Research Master ID User Guide

Research Master ID User Guide

Purpose

A Research Master ID (RMID) is a unique numeric identifier thatlinks a research study acrossmultiple MUSC electronic research systems. The purpose of the RMID is to allow for accurate identification of research studies, improve tracking and reporting of institutional research metrics,and increase data accuracy across the systems. The RMID will be required when submitting new studies in eIRB, electronic proposal datasheet (ePDS),and SPARCRequest©, with plans to expand to other research related electronic systems on campus in the future. The RMID requires 5 basic data elements for each research study: principal investigator (PI), PI department, study long title,study short title and funding source. These data elements will also be used to validate the associations across systems.

It is essential that each research study obtain only 1 RMID. Therefore, it is important that all search options are exhausted prior to creating a new RMID. Use the following steps to search the RMID system to ensure that the study has not already been registered by any members of your research team.

RMID Common Data Elements

As previously stated, the RMID requires 5 basic data elements to register a research study in the RMID system. These common data elements, described below,will be used to validate the link across the electronic systems.

Principal Investigator (PI): The name of the principal investigator of the research study. If the PI is not known, this may be the name of the proposed principal investigator.

Department: The name of the PI’s primary funding department.

Long Title:The long title is the full title of the research study found on the protocol document.

Short Title:The short title is the shortened version of the full research study title. It may be an acronym of the long title or other variation by which it is easy for the entire study team to identify the study.

Funding Source:The funding source identifies how the study is or will be funded. If the study is funded externally, the funding is received from a source outside of MUSC. If the study is funded internally, the funding may be coming from the department or a pilot project.

Step-by-Step Guide

STEP 1:Search.

There are a several different ways to search existing RMIDs. It is strongly recommended that multiple search methods are used before continuing to the next step.

1. Sort the list of RMIDs.

A comprehensive list of all existing RMIDs will be displayed in the table at the bottom of the page. Perform a visual search of existing RMIDs by looking through the table for your study. The table can be sorted by each of the columns by clicking on thedesired column heading. All studies that have a RMID can be located in the table.

1. Search by Principal Investigator (PI) name.

If you have not found the study, begin a search byPI name. Simply start typing the name of the investigator in the “Search by PI Name” field and choose thecorrect name from the drop down list.Select search. Searching by PI name will return all studies associated with the designated PI.

1. Search by study short title.

If you still cannot find the study, try searching again by the study’s short title using the “Search by Short Title” field. It is recommended that only a portion of the title ora keyword is entered so that the search will return all studies that include that keyword anywhere within their short title.

1. Search by study long title.

If you still cannot find the study, try searching again by the study’s long title using the “Search by Long Title” field. It is recommended that only a portion of the title or keyword is entered so that the search will return all studies that includethat term or keyword within in the long title.

1. Search other fields.

If you have been unable to locate the study after searching those fields, , consider searching by other available fields by checking the “Show More” box.

Search by Department.

. Searching this field will return all studies that have been associated with the selected department. It is recommended that the search begin with the department of the potential PI or the department through which the study is funded.

Search by funding source.

This search field will return either all internally funded studies or all externally funded studies.

Search by RMID.

If you have a RMID, it can be entered in the RMID field. This will return the existing RMID and associated study information.

If a RMID is found,usethe available fields to verify that this is the same study and then document the RMID# for future use.

If no RMID is found continue to Step 2.

STEP 2:When you are certain the study does not have an existing RMID number, click on the “Create a Research Master ID”button at the bottom of the page to create a new RMID.

1. Enter the name of the Principal Investigator of the research study. Begin typing the PI’s name and then select the correct name. If the PI is unknown, enter the name of the proposed PI.

1. The department field will be populated once the PI is selected. If it is not, begin typing in the name of the department and select it from the list.

1. Enter the Long Title of the study as it will appear in eIRB or other systems.If the Long Title is longer than 255 characters, the system will truncate the title to fit.

1. Enter the Short Title of the study as it should appear in eIRB or other systems.

1. Select if the study is internally or externally funded.

1. Select “Submit.”

You will see a confirmation of a successful submission with the new RMID number. The system sends an email containing the RMID# to the PI and creator; forward this email to rest ofthe study team.

Step 3:Retain this number for use in other systems. You may always return to this website to look up the RMID number using the search function.

The RMID Record

When the RMID is initially created, only the information viewable in the table is available. However, once the RMID has been associated with the study record in other systems (eIRB, SPARCRequest©, ePDS), and the RMID system has updated, then you will be able to select the RMID record to see which systems have a study associated to the selected RMID. The RMID system will be updated each night. The update will pull only RMID numbers from applications and forms that have been submitted in the other systems. If your study application or form is in draft or pre-submission status, then it will not appear in the RMID record.

Troubleshooting

If you receive error messages when creating the RMID, confirm that all 5 fields are completed. If this is not the issue contact the SUCCESS Center at (843) 792-8300 or

If the wrong information is entered in a RMID record, and the record has not been associated with any other systems, the RMID record can be modified by the creator of the RMID record. The creator should select “edit” to the right of the RMID record and make the necessary changes.

If the wrong information is entered in a RMID record, and the RMID has been linked to other systems,; or you discover that there is more than 1 RMID# created for your study,send an email with a description of what needs to be corrected .

Support

For additional training please login to MyQuest and search for “Creating the Research Master ID.”

For additional information please refer to the Research Toolkit.

For questions or support contact the SCTR SUCCESS Center, MUSC’s CTSA, at or (843) 792-8300.

This project was developed by the MUSC Office of the Vice President for Research with support from the South Carolina Clinical & Translational Research (SCTR) Institute, MUSC CTSA with an academic home at the Medical University of South Carolina, funded through the NIH – NCATS Grant Number UL1 TR001450.

Updated 1/31/20171