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In general, OHSU personnel manage their own accounts in REDCap and study teams are responsible for user management on their projects. Periodically, the REDCap Team will review REDCap user profiles and accounts to ensure compliance with OHSU security directives. Personnel will be notified if any compliance issues are discovered and provided with detailed instructions to bring the into compliance.

  • OHSU personnel log into REDCap and set up their accounts without intervention from the REDCap Team.
  • This is a manual process managed by the OHSU user, and unlike clinical systems used by the hospital, such as EPIC, trainings are not required, first, in order for an OHSU to access REDCap and set up an account.

User Accounts

OHSU Personnel

OHSU personnel log into and use REDCap with their OHSU username and password. 

  • The first time OHSU personnel log into REDCap, they will be prompted to set up their profile.
  • OHSU personnel are required to use REDCap with their OHSU email address.
  • When personnel leave OHSU, they will no longer be able to log into OHSU's REDCap with their OHSU username and password.

External Non-OHSU Personnel

Accounts for external collaborators are added to REDCap at the request of OHSU project/study team. 

  • There is a link to the form for requesting accounts for external non-OHSU users on each every project's User Rights page. 
  • OCTRI partners & external collaborators are required to use REDCap with their institutional or organizational email address.
  • If you will be requesting accounts for external users, review related operations.  

Occasionally, accounts are created for non-OHSU external users from OCTRI partner organizations, such as the Portland VA, at request of the non-OHSU user themselves when they will be building and managing a project in OHSU's REDCap.

Shared/Generic Accounts

Per OHSU security directives, user accounts cannot be shared and shared accounts, that more than one user can log into, cannot be added to REDCap as users. 

User Management

External Non-OHSU Users

It is critical that personnel requesting accounts for external users understand operations related to external accounts, including the request and renewal process, costs, requirements, sponsorship, etc.

Review external user related operations →

User Management for Individual Projects

Study teams are responsible for adding and removing users to and from their project(s) and setting their permissions. We've outlined the various activities involved and the related features and functionality in REDCap.

Review project level user management →

Problem Solving for User Access, User Permissions and User Management

We've collected together the most common issues users report with not being able to access REDCap, not being able to access a project in REDCap, as well as not being able to access various features in a REDCap project, and outlined the most likely solution.

Review common user access issues and solutions →

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