In 2023, all long-term projects (>90 days), regardless of their status (development, production, analysis, or completed/archived) are subject to the new chargeback fee of $100 per project. For 2023, payment for long-term projects is not due until January 31, 2024. Starting on July 1, 2024 all unpaid projects (older than one year) will be deleted.

Q: Why were these changes made?

A: 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.

The change helps us to provide support and maintain REDCap’s infrastructure for those who want to continue long-term access to their projects.

An analysis of all REDCap projects since our service was started several years ago shows that over half were used for ninety days or less. There is now no charge for these short-term projects.

Q: How do I pay for my project?

A: When you create a new REDCap project, you will fill out basic details for the project and most projects will have the option to enter a fund number, this can be done at the time of project creation or anytime during the 90 day fee-free period.

If you created your project prior to July 1, 2023 and moved your project to production during 2023, we will process submitted fund numbers for the $100 annual fee.

If you created your project prior to July 1, 2023 and did not move your project to production during 2023, we ask you to fill out basic details for the project and enter a fund number using this link.

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.

Q: How do I know whether my REDCap project is paid or not?

A: A green banner at the top of a project’s page show a project’s Paid status. If a fund number is entered for a new project, or if the project is in a special category (hospital operations, QI or a medical student project), the project will display a green banner.

Some existing projects, created before July 1, 2023 will start to display green banners as we process any fund numbers that were submitted during 2023.

When a new project is created and is not in a special category (hospital operations, QI or a medical student project), and no fund number is entered, a yellow banner will appear with a reminder of the 90 day fee-free period expiration date.

Q: How can I keep my projects free? I do not want support.

A: After you create a new project, the first 90 days are fee-free. To retain access to projects after this, all projects older than 90 days regardless of their status (development, production, analysis, or completed/archived) are subject to the new chargeback fee of $100 per project.

Q: What happens after 90 days? Will you delete my project?

A: We are phasing this process in: starting on Nov 3, 2023, unpaid projects will be locked (not deleted) after the fee-free 90 day period is over. (That means the first unpaid projects older than 90 days will be locked starting February 1, 2024). Unpaid projects created earlier than Nov 3, 2023 will also be locked on February 1, 2024.

People will have the next 9 months to provide a fund number to unlock their project and ensure it is not deleted.

Q: Will we pay for the entire calendar year if we create a project in November or December?

A: Yes, if projects created in November or December 2023 are kept past the 90 day fee-free period, they will be charged the $100 fee for 2023.

Q: Do existing projects that moved to “production” in 2023 have to pay another $100 fee?

A: No, only $100 per project will be charged for 2023.

Q: What about payment for hospital operations projects?

A: When creating a new project or entering data for an existing project, when the “Hospital Operations” category is selected, there is no need to enter a fund number. We will track projects in this category and the cost of hospital operations projects will be covered by the institution.

Q: What about payment for FPA operations projects?

A: When creating a new project or entering data for an existing project, when the “Faculty Practice Associates (FPA) Operations” category is selected, these existing or new projects currently need to enter a fund number (for new projects the fund number can be entered during the first 90 days). We will track projects in this category and are investigating future institutional support.

Q: What about payment for QI projects?

A: When creating a new project or entering data for an existing project, when the “Quality Improvement” category is selected, there is no need to enter a fund number. QI projects do not support research publications, only Research projects do. We will track projects in this category and, unless an optional fund number is provided, the cost of QI projects will be covered by the institution.

Q: What about payment for student projects?

A: At this time, only MD student projects are exempt from entering a fund number, PhD and other graduate student projects must provide a fund number to pay the annual fee for their research projects. When creating a new project or entering data for an existing project, when the “Medical Student Project” category is selected, there is no need to enter a fund number. We will track projects in this category and the cost of Medical Student projects will be covered by the institution. We are investigating future institutional support for PhD and other graduate student projects.

Q: What about payment for resident/fellow and postdoc research projects?

A: Resident/fellow and postdoctoral research projects must provide a fund number to pay the annual fee for their projects. We are investigating future institutional support for these projects.

Q: Do I still have to pay if I move my project to Analysis/Cleanup or Completed status?

A: Yes, all projects older than 90 days regardless of their status (development, production, analysis, or completed/archived) are subject to the new chargeback fee of $100 per project.

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

Q: Do I have to move my project to production?

A: No but we recommend projects that are used for research or operational data collection move to production so their data is safeguarded.

Q: Who moves a project to production?

A: Those who have appropriate User Rights can move their projects to production when they are ready for data collection.

Q: What does “locking” the project mean? What access, if any, will be available for “locked” projects?

A: A “locked” project is an offline project and not accessible to project users. Only a REDCap Administrator can move a project back to online status. Starting February 1, 2024, unpaid projects older than 90 days will be locked, and can be made accessible again in the following months once a fund number has been provided.

Q: What is the difference between locking and deleting projects?

A: With a “locked” or offline project, the project and data remains intact and a a REDCap Administrator can move a project back to online status. When a project is deleted, the project and data are removed permanently from the system. Production projects that have been deleted can be restored within 30 days of deletion by REDCap Administrators.

Q: Can I delete my own projects?

A: Yes, if you have the appropriate User Rights. If your project is in development, you can completely remove a project by going to Project Home: Other Functionality: Delete the Project. If your project is in production, you follow the same steps but a REDCap Administrator will complete the process.

Q: Can projects be restored after they are deleted?

A: Production projects that have been deleted can be restored within 30 days of deletion by REDCap Administrators.