred to us?

If they have not listed you as an owner or a collaborator, a written approval is required. Please contact your Head of School.

Why can I not export my data?

Your data might be too large to export as a single file. To avoid this issue, please divide your data into a couple of sections to export. This can be achieved by selecting a subset of fields to create custom reports.

Can alerts be sent out automatically to doctors once a survey is filled by a patient?

Yes. If one doctor is responsible for many patients, the best option is to use a specific email address via “Alerts and Notifications”. If each patient has a different doctor, automated invitation can be sent through “Survey Settings”.

Why is some information not shown or hashed on the excel file export?

You need to granted specific viewing right to be able to see all of the information. Please contact your supervisor for permission and viewing rights authorisation.

Why can I not see the answers form my form in the exported file? They all show up as numbers.

If you export the file in excel (RAW) format only the answer codes will show, which are the numbers you see. To see the labels for those answers, please export the file as excel (Labels).

I have been invited to a project but I cannot access it (it does not appear for me).

Please check if the project is hosted by UNSW or another institution’s REDCap.

Does REDCap support video files?

Yes, videos can be embedded in both surveys and forms. A video URL can be posted in a “Descriptive Text” field. Once the link is entered, you can select how it should appear – inline or pop-up.

Does REDCap have an integrated calendar?

There is a calendar, where you can see your scheduling. However, it cannot be integrated within your Google or Outlook calendar.

Can projects be put back into Development, once they are in Production?

Yes, this can be done internally. Please contact a REDCap administrator.

Can an instrument be repeated every week, without sending it out manually every time?

Yes, you can do this by utilising the survey queue option or the longitudinal project option.

Can access and user rights be modified once a project is put into Production?

Yes, this is possible.

Can I delete one of the options in a particular question? Will this compromise the data that has already been collected?

We would recommend to hide the option with the @HIDECHOICE action tag, instead of deleting it. If you delete an option (or a label), the data associated with it becomes orphaned (meaning the data exist but is not accessible by you because it is intrinsically tied to the field name).

Can you approve all of the changes we made apart from one?

No, the approval cannot be partial. We can only approve all or none of the changes made.

Can our survey appear in different languages?

Yes, you can use REDCap's Multi-Language Management feature which will allow you to do this. The translations must be provided by you, REDCap cannot create the translated text for you.

Can I enable surveys in Production?

Yes, you should be able to do so. If you cannot, this means that surveys are not enabled in the main project settings. For this to be done, however, you need to go back into Development.

Can I write my own code, specific to the project?

No, all new code needs to be implemented by the developers. This is to prevent data breech issues.

Why do the instruments I have created in “Online Designer” not show up in the record status dashboard?

If you are using a longitudinal project design, instruments that are created need to be mapped to the right events. Project setup -> Designate instruments for my events –> Begin editing –> click the right instrument event pairing –> save.

Can off-line data be collected without zID?

The people completing the study do not need to have zID but the project owner, who has zID, needs to install the project on the device before it can be used.

Can I be granted access to an action tag?

You need to request activation within the project so we can approve it within the system.

Can projects be transferred between different REDCap host institutions (e.g. from UNSW to USyd)?

The projects cannot be transferred directly, but you can export data and meta data of the project as an XLM file (found in “Other Functionality”). Then use this file to create a new project with XLM file and re-import the data.