Two types of external personnel are permitted to use OHSU's REDCap: 1) external collaborators on individual projects, and 2) OCTRI partner personnel, such as personnel with the Portland VA. OHSU personnel are required to use REDCap with OHSU username and password.
Training and support is not provided for external collaborators to build projects in OHSU's REDCap.
Operations for External Accounts
Overview
- External user accounts are valid for an OHSU fiscal year, annually expiring every August 31st.
- For continued access to REDCap, accounts will need to be renewed for each fiscal year.
- Accounts for Portland VA personnel are an exception and will not be set to expire.
- All external users have a Sponsor user.
- The Sponsor is the user who requested the account, unless otherwise designated.
- OHSU and Portland VA personnel are eligible to be sponsors.
- The external account is referred to as the sponsored user.
- Accounts can be requested, as needed, through the project's life cycle, both during during development and production.
Requirements
- External collaborators are required to use their institutional or organizational email address for their REDCap profile.
- An account is created for the exclusive use of the external collaborator it was created for. Sharing the account would violate OHSU security directives.
- Per OHSU security directives, shared accounts cannot be added to REDCap as users.
Two Factor Authentication
- External users must complete two factor authentication via email.
- External users will see an option to use Duo for two factor, but Duo is for OHSU users only.
- Sponsors are the first point of contact for external users with questions about two factor authentication.
Costs
- There are annual charges.
- Fees are outlined on the Costs & Charges page.
- Charges are based on the total number of accounts requested or renewed each fiscal year.
- Billing information is required every time an account(s) is request, however OCTRI only bills for the annual charge once a year.
Managing External Accounts
All external users have a Sponsor user, as described above. The Sponsor is responsible for managing account operations outlined below. The Sponsor is also the external user's main of point of contact for help with the specific project the user has been added to and the first point of contact for any issues the user encounters accessing REDCap itself.