REDCap Guides & How-to

This page provides step-by-step guidance, best practices, and reference materials for building, managing, and closing out REDCap projects at UConn Health. Use the sections below to jump to the topic that best matches what you’re trying to do.

How can we help you?

I’m new to REDCap and need to get started

I’m building or editing a project

I’m setting up surveys, ASIs, or alerts

I’m writing logic or calculations

I’m ready to move my project to Production

I need help exporting, managing, or closing out data

I need language for IRB, grants, or compliance

Need a specific guide?

Getting Started with REDCap | Best Practices | User Guide & Training Resources | Project Development | Longitudinal Projects | Using Identifiers | Randomization | Internal Modules & Customization | Surveys, ASIs, & Alerts | Using Logic & Calculations | Action Tags & Smart Variables | eConsent & eHIPAA | Multi-Language Management (MLM) | Double Data Entry| Project Users & Roles | Data Access Groups (DAGs) | Move to Production | Production Changes | Managing Your Data (Exports, Closeout & Imports) | External Modules | Mobile Applications & MyCap | Mosio Integration | REDCap API | Data Monitoring / Auditing | NIH Data Sharing / NDA | Citing REDCap | Compliance: HIPAA, IRB, Security & Data Management

Getting Started with REDCap

REDCap employs a streamlined process that allows you to rapidly design, test, and launch your project:

  1. Learn: Find out more about REDCap to determine if it is the right tool for your study.
    • All project team members who will access and work in the UConn Health REDCap system must complete the following video training modules before requesting an account:
      • Introductory Overviews
      • Basic Features & Functionality
      • Project Types
  2. Request an Account: Review Project & Usage Eligibility and submit your REDCap Account Request.
  3. Create: Build your project in the REDCap Development system.
    • New to REDCap? Use our Practice Project guide for a step-by-step walkthrough.
    • Ready to start your own? Use the guides below for detailed instructions and best practice.
  4. Test: Thoroughly test your development project to ensure all functionality, branching logic, calculations, and permissions work as intended before going live.
  5. Deploy to Production:
    • IRB approval is required before deployment to Production.
    • Submit a request to move your project from development to production so you can begin collecting real data.

Best Practices

Before you get started, please review some general guidelines and best practices:

User Guide & Training Resources

Use these resources to get familiar with REDCap features and workflows.

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Project Development

Your IRB-approved protocol and data plan determine:

  • What data can be collected.
  • How that data can be collected and stored.

The use of REDCap for data collection and storage must be included in your approved plan (protocol, consent forms, IRB application, HIPAA authorization/waiver, data security assessment, and other study materials).

Key Requirements

  • All project fields, forms, and instruments in REDCap must match the documents reviewed and approved by the IRB.
  • If your IRB-approved plan specifies that identifiers will be kept separate from study data, they must not be stored in the same REDCap project.
  • The PI and study team are responsible for ensuring all data collection and storage (including consent documents) follows the confidentiality provisions described in the IRB-approved materials.
  • Any changes to the type of data collected or how it is stored must be reviewed and approved by the IRB before implementation.

Core Setup Guides

Building/Editing Instruments

When Active Data Collection Has Ended

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Longitudinal Projects

The longitudinal project mode allows you to use the same forms and surveys at multiple time points—eliminating the need to recreate instruments for each visit or follow-up.

Key Points

  • Must be enabled before moving your project to Production and cannot be changed afterward.
  • Allows any instrument(s) to be completed multiple times for each record.
  • Data collection time points are organized in an event grid, providing a clear study timeline.

Resources

Data Export Considerations

  • Each event generates its own row for each record.
  • Projects with multiple events will have multiple rows per participant in the exported dataset (one per time point).

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Using Identifiers

If you are collecting identifiers (e.g., names, email addresses, phone numbers), you must review the guidance below before building or modifying your project.

Follow Your IRB-Approved Plan

  • Your approved study materials dictate what data can be collected and how it may be stored and managed in REDCap.
  • All data fields and instruments in your project must match the IRB-approved documentation.

When to Keep Identifiers Separate

  • If your data plan specifies that identifiers must be stored separately, do not store them in the same REDCap project as study data.
  • Example: store consent documents (with identifiers) in a separate consent project, not in the main study project.

If Storing Identifiers Is Necessary

  • Confirm identifier collection is explicitly included in your IRB-approved plan.
  • Ensure storage practices match confidentiality provisions in your protocol, consent documents, and data plan.

IRB Approval for Changes

  • Any changes to the type of data collected or how it is stored must be reviewed and approved by the IRB before implementation.
  • For Exempt studies, consult the IRB before making changes to avoid invalidating the exemption.

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Randomization

The Randomization Module allows you to assign participants to groups (e.g., treatment vs. control) in an unbiased, reproducible way using a pre-defined allocation table.

Key Points

  • Must be enabled and configured before any randomization occurs.
  • Supports stratification and blinding.
  • Randomization assignments cannot be undone.
  • All randomization events are logged for compliance.

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Internal Modules & Customization

REDCap offers optional internal modules and customizations that extend functionality beyond core features. Enable them as needed to match your project’s workflow and goals.

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Surveys, ASIs, and Alerts & Notifications

Surveys are a core REDCap feature. You can schedule them, send them to specific participants, and automate invitations and reminders.

Getting Started

Survey & ASI Resources

Repeating Surveys

Survey Security & Integrity

REDCap Email Delivery

Notifications & Alerts

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Using Logic & Calculations

Logic controls when and how data appears, calculates, or triggers automated actions in your project.

Where Logic Is Used

  • Branching Logic (show/hide fields)
  • Calculated Fields
  • ASIs & Alerts
  • Survey Queues
  • Data Quality Rules
  • Reports, Advanced Filters, and Dashboards

Best Practices

  • Use square brackets for variable names (e.g., [field_name]).
  • Use coded values (e.g., [gender] = ‘1’, not ‘Male’).
  • Test incrementally with the “Check logic syntax” tool or Draft Preview Mode.
  • Document complex logic for future reference.

Logic Resources

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Action Tags & Smart Variables

Action Tags customize how fields behave on forms and surveys. Smart Variables make projects more dynamic by adapting to the current user, record, event, or context.

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eConsent & eHIPAA

The e-Consent Framework supports secure digital capture and storage of participant consent—whether in-clinic or remote.

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Multi-Language Management (MLM)

MLM allows you to provide surveys, forms, and the REDCap interface in multiple languages.

Quick Guide

Video Tutorials

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Double Data Entry

Double Data Entry (DDE) supports independent duplicate data entry for each subject and comparison for discrepancies.

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Project Users & Roles

Use user rights and roles to manage project access.

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Data Access Groups (DAGs)

DAGs restrict users to viewing/editing only records created within their group, which is ideal for multi-site projects.

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Move to Production

Step 1 – Plan Ahead

  • Allow ample time for project development, testing, and deployment before your launch date.
  • The REDCap Administrator supports hundreds of users, so immediate or last-minute support cannot always be guaranteed.
  • If you have a fixed launch deadline, submit your move-to-production request at least two weeks in advance.

Step 2 – Confirm Readiness

  • All instruments and settings are built and reviewed.
  • All workflows and logic are thoroughly tested.
  • IRB approval is obtained.

For full details, see: Moving Project to Production.

Step 3 – Submit Your Request

  1. Log in to your project and go to the Project Setup page.
  2. Scroll to the Move Project to Production section.
  3. Click Move to Production and complete the confirmation form.
  4. Submit your request and watch for email confirmation once the project is moved.

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Production Changes

Once your project is in Production, the PI and study team are responsible for managing changes within the scope of the approved protocol.

Permissions Reminder

  • New instruments default to No Access for all users.
  • Users with User Rights privileges must update permissions for applicable users/roles.

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Managing Your Data

Data Exports and Reports

Plan routine exports and QA checks throughout the life of your project and at closeout.

End-of-Project Closeout

  • Export all data in CSV and required analysis formats.
  • Export Data Dictionary, Codebook, project XML (with & without data).
  • Export PDFs of all instruments (with and without data).
  • Export full Logging activity.
  • Store all exports securely per IRB and institutional retention policies.

Project Closure & Deletion

  • Use Other Functionality > Request Project Delete to remove projects from REDCap after closeout.

Data Imports

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External Modules

External Modules extend REDCap with custom features created by other institutions. They are powerful but must be tested carefully.

  • Confirm compatibility with your REDCap version.
  • Test in a non-Production project first.
  • Assess any impact on data collection and IRB-approved workflows.

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Mobile Applications & MyCap

Use the REDCap Mobile App for offline data collection:

Use MyCap for participant-reported outcomes on personal devices:

Reminder: Mobile app usage must be included in your IRB-approved data plan.

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Mosio Integration

UCH REDCap supports integration with Mosio’s REDCap Direct for SMS-based surveys and notifications.

Note: The UCH REDCap team is not responsible for Mosio account management or costs.

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REDCap API

The REDCap API allows approved external applications to connect to REDCap for automated imports, exports, and integrations.

Reminder: API usage must be included in your IRB-approved protocol and data plan.

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Data Monitoring / Auditing

Use the Data Resolution Workflow to document and resolve data queries (open, respond, close), especially when working with monitors.

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NIH Data Sharing

For projects with NIH Data Archive (NDA) requirements, follow best practices for preparing REDCap data for submission.

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Citing REDCap

Please cite the standard REDCap publications in manuscripts that use REDCap for data collection and management.

Recommended boilerplate language:

Study data were collected and managed using REDCap electronic data capture tools hosted at University of Connecticut Health Center…

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Compliance: HIPAA, IRB, Security & Data Management

Platform Management & Security

UCH REDCap is hosted on-premises at UConn Health and jointly managed by Academic IT Services and the Clinical Research Center. All data is stored on secure UConn Health servers and protected with HIPAA-aligned technical controls.

HIPAA & IRB Responsibilities

  • Follow institutional training and HSPP/HRPP policies.
  • Ensure all data collection and storage align with your IRB-approved protocol and consent forms.
  • Keep identifiers separate when required and obtain IRB approval for changes.

Suggested Template Language

  • Grant/Protocol REDCap Description (long form)
  • Shorter Abstract Version
  • IRB Data Management Language

These templates can be adapted for grants, IRB submissions, and data management plans to describe REDCap use at UConn Health.

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