The list below outlines, in broad terms, the material we cover with the builder during the pre-production review of their survey project. Before you sign up for a drop-in session, check the production readiness of your survey project against the items in this list to prepare for the review.

The topics with a green checkmark , Survey(s)/Form(s) and Survey Distribution, apply to all survey projects .
The topics with an orange asterisk are applicable based on the project's requirements for sending out surveys and collecting responses.

Topics Covered

Intended Audience & Prerequisites

Intended Audience

Survey project builders

Prerequisite Knowledge & Experience

Basics & Survey trainings

Survey/Form(s)

By survey/forms, we mean the individual data collection form(s) you've enabled as a survey(s), and their corresponding Survey Settings. We cover the material below in our Survey training.

Survey(s)/Form(s)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Form enabled as survey.	Left vertical alignment for field layout. _{Setting all fields to be left vertically aligned makes the survey easier to complete and more adaptable for taking on different devices, i.e. tablet, laptop, or phone.}	Study team is responsible for getting the publisher's permission for any survey/form that was adapted from a validated and published paper instrument.
No obvious issues, such as a typo, invalid syntax in branching logic, etc.
If a `stop action` is configured, the logic is valid.	Make some fields required. _{If no fields are required, participant can submit empty surveys and study risks not having data for analysis or publication. The best practice is to make required the fields that capture the data that is needed to answer the scientific question posed in the research.}
For anonymous survey, no identifiable information is being collected.
Survey Settings
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
`Survey Status` is active.	`Survey Instructions` are relevant to the survey and include contact information for study team.	Study team is responsible for getting IRB approval for all participant facing messaging, such as instructions and completion text.
There is a `Survey Title` and if the project has multiple surveys the title is unique.	Displaying the red '`must provide value`' text on the survey page for required fields is enabled.
`Save & Return` is not enabled for an anonymous survey.	`Survey Completion Text`, if it will be shown to the participant, includes contact information for study team.
`Save & Return without a code` is not enabled if any PII or PHI is collected being collected from the participant or piped into the survey.	If a `stop action` is configured on the survey there is `Alternate Survey Completion Text` that includes contact information for study team.
There is `Survey Completion Text`.
Builder understands the impact/implications of all they settings they have enabled.
Testing Survey/Form
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Every form enabled as a survey has been completed as a survey.	Every time the builder edits the form or enables/disables a `survey setting`, re-test the survey.
If `Save & Return` enabled, builder knows how to retrieve the return code for the participant.	Test user rights to edit survey responses.

Survey Distribution(s)

By survey distribution, we mean how you're getting your survey link(s) to your participants, specifically the REDCap mechanisms or functionality you're using to distribute your survey link(s).

There are three different distribution mechanisms, and every project will need to determine which mechanism(s) works best to get their survey link(s) to their participants. However, not every distribution method applies to every project and some projects, with more than one survey, will use multiple distribution methods to meet the requirements of the different surveys they need their participants to complete. We cover the material below in our Survey training.

2: Logout & Open Survey for In-Person Surveys for Enrolled Participants
1A: Email Survey Link to Enrolled Participants Do not enter participant's real email addresses during the testing phase. Real data should not be entered in your REDCap project while it is in development.
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Invitation Use Case: Participant(s) already enrolled in a study needs to be reminded to complete a survey.	Use `Automated Survey Invitations`.	Study team is responsible for getting IRB approval for all participant facing messaging, such as instructions and completion text.
Participant's email address is collected in a field on a form.	If reminders enabled, no more than 2 reminders configured. _{Research says that there are diminishing returns after 2 reminders.}	Study team is responsible for working with ITG to obtain a generic/shared email address for the study.
`Designate an email field for communications` is enabled for the form field collecting the participant's email address.	Send email from a generic/shared OHSU email address.
If using `Automated Survey Invitations (ASI):` ASI is `active`. There is a kill switch checkbox field on a form that is referenced in the ASI conditions. ASI conditions check that the email field is not blank. `Ensure logic is still true before sending invitation` is enabled. ASI logic syntax is valid. There is s`ubject`. There is a `message`. Message contains the smart variables `[survey-link]` and `[survey-url].`	If using `Automated Survey Invitations (ASI):` Survey `subject` is relevant to the survey, and the time point for longitudinal projects. Survey `message` is relevant to the survey and includes contact information for study team. `Send immediately` not configured for when to send invitations. Re-test an ASI if you make any modifications to the project settings, form order, or form fields that impact ASI functionality.
`Participant List` contains the participants' email addresses that are collected in the email form field.
Sender is user with an OHSU email address.
1B: Email Survey Link to Recruit Participants Do not enter participant's real email addresses during the testing phase. Real data should not be entered in your REDCap project while it is in development.
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Invitation Use Case: New participants are being recruited from a list of individual email addresses by sending an email to each participant inviting them to complete the first survey in the REDCap project.	Use `Automated Survey Invitations`.	Study team is responsible for getting IRB approval for all participant facing messaging, such as instructions and completion text.
If manually sending invitations: The first form in list of forms in the `Online Designer` has been enabled as a survey. Participants' email addresses added to `Participant List.`	If reminders enabled, no more than 2 reminders configured. _{Research says that there are diminishing returns after 2 reminders.}	Study team is responsible for working with ITG to obtain a generic/shared email address for the study.
If using `Automated Survey Invitations (ASI):` First form is a data entry form that contains a field to collect the participant's email address. `Designate an email field for communications` is enabled for the form field collecting the participant's email address. ASI is `active`. There is a kill switch checkbox field on a form that is referenced in the ASI conditions. ASI conditions check that the email field is not blank. `Ensure logic is still true before sending invitation` is enabled. ASI logic syntax is valid. There is s`ubject`. There is a `message`. Message contains the smart variables `[survey-link]` and `[survey-url].` `Participant List` contains the participants' email addresses that are collected in the email form field.	If using `Automated Survey Invitations (ASI):` Survey `subject` is relevant to the survey, and the time point for longitudinal projects. Survey `message` is relevant to the survey and includes contact information for study team. `Send immediately` not configured for when to send invitations. Re-test an ASI if you make any modifications to the project settings, form order, or form fields that impact ASI functionality.
Sender is user with an OHSU email address.
Testing Email Invitations (applies to 1A & 1B)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
If using `Automated Survey Invitations (ASI)`: There are entries in `Survey Invitation Log` for every ASI that has been configured. Builder confirms he/she/they tested canceling their ASI's via checking the kill-switch checkbox.	Test all components of the `Survey Invitation Log`.
If manually sending Invitation from the `Participant List` or an an individual record: There are entries in `Survey Invitation Log` for invitation for every invitation that will be sent manually. Builder confirms he/she/they tested manually deleting manually scheduled invitations via the `Survey Invitation Log.`	Test all components of the `Participant List`.
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Logout & Open Survey Use Case: Participants need to complete survey(s) during an in-person study visit.	To reduce the risk of a protocol or HIPAA violation, only a subset of users should be assigned to administering the survey in person.	Study team will need to work with ITG to obtain a device participants can use to take surveys.
Builder confirms he/she/they understand the difference between the options to `Logout & Open Survey` and to `Open Survey`.	Create a `Project Dashboard` to post instructions for other users regarding how to use `Logout & Open Survey` functionality.
Builder confirms he/she/they have tested using `Logout & Open Survey` via an individual participant's record.
Confirm with the builder that only users who will be administering in person surveys have `Survey Distribution user rights`.
3: Public Survey Link for Recruiting Participants from the Public
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Public Link Use Case: New participants are being recruited via social media, through a listserv, posting link to the department's website, bookmarking link on study device approved for public use, etc.	Google reCAPTCHA enabled to to help protect your public survey from abuse from 'bots'.	Study team is responsible for getting IRB approval for all methods of public recruitment.
Identifying information about the participant, such as participant's email address, is not known to the study team before the participant completes the first survey in the project.
First form in list of forms in the `Online Designer` has been enabled as a survey.
Builder confirms he/she/they have tested `Public Survey Link.`
If the `Custom Survey Link` configured, clicking on the link loads the intended survey.

Recurrent Survey(s)

By recurrent survey, we mean that your participants will need to complete a survey more than once.

There are three different approaches or techniques, and every project that has a survey that needs to be completed more than once will need to determine which approach works best for their study's requirements, not only for sending out surveys and collecting responses, but also for the analysis of data that will be collected. Different approaches work better for different requirements and some projects will implement more than one approach.

1: Longitudinal Setup with Events
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Longitudinal Use Case: Participant(s) needs to complete the same survey at discrete timepoints, such as a weekly or monthly survey, or participant(s) needs to complete the same survey pre and post some an intervention administered by the study team.	Events and form assignments should be finalized while the project is in development. Events and forms assignment are locked down when the project is moved to production.
`Longitudinal data collection` enabled.	Review with your analyst an export of data collected on a survey(s) assigned to events.
`Events defined` for timepoints or intervals the survey needs to be completed.
The survey that needs to be completed more than once `designated for its corresponding event(s)`.
2: Repeating Survey/Form
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Repeating Survey Use Case: Participant(s) needs to self report on an activity or incident that recurs a different number of times for each participant, such as medications, pregnancies, hospitalizations, etc., OR participant(s) needs to complete a daily survey.	Forms should be enabled as repeatable while the project is in development. This setting is locked down when the project is moved to production.
The survey/form enabled as a `repeating form`.	Review with your analyst an export of data collected on a repeating survey.
`Repeat the survey` has been enabled via the survey/form's `Survey Settings`.
3: Duplicate Survey(s)/Form(s)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Duplicate Survey Use Case: Instead of enabling the longitudinal setup or enabling a survey/form to be repeating, the study team prefers to for the participant(s) to complete a copy of the survey when each time the participant(s) is required to take the survey.	All copies of the survey/form should be created while the project is in development.
There is a copy of the survey/form for each instance the participant will need to complete it.	Review with your analyst an export of data collected on the different copies of the same survey.
Each copy has a unique form name.
Testing Recurrent Survey(s)(applies to 1, 2 & 3)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
The survey has been completed multiple times for multiple individual participant records.	Re-test if you make any modifications to the the project settings, form order or form fields that could impact the mechanism you implemented for participants to complete a survey more than once.

Survey Grouping(s)

By survey groupings, we mean that your participants need to complete two or more surveys in a single sitting or at discrete time point, and specifically we are referring to which REDCap mechanisms or functionality you're using to connect one survey to another survey.

There are two different mechanisms for creating a connection between two surveys, and every project that needs participants to complete multiple surveys in a single setting will need to determine which mechanism meets their study's requirements. Different mechanisms work better for different requirements and some projects will use both. We cover the material below in our Survey training.

1: Auto-Continue Survey Setting
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Auto-Continue Use Case: All participants that complete the survey take the next survey (if no conditional logic is applied) OR only some participants that complete the survey take the next survey (if conditional logic is applied).	`Survey completion text` is not displayed when a participant auto-continues from one survey to the next. Add completion text to last survey in the grouping, or if conditional logic is included, as a message for participants who will not continue on.
`Auto-continue to the next survey`? has been enabled in the survey's `Survey Settings`.	Include in the `Survey instructions` a message that indicates a sense of progress for the participant, such as 1 of 8 surveys, 2 or 8 surveys.
If `conditional logic` is included, the syntax is valid.	Do not use enable `Auto-Continue` with or without conditional logic on a consent survey.
The `Auto-Continue Survey Setting` is not enabled for a survey activated in the `Survey Queue`.
1T: Testing Auto-Continue Survey Setting
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
For a survey(s) with `Auto-Continue` enabled without conditional logic, complete the survey, connect to the next survey and complete that survey.	Re-test a connection(s), if you make any modifications to the project setting, form order or form fields that impact Auto-Continue functionality.
For a survey(s) with `Auto-Continue` enabled with conditional logic: Complete the survey or add data to the record so that the conditions are true and connect to the next survey and complete that survey. Complete the survey or add data to the record so that the conditions are false and you cannot connect to the next survey.
If the survey is set up for longitudinal data collection, test Auto-Continue, per the instructions above, for each event.
2: Survey Queue
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
*Survey Queue Use Case:* Different participants complete different surveys in a survey grouping OR participants need to be prompted to take an action ore review messaging from the study team between completing any of the surveys in a grouping.	`Survey completion text` is not displayed if `auto-start` or `keep survey queue hidden` is enabled. Add completion text to last survey in the grouping, or if conditional logic is included, as a message for participants who will not continue on.
The survey(s) is activated in the `Survey Queue`.	Include in the `Survey instructions` a message that indicates a sense of progress for the participant, such as 1 of 8 surveys, 2 or 8 surveys.
Conditions configured for determining when to `Display survey in the Survey Queue` are valid/have valid syntax.	Do not enable `Auto-start` or `Keep the survey queue hidden` for a survey activated in the queue immediately proceeding a consent survey.
A survey activated in the `Survey Queue` does not have the `Auto-Continue Survey Setting` enabled.
The options to `Auto-start` a survey and `Keep the Survey Queue hidden from participants` are not enabled if participants need to be prompted to take an action ore review messaging from the study between completing surveys.
2T: Testing Survey Queue
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
If `Auto-start` or `Keep the survey queue hidden` are not enabled: Complete a survey or add data to a record so that conditions configured in the `Queue` to display a survey activated in the `Queue` are true and complete the survey that's displayed in the `Queue`. Complete a survey or add data to a record so that conditions configured in the `Queue` to display a survey activated in the `Queue` are false and you cannot access the survey via the `Queue`.	Re-test the `Queue` if you make any modifications to the project settings, form order or form fields that impact the surveys activated in the `Queue` or conditions configured to display those surveys.
If `Auto-start` or `Keep the survey queue hidden` are enabled: Complete a survey or add data to a record so that conditions configured in the `Queue` to connect to a survey activated in the `Queue` are true and complete the survey that you are connected to. Complete a survey or add data to a record so that conditions configured in the `Queue` to connect to a survey activated in the `Queue` are false and you are not connected to the survey.
If the survey(s) activated in the `Queue` is set up for longitudinal data collection, test the `Queue`, per the instructions above, for each event.
If the survey(s) activated in the Queue is enabled as repeating, test the `Queue`, per the instructions above, for more than one instance.

By e-consent, we mean that you are using REDCap to distribute an electronic version of your Information Sheet or Consent form to your participants. The list below is not meant to replace the instructions and guidance we cover in the e-consent section of this wiki. Reviewing the wiki material is required for study teams using REDCap for e-consent.

Additional help, for which there are charges, applies to implementing e-consents that involve:

Re-consenting
Consenting persons under 18
Accommodating an LAR or a translator/interpreter
Distributing consent in language other than English
Adding consent to a project in production

Charges depend on the consent requirements and the personnel’s REDCap experience. For more information contact the REDCap Team.

Consent Form/Survey (Information Sheet is a consent form)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
Information Sheet or Consent form enabled as a survey.	If the subject's signature is captured on the paper consent form (i.e. Information Sheet & Authorization form OR Consent & Authorization), modify instructions that refer to a signature to accurately reflect that subjects enter a first and last name and does not sign the e-consent form. For example, if your paper document states: "Your signature below indicates that you have read this entire form and that you agree to be in this study." On the e-consent form we recommend the following statement instead: "Entering your first and last name below indicates that you have read this entire form and that you agree to be in this study."	The study team is responsible for submitting to the IRB the e-consent form built in REDCap.
OHSU consent template modified per the instructions in the template or wiki.
There is a `radio button` "versioning" field with a single option for the version of the form that will be used by the study when the project is launched to production. The following action tags applied: `@HIDDEN-PDF` `@HIDDEN-SURVEY` `@READONLY` `@DEFAULT = '1'`
There is `descriptive text` field with IRB approval and expiration dates.	If there are optional components of the study for which you created `radio button` fields, configure the `radio button` fields to be required.
There is `descriptive text` field with the OHSU.
There is a `section header` field with the title of the form, i.e. Information Sheet, Information Sheet & Authorization or Consent & Authorization.
There are discrete `descriptive text` fields with content from each discrete section of your paper consent form
If there are optional components of the study that the subject can opt in or out of that are included on the paper consent form, there is a `radio button` field for each optional component, and each radio button has two options options to document the subject's decision to opt in or opt out.
There is a `radio button` field with two options, an option for agreeing to participate and an option for declining to participate, to document the subject’s consent decision. The field is configured to be `required`. If the subject's signature is captured on the paper consent form, a `stop action` is applied to the subject declines to participate option.
If the subject's signature is captured on the paper consent form (i.e. Information Sheet & Authorization form OR Consent & Authorization) and the following apply: There is a `text field` to capture the subject's first name. There is a `text field` to capture the subject's last name. These fields are configured to be `required`. `Branching logic` is applied to these fields to show them if a subject agrees to participate.
Besides the transformations described in the above items, the e-consent form does not capture additional subject information or display additional messaging to the subject that is not on the approved paper consent form.
Survey Settings for Consent Form/Survey
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
`Survey Status` is active.	`Survey Instructions` are relevant to e-consent.	Study team is responsible for getting IRB approval for all participant facing messaging, such as instructions and completion text.
`Survey Instructions` include contact information for study team.	`Default` or `Flat white` is selected for the `Survey theme`. ^{The e-consent form is an official document of the institution.}
The `Survey Title` adheres to the following format: Name of the Study - Agreement to Participate	`Send confirmation email` is not enabled. ^{The confirmation email is sent to all subjects who submit the e-consent form, not just subjects who consent.}
`Custom Numbered` is selected for `Question Numbering`.
`Single page` is selected for `Pagination`.
`Allow participants to download a PDF of their responses at end of survey` is enabled.
Displaying the red '`must provide value`' text on the survey page for required fields is enabled.
`Save & Return` is not enabled.
`Auto-continue` is not enabled.
`Survey Completion Text` includes contact information for study team and a prompt to download the submitted consent form.
If a `stop action` is configured on the survey there is `Alternate Survey Completion Text` that includes a message for subjects who declined to participate and contact information for study team.
If the subject's signature is NOT captured on the paper consent form (i.e Information sheet), `Auto-Archiver` is enabled.
If the subject's signature is captured on the paper consent form (i.e. Information Sheet & Authorization form OR Consent & Authorization), Auto-Archiver + e-Consent Framework is enabled, and configured as follows: `Allow e-Consent responses to be edited by users` is not enabled. `e-Consent version` matches consent version on the consent survey/from `Text field` capturing subject's first name is selected for the `First name field`. `Text field` capturing subject's last name is selected for the `Last name field`. `Text field` capturing subject's first name is selected for `Signature field #1`. `Text field` capturing subject's last name is selected for `Signature field #2`.
Attestation Form/Survey (this only applies if the signature of the staff obtaining consent is required on the paper consent form)
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
*Attestation Use Case:* If the signature of the person obtaining consent is captured on paper consent form (i.e. Consent & Authorization) the Consent Attestation Form is used for capturing documentation of the study staff who obtained consent.
The attestation form is enabled as a survey.
OHSU attestation template has been modified per the instructions in the template or wiki.
There is `descriptive text` field with the instructions for study staff to complete the form as a survey.
There is `descriptive text` field with IRB approval and expiration dates.
There is `descriptive text` field that pipes in the participant's name and consent timestamp.
There is `checkbox field` for confirming the participant consented.
There is a `date field` for capturing the date the staff are completing the attestation.
There is a `text field` to capture the study staff's first name.
There is a `text field` to capture the study staff's last name.
Survey Settings for Attestation Form/Survey (this only applies if attestation form/survey is required)
Minimum Requirements	Recommended Best Practice	Related Issues/Activities
`Survey Status` is active.
Study Staff - Consent Attestation is the `Survey Title`.
`Custom Numbered` is selected for `Question Numbering`.
`Single page` is selected for `Pagination`.
`Allow participants to download a PDF of their responses at end of survey` is enabled.
Displaying the red '`must provide value`' text on the survey page for required fields is enabled.
`Save & Return` is not enabled.
`Auto-continue` is not enabled.
`Survey Completion Text` includes information about how the PDF of the completed attestation is stored in the `File Repository > PDF Archive`.
Auto-Archiver + e-Consent Framework is enabled, and configured as follows: `Allow e-Consent responses to be edited by users` is not enabled. `e-Consent version` matches consent version on the consent survey/from `Text field` capturing subject's first name is selected for the `First name field`. `Text field` capturing subject's last name is selected for the `Last name field`. `Text field` capturing study staff's first name is selected for `Signature field #1`. `Text field` capturing study staff's last name is selected for `Signature field #2`.
Testing E-Consent Survey/Forms
Minimum Requirements	Recommended Best Practices	Related Issues/Activities
The consent form has been completed as a survey and the builder has tested: Agreeing to participate Declining to participate	Every time the builder edits the form or enables/disables a `survey setting`, re-test the survey.
There are PDF copies of completed consent surveys in the `File Repository > PDF Archive`.	Test that user cannot edit survey responses for consent survey or attestation survey.
If the subject's signature is captured on the paper consent form, the footer of the PDF copy of the submitted consent survey for a subject who agrees to participate contains the consent version and the subject's first and last name per the settings enabled in the `e-Consent Framework` in the `Survey Settings`.
If the signature of the person obtaining consent is captured on paper consent form: The attestation form has been completed as survey. There are PDF copies of completed attestation surveys in the `File Repository > PDF Archive`. The footer of the PDF copy of the submitted attestation survey for a subject who agrees to participate contains the consent version and the subject's first and last name per the settings enabled in the `e-Consent Framework` in the `Survey Settings`.

Page tree

Production Readiness Checklist for Survey Projects

Topics Covered

Survey/Form(s)

Survey(s)/Form(s)

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Survey Settings

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Testing Survey/Form

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Survey Distribution(s)

1A: Email Survey Link to Enrolled Participants

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

1B: Email Survey Link to Recruit Participants

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Testing Email Invitations (applies to 1A & 1B)

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

2: Logout & Open Survey for In-Person Surveys for Enrolled Participants

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

3: Public Survey Link for Recruiting Participants from the Public

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Recurrent Survey(s)

1: Longitudinal Setup with Events

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

2: Repeating Survey/Form

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

3: Duplicate Survey(s)/Form(s)

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Testing Recurrent Survey(s)(applies to 1, 2 & 3)

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Survey Grouping(s)

1: Auto-Continue Survey Setting

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

1T: Testing Auto-Continue Survey Setting

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

2: Survey Queue

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

2T: Testing Survey Queue

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

E-Consent

Consent Form/Survey (Information Sheet is a consent form)

Minimum Requirements

Recommended Best Practices

Related Issues/Activities

Survey Settings for Consent Form/Survey

Minimum Requirements

Recommended Best Practices

Related Issues/Activities