How can I improve subject recruitment?
The following are some methods by which you can increase visibility to your research and improve the chances of successful recruitment of research participants
Study page on the CNHP research website
One of the best ways of improving visibility for your study is by having a landing page at the "Clinical Trials @CNHP" page on the research website (Click here).
Placing your research info on the website will also enable your keywords to be searchabe via popular search sites like google, yahoo, bing, etc via search engine optimization.
To request your own research page, contact firstname.lastname@example.org with the following details:
- IRB approved flyer with the last date the flyer can be posted.
- (Optional) A thumbnail picture for the link
Custom Email address:
Having a separate research email for recruitment is highly advisable. Instead of using third party email address like gmail, yahoo, aol, etc, we can provide custom email@example.com email addresses for your study. This not only provides the study with a secure inbox under the PI's account, it also adds a layer of research professionalism to the project.
To request your own custom research email, please email firstname.lastname@example.org with the following details:
- Name and Drexel Id (abc123) of the PI:
- Name of the Project:
- Email address requested:
- (Optional) second email address if the first one isnt available:
- Name and Drexel Id (abc123) of all project members who would need send/receive privileges via the above study email:
Email blast within specific DU list-servers e.g. grads, undergrads, faculty, staff, etc
Specific projects that can benefit from subject signup within Drexel University can request for email blasts to be sent to groups within the university domain. These may include grouping by employment (faculty, staff, students), grouping by academics (undergrads, grads), grouping by departments and colleges.
To request an email blast, please email email@example.com with the following details:
- Study page (to be created prior to this request)
- Dates best suited for the email blast
- Target audience
Flyers around the campus
Flyers approved by the IRB may be posted in designated locations around the Drexel University campuses and if permitted, in select recruitment locations approved in the protocol. A list of designated locations around the various Drexel University campuses can be obtained by sending an email to firstname.lastname@example.org.
The daily-dose is a CNHP announcement site that is updated weekly. (Click here)
Social media and other public announcements
Posting on social media platforms like facebook, twitter, etc or via public media like newspapers, signs in public-transportation (like buses and trains) would need special permission from the IRB. Please contact email@example.com to explore the best ways to showcase your work.
How can I use REDCap in my research?
A safe and secure way to conduct online surveys
Research Electronic Data Capture (REDCap) is a leading tool for collecting (amongst others) survey data. Although Drexel has Qualtrics available via drexelone portal, CNHP Research recommends REDCap since it was built with the backbone of sensitive data protection and sharing for research e.g. when setup properly, REDCap offers tools to de-identify the dataset for secure sharing.
Note: Although REDCap surveys can be completed anywhere there is internet, logging into your REDCap account is possible ONLY via Drexel domain networks (Drexel ethernet, dragonfly, dragonfly3 and VPN).
Steps to get REDCap access using your Drexel login credentials (e.g. abc123):
- Register for REDCap:Register for REDCap access by filling out the form located at: https://portals.drexelmed.edu/tools/redcapaccessregistration/. Wait for an instructional email.
- Complete the Training:Go to http://learn.drexel.edu to access the online learning management system. Detailed instructions will be in the email.
- Notify the team: After you have passed the test, please send an email to Research.Informatics@Drexelmed.edu informing them that you have taken and passed the REDCap quiz.
- Login to REDCap: Once notified that you have access, go to https://redcap.drexelmed.edu/redcap/ and login with your Drexel credentials. This will be your REDCap portal. Bookmark this link if necessary. You are ready to start your first project!
Note: There is a similar site https://redcaptraining.drexelmed.edu/redcap/ . This site is for training purposes only. Do not use this site for research data.
The REDCap is built with many features. However, not all features will be available at the Drexel REDCap portal. Some features like REDCap Offline are still in testing phases. If your project required specific REDCap features that are unavailable at the Drexel REDCap site, you may contact firstname.lastname@example.org.
REDCap vs Qualtrics
Drexel offers REDCap and Qualtrics for all research faculty and staff. There are several features that are different between these two survey based data collection mechanisms. Here are sample surveys on both platforms that you may use for comparing the look and feel of each platforms.
REDCap Sample Survey Vs Qualtrics Sample Survey
Leaving your CNHP Research Lab?
A checklist for researchers who have completed their work at Drexel CNHP research labs
If you are the PI in any current or past grants and have research related equipment or data, you can use the following information to guide your off-boarding process. You must schedule a meeting with the Associate Dean for Research (ADR), the dept. chair and the lab director (at least 2 months prior to termination date if possible) to start the transition process.
Appointing a Data Custodian
As a PI, you are the custodian of all your research data. These include paper files, digital data, items produced during research, etc. Drexel data retention policies (link) dictates how long this data must be preserved. If a study is in data collection mode at Drexel, the PI must contact the IRB and transfer custodianship to a current Drexel personnel.
Paper files must be boxed in banker boxes and marked with an expiry date after which the files may be properly disposed. If paper files are to being retained at Drexel, the lab director will find a locked cabinet to store these files. If the PI decides to take the files with them, the lab director must be contacted to inventory the files.
Digital Data must be backed up until all data analysis and manuscript preparation if complete. Some Drexel services like Drexel OneDrive, Drexel CrashPlan, Drexel REDCap, will be deactivated immediately on the day of termination without a possibility of recovery. These services can be extended beyond the termination data but they must be provisioned before they get deactivated with the lab director and CNHPIT. Also the PI would want to carry some data with them. The lab director will help facilitate data transfers.
Lab equipment: Buy / Sell / Transfer
All lab equipment purchased via grants, startup funds, etc. belong to Drexel University. Requests to take lab equipment that is not used by other researchers, involves discussion with the ADR, Department Chair, and lab director. If the request is approved, the PI or the PI’s new university may purchase the equipment at a depreciated cost or (in some instances) transfer the equipment to a different college within Drexel University. If neither the College nor the PI has use for the equipment, an option is to sell the equipment (via Drexel Surplus Sales).
Encrypted data storage devices like computers, cameras, external HDD, etc. will be wiped clean of any PHI since CNHP IT will have to remove the Drexel encryption layer prior to releasing the device.
An inventory of the lab equipment is available with the research lab director. First a cost assessment of the current status of all lab equipment in the inventory will be done with the lab director. Once the inventory update is complete, the PI can decide to buy/leave/transfer their lab equipment in discussion with their Dept. Chair and the ADR.
All moves in, out and within the building need to be approved by the building management and Drexel procurement (for capital assets). As the research lab director is the local custodian of these devices, any move of lab equipment must be notified to the lab director prior to moving.
Moving oversized equipment in and out of Drexel Labs require specific certification of insurance and also movers who are vetted by the building prior to the move. Drexel has used Wayne movers for their moves in the past. Since the PI is responsible for the move-out, they can schedule a time with the movers to get an estimate. The final move must be approved by the department chair, ADR and building management and must be executed in the presence of the lab director.
What happens to my online data when I finish?
How to safeguard your digital data before you graduate or leave Drexel
Your Drexel login gets deactivated the day you graduate (students) or the day your contract is terminated (faculty, staff, NEA). Therefore, any online resources that uses Drexel login will also be inaccessible. These include ability to login to Drexel computers, VPN, Office 365 services, DrexelOne services (including DrexelConnect), Drexel domain access, Academic Unix services, REDCap, CrashPlan, etc. You may have important data in any of these services. Even if you are planning to be rehired at Drexel, any temporary deactivation may result in loss of data.
Backing up your data prior to account deactivation is paramount. Depending on the data size and data type, we can suggest optimal ways to create backups and archives that can be transferrable. Please contact the research lab director or CNHP IT in order to setup your data migration during off-boarding.
Here, I have listed a few scenarios to keep in mind when dealing with online data repositories during account deactivation.
“We disable accounts in REDCap periodically, but have not removed any projects. We’ve had faculty and NEA’s come and go, so it’s been a process I care not to automate. Whenever someone requests access to any project, we direct them to other users on the project with grant access permission. In the case where an employee leaves and no such users exist, we seek approval from the department head. If it’s an IRB approved project, we check that they’re on it in Coeus before granting access." – REDCap Admin
Local data on laptop, desktop:
Data is not automatically deleted when user’s account is locked/deleted. Data persists on SSD/HDD until computer is re-imaged or drive fails. Data is recoverable by anyone with administrative rights to the local machine. There is also the potential for the computer to suffer an irrecoverable SafeGuard lock. SafeGuard locks may occur if the computer does not communicate with Drexel’s servers with enough frequency.
Encrypted and non-encrypted file server:
Data is not automatically deleted when user’s account is deleted. Data persists on server until it is deleted by another party. Other parties are CTI Admins, FS Admins, CNHP FS Admins, or other users who have access to the data. Data could also be corrupted and become unreadable through unforeseen issues with the server. Data integrity is not actively monitored. Currently there is no archival of FS/EFS data.
Drexel OneDrive/Email/Other Office365 data:
Once license is removed, data is frozen and email account no longer receives messages. Data is stored in Recycle Bin for 30 days. If the account is re-licensed it is automatically restored from the Recycle Bin. After 30 days in the Recycle Bin, the data has another 30 day period in a secondary recycle bin. During this period, it is possible to re-license the account and restore the data but the process is not automated and must be performed manually by the Domain Admins.
Data resides in cold storage for one year from the removal of CrashPlan license or deauthorization of the backup archive. Cold storage data is recoverable by DU IT CTI Systems Admins only.
Most Banner data exists forever; some data may be warehoused to improve performance.
Data stored in Qualtrics servers are not automatically deleted when the account is deactivated. It can only be purged when explicitly deleted through the project data management settings.
When the Drexel account is terminated, the cloud recordings with the associated zoom account will be deleted as well. Therefore, cloud recordings should be downloaded prior to termination of any account if the data is to be preserved. There is a way to transfer the content to another user by contacting CNHP IT. However, a downloaded backup is always recommended.
How to share files with collaborators without a Drexel login?
Note: Sharing files in the cloud is a very sensitive process as it is very easy to make mistakes. Please follow these steps to share your data with non-Drexel collaborators. Sharing de-identified data is highly recommended over data containing PHI
Option 1: Better suited for occasional or one-time sharing.
- Notify SensitiveDataSharing@drexel.edu about the user’s name, email and folder being shared.
Even if the external user is IRB approved, Drexel needs to know the exact email to which files are shared. This helps with maintaining proper audit trails, a HIPAA compliance requirement.
- Share the file/folder using the "Share" with "Specific People" option.
- The non-Drexel personnel will get an email with the link to the file/folder
- When first clicking the link, an email with verification code is sent to the same non-Drexel email.
- Once the user verifies the link using the code, they can use the link from the first email to access the file.
Option 2: Better suited for collaboration and long-term sharing.
- Does the external user have a OneDrive account (either a personal one or through their institution)
- If YES: Get their OneDrive Login email address
- If NO: Ask the user to create a OneDrive account using their email address. This can be a free personal OneDrive account.
- Get the EXACT email used by the external user to login to their OneDrive.
- Notify SensitiveDataSharing@drexel.edu about the user’s name, email and folder being shared.
- Even if the external user is IRB approved, Drexel needs to know the exact email to which files are shared. This helps with maintaining proper audit trails, a HIPAA compliance requirement.
- Go to the OneDrive file/folder that you want to send; click on the “Share” option and type the external user’s EXACT OneDrive email. If you wish to send a read-only copy, make sure you uncheck the allow-editing option.
- Send invite from the PI’s Drexel OneDrive sub-folder to the external user.
- If this is the first time sharing your data, it is highly recommended that you first share a dummy test file (could be an image or a simple word document). Once you have ensured that both parties can see and edit the document, you may go ahead and share the actual data.
- CHECK with the user immediately if they have access. This also ensures that you sent the share to the correct email address. If the link was sent to a wrong person or if there are any issues, contact CNHP IT immediately.
- For the most part, External users can work entirely on the OneDrive web interface using their browser (www.onedrive.com). However, if they need to download and save files onto the local computer, the device needs to adhere to DU’s encryption policy. Contact CNHP IT for more information.
Please contact CNHP IT if you have any questions.