Accounts
User Account Requirements
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. Accounts are not to be shared. 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 account with their WUSTL key on a different 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.
User Account Access
Anyone with a WUSTL Key and password can log in to REDCap Version 13 Production Server, referred to as REDCap v13. 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" can be the project Principal Investigator (PI) or Project Administrator (PA). A PA is generally a Research Coordinator, Program Specialist, Nurse Coordinator or other study team member that has the highest level User Rights on a project such as Project Setup, User Rights, and Data Access Groups (DAGs). PI and PA are sometimes listed together in REDCap as PI/PA.
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 WUSTSL 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.
Recommended Practice: PI/PAs should review the list of users on all REDCap projects at routine intervals. We recommend doing this at least annually in the spring. Students and other trainees are often added to projects temporarily so the conclusion of the spring academic semester is an excellent time to review the user lists of REDCap Projects.
If you are having issues logging into REDCap, please visit the WUSTL Connect page to manage your WUSTL Key and Password or submit a ticket to WashU IT at the WUIT-ServiceNow portal or by contact the WU IT Help Desk: ithelp@wustl.edu or 314-933-3333.