Rights, Roles, and Permissions
Training
Each REDCap system includes Training Videos found in the tab at the top of the My Project’s page (link in Enterprise REDCap) and all users are encouraged to view these videos to learn about the many REDCap features and modules. The Applications Overview video contains information about the User Rights module
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Visit your User Access Dashboard (UAD, this link should direct you to your UAD within the Enterprise REDCap system) for an overview of your projects and the users that have access to them. The link is also found below the banner on the My Project’s page.
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Further details on how to use the User Rights module, add new users to a project, and edit the capabilities of existing users on a project can be found within the REDCap system. If you have questions, please feel free to post to the #help_redcap support channel.
Removing a person/account from a project
If a user should no longer have access to the project and any data within it, they can be removed from the project using the User Rights module.
From the User Rights module page, click on the username you want removed from the project and select ‘Remove from project’.
This can also be done through your User Access Dashboard, accessible from the My Projects page and visible immediately above the list of projects. The User Access Dashboard is a reporting tool designed to assist you in the management of users that have been granted access to your REDCap projects.
From the User Access Dashboard, you can delete or expire users that have access to your projects. If a project is not listed on your User Access Dashboard then you do not have user rights capabilities on that project and will need to speak to another user on the project or a REDCap administrator.
Rights and Roles Hierarchy
The access permissions are determined by the data owner, which is usually the primary researcher/faculty (PI). REDCap can be used to collect non-research data also, such as operational, tracking, and project support data. Please make sure the data type (e.g. PII, PHI; data subject to HIPAA, FERPA, etc) is appropriate for the system you are using. More information can be found here along with links to request a consultation.
User roles are useful when you will have several users with the same privileges or to define responsibilities within a project. They allow you to easily add many users to a role in a much faster manner than setting their user privileges individually. Roles are also a nice way to categorize users within a project.
Here are best practices to implement a User Rights Hierarchy that allows for easy access management while ensuring the appropriate people have access to the data.
Data Owner
This is usually the PI, but may vary depending on the use case of the project. This is the person responsible for the data and the people with access to it.
Basic Privileges
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Privileges for Viewing and Exporting Data
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*check all options that are applicable, including ability to export data.
*if the should be blinded to any instruments, indicate ‘No Access’ for the appropriate instrument.
Note: the data owner/PI should be the only person capable of exporting data from the ESR REDCap system. And the Full Data Set should only be exported directly to an approved environment, such as the KE Secure Cloud.
Project Coordinator
Typical responsibilities: directs project activities, such as recruiting, data collection, data management (possibly), and ensuring data collectors are properly trained and on-boarded.
Basic Privileges
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Privileges for Viewing and Exporting Data
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Research Data Manager
Basic Privileges
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Privileges for Viewing and Exporting Data
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Data Collector
Statistician