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Section	Description
REDCap Usage	What REDCap can and cannot be used for
Project Eligibility	PI requirements and IRB documentation
REDCap Account Requests	Who can request access and training requirements
REDCap Fees	What are the fees associated with using REDCap

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REDCap Usage

REDCap is a secure, web-based data capture platform limited to research purposes only.

REDCap may not be used for the following:

• Clinical and/or patient care activities
• Use by for-profit entities or for-profit work/studies
• Registries and/or long-term repositories
• Studies reporting to the FDA (e.g., IND, IDE, abbreviated IDE, etc.)
• Commercial studies or commercial purposes

Forms, questionnaires, or surveys for non-research purposes must be administered using an alternate service.
For more information, please see Additional Survey Tools & Assessments.

 

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Project Eligibility

All REDCap projects must meet the following requirements:

• A Principal Investigator (PI) who is a faculty member employed and paid by
  UConn Health or the University of Connecticut.
• Proof of research use via one of the following:
  • A UConn/UConn Health IRB approval letter or exempt determination letter
  • A reliance letter indicating UConn/UConn Health IRB oversight by another IRB
  • A Human Subjects Research Determination form signed by the UConn/UConn Health Human Subjects Protection Office
    indicating the project is NOT human subjects research (the project must still be for research purposes only)

Your approved study materials dictate what data you may collect and how it may be stored in REDCap.
This includes your protocol, consent forms, IRB application, data security assessment, HIPAA authorization/waiver,
and related documentation.

All project fields and forms/instruments must match what has been IRB-approved.

Always refer to your IRB-approved plan to confirm whether and how your project may use REDCap.
All projects must maintain valid IRB approval for their entire duration.

Project End Dates & Data Removal

REDCap is for active data collection only and cannot be used for long-term data or project storage.

• All projects must have an end date and cannot remain in REDCap indefinitely.
• When active data collection ends or IRB approval expires, the project and its data must be removed from REDCap.
• You must have an external storage plan for long-term retention, documented in your IRB-approved protocol.

 

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REDCap Account Requests

REDCap accounts are available to all University of Connecticut and UConn Health faculty, staff,
and currently enrolled students for research-related purposes.

External Users

• External user accounts may be granted to non-UConn Health/non-UConn users via sponsorship by their UConn/UCH Principal Investigator (PI). On the application, they must identify their UConn/UCH PI. We will then create an external account linked to the PI’s account (the PI must already have a REDCap account).
• External (non-UConn/UConn Health) users will not have the ability to create new projects; they may only access projects to which they are formally added.

Account Requirements

Once all requirements below are met, request access by submitting the REDCap Account Application.

• All REDCap users must use their institutional email address.
  • Personal email addresses (Gmail, Hotmail, etc.) are not acceptable.
• Generic or multi-user accounts cannot be granted.
• All users must complete the appropriate institutional and federal regulatory requirements per IRB of record
  (e.g., CITI Courses, HIPAA training, or external equivalent).
• All users must complete required REDCap Training Videos before using REDCap:
  Introductory Overviews, Basic Features & Functionality, and Project Types (approximately 1 hour total). Users are encouraged to review additional training materials as needed.

 

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REDCap Usage & Support Fees

REDCap is a centrally supported research data capture platform. Usage and support fees help ensure the continued availability, security, maintenance, and enhancement of the REDCap system, including hosting, secure data storage, system upgrades, and administrative and user support services.

Projects continue to incur annual maintenance fees for as long as they remain in REDCap. Fees stop only once a project is removed from the system. Partial-year refunds are not provided.

REDCap Usage Fees

• $150 per project for the first year
• $75 per project per year for each subsequent year

Fees are assessed per project, not per user or per IRB, and are intended to offset operational and administrative costs associated with maintaining the REDCap environment.

Fee Waivers for Student Projects

Usage fees are waived only for projects that meet all of the following criteria:

1. The project is conducted by a current UConn undergraduate or graduate student
2. The project is solely for a thesis, dissertation, or capstone requirement
3. The project is not funded

Only projects that meet all three conditions may be designated as student projects on the Move to Production request form. Supporting documentation is required.

Important Clarifications

• Students do not hold paid or benefited appointments
• Fees are not waived for Resident or Fellow projects
• Funded student projects do not qualify for a fee waiver
• Projects that do not meet all eligibility criteria will be billed standard usage fees

Billing Timeline & Process

• When will I be billed?
  • When submitting a development project for Move to Production, you must provide valid billing information (e.g., FOAPAL or KFS) and a designated billing contact. The billing contact name must match the FOAPAL/KFS account holder.
• Billing Milestones
  • The date a project is locked into Production is considered its official creation date
  • A $150 new project fee is invoiced at the end of the month in which the project enters Production
  • Annual maintenance fees of $75 are billed in subsequent years based on the original Production date
• Non-Payment Policy
  • Invoices must be paid within 60 days of issuance. Projects with unpaid invoices beyond 60 days will be inactivated, which removes access to the project and takes it offline.

REDCap Support Fees

Support services provided by the REDCap team for internally funded projects will be billed at:

• $69 per hour

Support fees apply to work beyond standard administrative functions and may include advanced troubleshooting, project consultation, complex data workflows, or specialized configuration support.

Frequently Asked Questions (FAQ)

• Does my project incur fees while in Development?
  • No. Fees begin only once a project is moved to and locked in Production.
• If my project is inactive, do I still get billed?
  • Yes. Projects incur annual maintenance fees as long as they remain in the system, regardless of activity level.
• How do I stop future billing?
  • Billing stops only after a project has been permanently deleted from REDCap.
• Are fees charged per user?
  • No. At this time, fees are assessed per project, not per user.
• Can billing information be updated later?
  • Yes, if the FOAPAL/KFS initially provided changes, please let know as soon as possible to ensure timely and accurate billing.

 

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