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If you have questions about the information on this page or any other REDCap questions, please submit a ticket.
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WashU REDCap Instance and Servers
Each REDCap consortium member institution hosts its own separate and independent REDCap server instance. The Institute for Informatics, Data Science, and Biostatistics (I2DB) hosts the WUSTL REDCap instance and maintains servers where REDCap data and metadata are stored. Data stored in the WUSTL REDCap instance in Production Status are protected by multiple layers of security, running on Linux platforms configured for strict user permission policies. Our REDCap database is hosted on scalable cloud based services hosted in the WUSM secure network. User access is provided via an external secure web server. All web communication between the user web browser and the web server is SSL encrypted. Further protections are provided via strict Linux permission configurations on the servers themselves. Uploaded files are stored on secure cloud services and are only accessible via the WUSM secure network.
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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" WashU 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" 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. See the links below full description of obtaining a Guest WUSTL Key:
Manage and Renew Guest WUSTL Keys
Guest WUSTL Keys are temporary with duration of 1-12 months. To manage or renew, the WashU sponsor of the guest key(s) will need to navigate to the WUSTL Connect page and select Manage Guests. You will be required to log in with your WUSTL Key and Password.
WUSTL Key Changes
If your WUSTL key changes or will be changing for any reason, please Submit a REDCap Ticket. When your WUSTL Key change goes into effect, your REDCap username will automatically change to the new WUSTL key, however, your projects will not automatically connect to the new username. If you are on many projects, we can run a script to transfer the projects automatically. Ideally, submit a ticket prior to the WUSTL key change so we can plan to do this soon after the change. If you only have a few projects, you also can have a study team member add your new WUSTL key to the projects manually (Adding Study Team Members to REDCap Projects).
Account De-activation
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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