REDCap accounts may be requested for users at other institutions who have been added to the IRB and need access to BILH's REDCap to complete work on a study. These are usually called External accounts or (rarely) REDCap-only accounts. The person requesting the account on behalf of the study team will be the external user's sponsor, and must have User Rights to the BILH project.
- Request an external REDCap account via the BILH REDCap Portal Page: External Account Request Form.
- External users should never be given the "User Rights" permission in a project- that is, the ability to add/remove users and change user permissions.
- Personal email addresses cannot be used for external users- the external user's work email address not a personal email address (e.g. gmail.com, yahoo.com) should be listed in the request.
- REDCap Support should be contacted right away to suspend (disable) the account of an external staff member who has left a project.
- Accounts can be requested for the eData REDCap server or the 21 Part 11 Research server. The 21 Part 11 Research server has special requirements:
- Documentation: the study team must attain 21 Part 11 compliant documentation confirming the identity and email address of the external users
- The PI will be the sponsor of the external account and should be the one to add that user to the project.
All external user accounts automatically expire after 1 year (regardless of use) as part of the system security policy, but can be easily extended via a request from the Sponsor Dashboard or email. A notification email of the upcoming expiration is sent to the external user and their sponsor about two weeks prior to the expiration.