/ Clinical Research Service
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Tel: (516) 562-1012
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MEMORANDUM

TO: Cerdi Beltre, Clinical Research Service (FIMR)

Meagan Sills, Administrative Director, Research (SIUH)

Christina Brennan, MD, Director, Clinical Research, Cardiovascular (LHH/FHH)

Linda Reuter, MS, IRB (HH)

Ashish Narayan, Director, Information Systems (FIMR)

Joseph Baskin, Manager, IT Security (FIMR)

Ismael Rodriguez, Manager, Information Systems (FIMR)

FROM:Lara Lechtenberg

Project Manager, Information Systems

The Feinstein Institute for Medical Research

RE: REDCapaccess for non-NSLIJHS collaborators who do not have Universal IDs

DATE:December 11, 2014

This communication documentsthe protocol for instances in which an end user requests access to REDCap, but is not eligible for a NSLIJHS Universal ID. These end users will typically be Co-Investigators and study staff at another institution or research site working in collaboration with NSLIJ. In such cases, NSLIJHS PIs or project managers may request REDCap access for their non-NSLIJHS collaboratorswho do not have a Universal ID. The procedure is as follows:

  1. The REDCap Administrator will require an email from the NSLIJHS collaborators (specifically a PI or project manager) that requests REDCap access for the outside collaborator/s.
  2. The REDCap Administrator will confirm with the NSLIJHS PI or project manager who is requesting access:
  • the outside collaborator’s identify, current email address and phonenumber, home institution,exact affiliation with NSLIJHS, and the name of the NSLIJHS PI or project manager responsible for the outside collaborator’s REDCap access
  • that the NSLIJHS PI or project manager will be responsible for notifying the REDCap Administrator to suspend the outsidecollaborator’s access when the collaboration and/or project is complete or otherwise terminated.
  1. The REDCap Administrator will then provide REDCap access to the outside collaborator by creating a REDCap user ID ending in the suffix RC. Ending these REDCap IDs with “RC” will prevent any overlap between these and the Universal IDs of NSLIJHS employees with the same last name/first initial combo.
  2. Paper copies of the emails between the PI/project manager requesting access for outside collaborators and the REDCap Administrator, including those documenting the identify, home institution, relationship to NSLIJHS, and contact info of the non-NSLIJHS collaborator, will be stored in the same REDCap binder that holds access request tickets for all NSLIJHS users.