Last Meeting’s Minutes

Institutional Updates:

Louisiana Clinical & Translational Science Center: 

6/18/2025

• Not in attendance

7/16/2025

• Was able to resolve exception error after merging v3.13.0 - overlooked a file that fixed a Ruby 3 bug where, when document uploads aren’t supported, the error message doesn’t display

MUSC:

Links are accessible by Open-Source Members

7/16/2025

• Update

  • Users external to MUSC network are now required to use:

    • CAPTCHA verification to join MUSC MSTeams meetings.

    • 2Factor Authentication to access MUSC-shared Box folders

• Reminder

  • Should now be using Jira for SPARC and Fulfillment project development tracking. Reminded to let MUSC know of any access issues or new users at their sites needing access.

• Recent Releases

  • May 22, 2025: SPARC v3.13.0 - Ruby 3.3.1 & Ruby Rails 7.0.8.1 & Server upgrades. Went over the Release Notes.

  • May 30, 2025: RMID v1.8.0 - Release Notes

• Upcoming Releases

  • SPARC v3.14.0 Release - Early Fall 2025.

    • Members encouraged to review planned work items and share any missing stories desired for release prioritization.

    • Admin Edit Dates Saving based on Time Zone - appears the UTC time zone issue is partially Docker related; a standard also has to be set within the Docker container.

      • Story ultimate fix will update the Javascript event handling that interprets any pre-existing date population as a user interaction with the datetimepicker

  • SPARCFulfillment v.3.7.0 Release - Server & Ruby/Rails upgrade - Fall 2025

  • SPARCFulfillment v.3.8.0 Release - Late Winter 2026

Oregon Health & Science University:

6/18/2025

• No update

7/16/2025

• SPARC upgrade is still planned but not yet underway. Reviewed RMID v1.8.0 release for any effects to their application use of the RMID field setting.

Iowa

6/18/2025

• Not in attendance

7/16/2025

• Not in attendance

Case Western

6/18/2025

• Not in attendance

7/16/2025

• Working on SPARC upgrade - originally planned to go to v3.10 but may install v.3.13.0 since it has the Ruby/Rails upgrade. Depends on the effort & amount of time, with at least 30 files to customize with an installation by Aug 1.

Children’s National

6/18/2025

• Not in attendance

7/16/2025

• Not in attendance

Stony Brook:

6/18/2025

• Not in attendance

7/16/2025

• Not in attendance

Morehouse:

6/18/2025

• Still not receiving notification emails

  • confirmed send_to_real_users property is set to true

    • Ali is going to restart server and tail production log to check for emails being sent

7/16/2025

• Still working through getting the study_type_questions (application Confidentiality section - non Epic questions) displaying. Has disabled the feature pending resolution. Will try running task to add group 3 questions and see if that resolves. Otherwise, may manually add the 2 non-Epic questions.

• (Post meeting)

  • Reviewed Catalog % of Fee options and its relation to service pricing when only Federal and Corporate sources apply. Suggest using override, as % of Fee does not allow percentages less than the set federal % of fee.

  • Confirmed that new services would have to be added within Catalog to add to requests if they are not in SPARC before a request has been submitted. Adding services is preserved for Catalog Managers. Service provides can perform the action if given that access, if desired.

  • Confirmed there is no user profile distinction of faculty vs student, namely because SPARC is programmed for study vs user levels. Authorized user (study personnel) roles may help define this some. Could also potentially leverage professional organizations to add a final distinction or within credentials. Advised to consider putting in a story request for OS consideration of a profile addition.