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A Research Master ID (RMID) is a unique numeric identifier that links a research study across multiple MUSC electronic research systems. It allows for accurate identification of research studies, improve tracking and reporting of institutional research metrics, and increase data accuracy across the systems. The RMID requires basic data elements for each research study: principal investigator (PI), PI department, study long title and study short title. To learn more about RMID and user access to create and manage RMIDs, visit the RMID user guide.

To assist with RMID management and user support, RMID Administrators have access to edit and delete RMIDs, notify PIs and RMID creators, and perform advanced search and viewing of studies and users. This guide describes RMID administrator access.

Within the RMID Homepage, administrators are able to do the following actions in the far-right column:

1. Notification: send an email message to PIs & RMID creator

2. Edit: update the RMID PI and short/long titles. Editing is available when the RMID is in an editable status. RMIDs remain editable as long they have not yet reached an IRB approval state when the RMID has been associated with an eIRB study.

3. Delete: remove RMIDs, where they will be listed in a ‘Removed RMIDs’ section.

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Figure 1: RMID homepage table

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Administrators can delete RMIDs from the Homepage or RMID Admin section. Along with general users, within the Removed RMIDs section administrators can view details about RMIDs that were deleted.

Information includes the RMID, Long/Short Titles, Creator and PI names, SPARC and eIRB protocol IDs (if associated with those systems), Research Type (no longer captured 8/2023), who deleted the RMID, reason selected for deletion, explanation for deletion and deletion date.

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Within the RMID Admin dashboard, administrators can view additional RMID study and user details

Studies

Available information in the Studies section is RMID#, Short Title, PI Name, Creator Name, Dates RMID was created and updated, whether the RMID study has an eIRB association that is validated (e.g., has reached an eIRB approved state). Each of the data columns are sortable and searchable for ease in locating the desired RMID study. Administrators also have the similar actions as available on the RMID homepage.

*Notes:

• All study numbers are searchable (e.g., RMID, SPARC, eIRB, Coeus, Cayuse). The study will be in the search results, but the number may appear only in the associated protocols pop up box (see Associated Protocols below)

• Term searches will pull from titles and usernames, as relevant

• When searching for user who may be the PI listed in a different system (SPARC, eIRB, Coeus, Cayuse), the study will populate, but the name will appear only in the Associated Protocols pop up.

Associated Protocols: Similar to RMID homepage function, when clicking on an RMID study, a pop-up window appears, displaying additional information on the RMID study’s association with other systems.

Within this view, administrators also have access, in the

• Associated column - the date the RMID was linked to the SPARC or eIRB study

• Status column - the current eIRB state (status in the approval process).

These pieces of information may be helpful in various scenarios, such as when recognizing:

• an RMID is no longer editable (e.g., it’s associated to an eIRB study and is in an approved state or beyond) or

• the eIRB information is not appearing in SPARC (e.g., when the study is associated with both SPARC & eIRB, but has not yet reached an eIRB approved state).

Users

User details have been made available to administrators to assist with user contact, questions and issues.

Available information in the Users section is Name, Department, Faculty status, Login, Email, whether the user is also a RMID administrator, date user was created in RMID, the user’s latest RMID sign in. Each of the data columns are sortable and searchable for ease in locating a user.

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The following are details about RMID functions as a stand-alone system and in its association with other systems.

Creating RMIDs

• Adding a PI:

  • Only PI names found in the PI drop down can be listed as the RMID PIs.

  • These names are searched from various MUSC systems that confirm the potential PI’s MUSC association status.

  • Faculty PIs will also have their department auto populated as read only.

  • Non-Faculty PIs must have their department entered into the text box.

• Titles

  • Both long and short titles must be unique to a PI

Searching for PIs

• When creating an RMID, the PI search option pulls from MUSC systems

• When searching for a PI on the RMID homepage (e.g., looking for an existing RMID), the search pulls from RMID user lists

Editing RMIDs

• The RMID PI & Creator can edit the RMID in addition to an Administrator.

  • If a PI or Creator update is needed and the current PI/Creator is no longer at MUSC, contact RMID Team for assistance.

• If the RMID is matched to an eIRB study, editing can occur before the study reaches an eIRB approved state.

• After eIRB study approval, titles must be updated in eIRB via an amendment.

  • eIRB PI changes are not updated in RMID. After study is read only (post IRB approval), RMID Team Admin support is required.

Deleting RMIDs

• PI/Creator/Admin can delete an RMID.

• Once the RMID is matched to any system, the study can no longer be deleted by the PI/Creator. Assistance requires Admin deletion or RMID Team Admin support.

RMID Associations with other MUSC systems

Highlights:

• eIRB validated (post-review or post-approval) states include the following: Acknowledged, Approved, Completed, Disapproved, Exempt Approved, Exempt Complete, Expired, Expired – Continuation in Progress, External IRB Review Archive, Not Human Subjects Research, Overdue Study Status, Suspended, Terminated.

• Assistance from the RMID Team Admin & other system administrators may be needed for: complex re-linking of RMID #s among multiple systems, when the PI/creator has left MUSC, system inaccessibility or duplicate RMID#s.

SPARC

Also see user guide RMID & SPARC section and SPARC & eIRB section.

Behavior in SPARC

• RMID association when entered in SPARC happens in real time.

  • The SPARC application will show the RMID association upon data entry.

  • SPARC will only associate to one RMID record - validation message will alert user of a current match.

  • Re-matching from one RMID to another in SPARC may require removing the RMID in SPARC, saving and re-entering the new RMID. The new association on the RMID site won’t show until after its hourly refresh on the :00 of the hour.

  • The PI name does not come over from RMID into SPARC. PI edits can be made on the SPARC application by removing the RMID association, saving and re-entering the RMID.

• When a SPARC study also matches in RMID and with an eIRB validated study:

  • eIRB Pro# and approval dates will display on the SPARC study as read only data. Edits (an amendment) must occur in eIRB, to then be fed into RMID, and finally into SPARC.

  • If the study is in an eIRB closure state, the eIRB short and long titles will appear on the SPARC study as read only. Text also appears on the SPARC study to indicate the titles are updated from eIRB.

Behavior in RMID

• SPARC association in RMID updates every hour on the :00 of the hour.

  • The SPARC ‘blue box’ association in RMID will be refreshed in the next hour after an RMID was first entered or updated in SPARC.

  • The ‘blue box’ and association may disappear if a current refresh is occurring. It should reappear up to 15 minutes as the data refresh completes.

eIRB

Also see user guide RMID & eIRB section and eIRB & RMID section.

Behavior in eIRB

• When entering an RMID on an eIRB study, eIRB verifies an RMID existence on another, submitted eIRB study

• eIRB will only associate to one RMID record on a submitted IRB study - validation message will alert user of a current match.

  • RMID is required in eIRB for studies entered after March 21, 2017

• RMID edits in eIRB -

  • RMID number associations only, not study content:

    • Before IRB approval - occur on the study application when in an editable eIRB state

    • After IRB approval, review or for withdrawn studies - occur on the study activity ‘Edit RMID’, external to the study application

  • Study content changes:

    • Before IRB approval - occur on the study application when in an editable eIRB state

    • After IRB approval - occur via a study amendment

  • Changing matches in eIRB on RMID#s after approval or withdrawn studies may require eIRB admin support

Behavior in RMID

• RMID receives data from eIRB - it does not send data to eIRB.

• When an eIRB study matched to an RMID is in a verified state, the RMID becomes read only. Edits (amendments) must occur in eIRB.

• eIRB association in RMID updates every hour. However, the data source is an eIRB view that updates every four hours.

  • The eIRB ‘green box’ association in RMID refresh may take a few hours to appear in RMID after an RMID was first entered into eIRB and the study has been submitted to IRB.

  • The ‘green box’ and association may disappear if a current refresh is occurring. It should reappear within approximately 15 minutes as the data refresh completes.

COEUS and CAYUSE

Both systems contribute data to RMID and update the RMID data nightly. See user guides for each of these systems for additional information.

• COEUS

  • Data into RMID

  • RMID entered into COEUS

• CAYUSE

  • Data into RMID

  • RMID entered into CAYUSE

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For questions or support contact the MUSC CTSA SCTR SUCCESS Center at (843) 792-8300 or RMID Team at rmid@musc.edu.

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.