ISARIC REDCap: Database Access & Data Entry Guide

Introduction

1. Scope

Databases hosted on the ISARIC instance of REDCap

2. Purpose

The purpose of this guide is to ensure:

that the database is accessed only by delegated study staff,
that study staff are familiar with the functioning of the study database,
that data in the database is secure.

3. Responsibility

The principal investigator is responsible to determine who has access to the study database. Study staff are responsible for protecting their access credentials, entering data to the database, and ensuring the accuracy of the data entered.

The ISARIC REDCap databases are accessible at https://ncov.medsci.ox.ac.uk

Request for access to a database

Approval

Access to a REDCap database must be approved by the Site Principal Investigator (PI) or an individual delegated by the PI.

Individual Account

Access is granted to individual staff members. Accounts cannot be shared, and passwords must be kept secure.

Request

To request access to a REDCap database, an email must be sent by the site PI or their delegate to the Central Coordinating Office (CCO) at data@isaric.org.

The request must include:

The name of the database
The first and last name of the individual
Their email address
Their data entry role
The name of the site the individual should be assigned, if relevant

Credentials

Once access is granted, the new user will receive:

An automatic email from REDCap containing a username, a temporary password, and the link to access the database
An email from the CCO including their site code

Upon first login, users will be prompted to set a new, secure password.

Logging into ISARIC REDCap

Go to https://ncov.medsci.ox.ac.uk- the link will be in the email you are sent

Accessing Your Project

Viewing the Record Status Dashboard

Displays all the records of your site

Shows the instruments (forms) and the events (time points) to which they have been assigned in a longitudinal study

Gives an overview of the progress of all your participants

Adding a new record (participant)

Incrementing the PIN

Entering Data – Radio Button

Entering Data – Checkbox

Entering Data – Dropdown fields

Entering Data – Missing codes

Fields that have a blank/missing value may be marked with a custom 'Missing Data Code' to note why the value is blank. These missing codes may be used to aid in data analysis by specifying why a field lacks a value

Saving a form

There are different options for saving a form

Viewing a participant Record Home Page

Data Entry – results out of range

Some questions have a validation rule for data quality (e.g. value out of a specific range).

Data Entry – adding Repeating Events

The Daily form is a repeating event: the form can be repeated as many times as needed e.g for first day of hospitalisation, second day of hospitalisationetc…