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All REDCap users must have and use their own log in credentials. Log in credentials for the WUSTL REDCap instance are an active WUSTL Key and password. All user authentications occur in a centralized identification and authorization managed environment. Centralized accounts have aged complex passwords and multi-factor authentication enabled. Accounts are not to be shared in accordance with Washington University policy. That means that you should NOT allow anyone else to work in REDCap while you are logged in to your account. That person should log into their own account with their WUSTL key on a different separate device in order to work in REDCap. * This includes external collaborators as well, e.g. you cannot create a single "External University REDCap Account" when collaborating with a study team at a single university. Users having their own accounts helps improve the security and quality of research participant data stored in the WUSTL instance of REDCap. This is because REDCap stores user activity in the Logging tool in order to 1) resolve data entry and collection issues and 2) assist with study audits. Individual accounts are also a regulatory requirement by the university and you will not be considered in compliance if the requirement is not followed. Also, if multiple users log in from a single REDCap account, the person who's information is attached to that account assumes all risk for any action taken by any user logged in with the credentials for that account. For example, if someone logs into an account, makes a change to the project that causes data loss (e.g. deletes a field containing data), the person who's name and contact information associated with the account is responsible as that is the information tracked in the REDCap log.
*Please note, multiple users can work on the same project at the same time if they are logged in with their own WUSTL key and password on separate devices.
User Account Access
Anyone with a WUSTL Key and password can log in to https://redcap.wustl.edu/. When logging in for the first time, you will be prompted to enter a primary email. For Washington University faculty and staff, please enter your @wustl.edu email. For users with a guest WUSTL key, please enter your email from you other institution or organization. Ideally, this is a .edu or .org email. A confirmation email will be sent to the primary email you entered. Once you have confirmed your email address, you can create projects and be added to projects.
Guest WashU REDCap Accounts
Users from external sites must receive a Guest WUSTL Key and Password. In order for an external collaborator to receive a guest WUSTL Key, a Wash U "Sponsor" will need to complete the WUSTL Key Guest Account Request Form. This form needs to be completed for EVERY external collaborator, not one form per site. The "Sponsor" must be the project Principal Investigator (PI). Once the user has obtained their guest WUSTL Key, they can log in as described in the “User Account Access” section above.
Accounts will remain active as long as the user is associated with the university or the guest WUSTL Key is active. Accounts of users departing the university will be suspended when the WUSTL Key and password becomes inactive. Users who change departments within Washington University do not have their accounts suspended so do not need to create a new account when they begin in the new department. Please note, a guest WUSTL Key is not tied to an external collaborators institutional account meaning if they leave their current position, the guest WUSTL Key may remain active unless the "Sponsor" of the guest WUSTL Key alerts Wash U IT to deactivate the account. It is important that you monitor external accounts and remove the user from projects if they are no longer working on the project.
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