Orientation Videos: Detailed REDCap Overview 14 min | Types of REDCap Projects 3 min

Requesting a Project

Log in, click New Project, and complete the New Project Request survey. Permission to create projects is restricted (email redcap@uwindsor.ca if unavailable). Projects should ideally be created by the Chief/Principal Investigator.

Purpose Options: Practice / Just for fun, Operational Support, Research, Quality Improvement, Other.

Longitudinal Projects & Arms

Used when collecting data repeatedly over time. 'Events' define timepoints; 'Arms' define participant cohorts (e.g., Control vs. Intervention).

Note: Event names serve as export variables; keep them concise and free of special characters.

• The Longitudinal REDCap Project 3 min
• Defining Longitudinal Events 5 min
• Designating Instruments for Events 3 min

External Modules

Add-on packages enabled by IT Services upon request. They are non-core packages and may be disabled or retired if they become incompatible with future REDCap upgrades.

Tutorials: Instrument Development Intro 6 min | Online Designer 13 min | Traditional Projects 3 min | Single Surveys 5 min | Field Types 4 min

10 Best Practices for Overall Survey Design

1. Group related fields logically together.
2. Avoid duplicating fields across different forms.
3. Minimize missing data by using 'Required' fields where necessary.
4. Minimize free-text responses; use predefined multiple-choice options.
5. Design for mobile screens: keep scrolling to a minimum.
6. Minimize transitions back and forth between keyboard and mouse.
7. Tailor field types to the user (dropdowns for trained staff; radio buttons for participants).
8. Keep surveys short to prevent data loss (REDCap does NOT autosave).
9. Standardize date validation formats throughout the entire project.
10. Provide clear field instructions and notes.

12 Best Practices for Individual Fields

1. Code baseline options such as "Never" or "No" as 0 instead of 1.
2. Display all choices for participants; use dropdowns for internal entry forms.
3. Flag fields containing personal data as Identifiers to protect confidentiality.
4. For inexact dates, capture Day, Month, and Year as separate fields.
5. Minimize mobile scrolling.
6. Never copy-paste text directly from Word or Excel to prevent hidden character corruption.
7. Remove the "Today" button from dates where inappropriate (e.g., adult Date of Birth).
8. Specify units of measurement (mg, kg, cm) and use validation ranges.
9. Standardize missing value codes (e.g., Refused, N/A, Unknown).
10. Use consistent date validation across all forms.
11. Use Field Labels and Notes to specify exact instructions.
12. Use multiple choice rather than free-text boxes.

Tutorials: Data Entry Overview 19 min | The Data Dictionary 10 min

Pre-Production Checklist

• Update the Project Purpose from 'Practice' to 'Research'.
• Obtain REB/ethics approval.
• Thoroughly test branching logic, piping, calculations, alerts, and data quality rules.
• Test a data import.
• Export a backup of your data and Data Dictionary, then delete all test records.

Production Rules

• Do not rename variables.
• Avoid modifying events.
• If adding new multiple-choice options, never modify existing numeric codes.

Obtaining Your Survey URL

Go to Project Setup > Enable surveys > Open Survey Distribution Tools > Click the Copy to Clipboard button next to the Public Survey URL.

Export Guide: Applications & Exporting Overview 16 min (jump to 6:00)

Backup Responsibility Schedule

Data Retention Notice: REDCap is designed solely for active collection, not long-term storage. Once a study closes, archive all datasets off the server and remove inactive users.

Arm

A designated cohort group path used alongside longitudinal events (e.g., Control vs. Treatment).

Choices / Coding

The numeric values assigned to multiple-choice options (e.g., 0, No | 1, Yes).

Event

A specific timepoint for data collection in a longitudinal study design.

Field

A specific question or data point on an instrument.

Field Label

The human-readable question text visible to the person entering data.

Identifier

A field flagged as containing sensitive personally identifiable information (PII/PHI).

Instrument

An individual form or survey questionnaire used to gather data.

Project

A single study or operational collection space in REDCap.

Record

All collected responses for a single participant across every instrument and event.

Survey

An instrument sent directly to external research participants.

Variable

The brief backend programmatic identifier assigned to a field.