Scientific Computing and Data / Research Data Services / About REDCap

About REDCap

Vanderbilt’s REDCap (Research Electronic Data Capture) is a secure web application for building and managing online surveys and databases. REDCap provides:

  • Audit trails for tracking data manipulation and user activity
  • Automated export procedures for seamless data downloads to Excel, PDF, and common statistical packages (SPSS, SAS, Stata, R)
  • A built-in project calendar
  • A scheduling module
  • Ad hoc reporting tools
  • Advanced design features, such as branching logic, file uploading, and calculated fields

Learn more about REDCap capabilities and features here.

At this time, our REDCap installation is not validated for 21 CFR Part 11 compliance.

Note on REDCap API tokens: all API token requests now require contacting us as a first step.

REDCap is supported by grant UL1TR004419 from the National Center for Advancing Translational Sciences, National Institutes of Health.

Pricing

(See also: REDCap FAQ)

The new rate is $100/year for all projects older than 90 days.

All long-term projects (>90 days), regardless of their status (development, production, analysis, or completed/archived) are subject to the chargeback fee. With this change, you will benefit from scheduled 1:1 support and increased data protection when projects are moved to “production” mode. Paid projects will also be automatically backed up. Finance and Compliance approved this rate. If you intend to keep your project more than 90 days, you must provide a fund number, see section on Submitting Fund Numbers below.

Not all projects will need a fund number:

  • 54% of all projects are used for less than 90 days (for example, one-time or short-term surveys), so none of these projects will incur a chargeback fee
  • Student, hospital QI and operations projects will be paid directly by MSHS

To provide you with sufficient time to account for the chargeback rate in your 2024 budget, payment for long-term projects is not due until January 31, 2024.

Unpaid projects will be deleted one year after the initial date of creation. All unpaid projects (older than 1 year) will be deleted on July 1, 2024. Instructions on how to download your project data are available at this link.

New projects for 90 days, and Paid projects have access to:

  • REDCap service desk support for all REDCap projects (Development or Production)
  • Scheduled 1:1 assistance via Zoom to answer any project questions.

 Other notes:

  • Paid projects are backed up on our system
  • If you have Project Design & Setup user rights, you can view the project creation date on the Project Revision History page.

Project Builds:

  • Additionally, custom project builds and clinical data pull costs are based on estimated hours of work and paid via salary support

Submitting Fund Numbers for REDCap Projects

(See also: REDCap FAQ)

Instructions for providing a fund number for a REDCap project for the 2023 annual fee:

Note: if you have a Sinai Cloud number please convert it to GEAC by using the following tool: http://coa.mountsinai.org/ 

For new projects (created on or after July 1, 2023):

When creating a new REDCap project, you will have the opportunity to enter a fund number (with the exception of MD student, hospital QI and hospital operations projects paid directly by MSHS). The first 90 days are fee-free and do not require a fund number.  For projects that submit fund numbers, payments will be processed on a rolling basis. For 2023, payment of the $100 fee for projects older than 90 days is not due until January 31, 2024.

After you submit your project information, you will be emailed a custom link with a return code. To later enter or update the fund number or other project information, you must use the custom link with the return code that was sent to your email.

For existing projects (created before July 1, 2023):

If your project was not moved to production in 2023, you can enter project information and a fund number at this link. (MD student, hospital QI and hospital operations projects paid directly by MSHS do not require a fund number). Payments will be processed on a rolling basis. For 2023, payment of the $100 fee for projects older than 90 days is not due until January 31, 2024.

After you submit your project information, you will be emailed a custom link with a return code. To later enter or update the fund number or other project information, you must use the custom link with the return code that was sent to your email.

For existing projects that moved to production prior to July 1, 2023 in the coming weeks we will be processing previously submitted fund numbers for payment of the $100 fee per project.

For people who oversee payment for more than 10 REDCap projects, please contact us and we will provide a method for collecting lists of project IDs and fund numbers.

Backing up and Deleting Projects

See our guide for steps to take for backing up and deleting projects.

REDCap Accounts

All REDCap users must have their own accounts. All Mount Sinai Hospital and School users automatically have access to REDCap and can log in to https://redcap.mountsinai.org with their Mount Sinai username and password. Please note that any user’s first login will require users to verify their email.

Only users with a Mount Sinai account can access REDCap.

REDCap Accounts for External Users and Collaborators

Only users with a Mount Sinai account can access REDCap. External users (without Mount Sinai credentials) must have their PI or other sponsor/delegate request an account on their behalf.

The PI or other sponsor/delegate must:

  1. Use Sailpoint to request to create a Non-Employee account for the collaborator. (See instructions here.)
  2. Once approved, the PI will receive an email notification informing them that the SailPoint request is complete. This email will contain a Mount Sinai Login ID and Password for the collaborator.

Then, the Collaborator must:

  1. Navigate to https://mshmsvpn.mssm.edu to change their password
  2. Change their Mount Sinai Password
  3. Navigate to https://redcap.mountsinai.org
  4. Log in with their Mount Sinai Login ID and new Password
  5. Upon first login, the Collaborator will be prompted to verify their email address. Note: use an active email address.
  6. Collaborators can then create new projects or be added to existing projects by the project owners.

Please note: Collaborator accounts are temporary and will expire at 120 days, however they can be renewed by the PI or other sponsor/delegate prior to the expiration date.

For assistance on password issues, reach out to the IT Helpdesk:
By Phone: 1-212-241-7091
Via email: ASCIT@mssm.edu 

Questions about accounts and access can be submitted as a ticket.

 

REDCap Support Materials

Guide to backing up and deleting projects

REDCap FAQ

Scientific Computing and Data hosts REDCap Town Hall and Training sessions that are open to current and prospective REDCap users. Here are the session archives:

 

REDCap User Feedback

Every year we ask REDCap users for feedback on the functions and features of REDCap and solicit recommendations for improvement over time. Here are some specific recommendations and comments from REDCap users:

REDCap Quick Links