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OnCore: Entering Summary Accrual Information
Instructions for entering Summary Accrual information when appropriate. These parameters are designed for ORG studies using summary accrual, but may be utilized by any study tracking summary accrual in OnCore.
What is Summary Accrual?
Summary accrual is a method of collecting subject information without identifying or tracking individual subjects.
For which protocols do I need to report Summary Accrual?
Oncology:
This must be reported for any Other Research Group (ORG) studies that are not using full accrual reporting (registering each participant in OnCore).
- Only use summary accrual where accrual is applicable and the study does not specifically allow the collection of demographics.
- If you are collecting demographics, full accrual should be utilized, regardless of DT4 type (DT4 type applies to oncology studies only).
Outside of ORG studies, best practice is to report summary accrual for any protocol that does not use full accrual reporting.
Non-oncology:
Summary Accrual can be utilized in OnCore if the study entire design is limited to:
- Residual sample analysis only and does NOT require any billing with UW Health
- Single sample collection with no follow-up (e.g., one-and-done blood samples) and does NOT require any billing with UW Health
- Interviews with caregivers where participant is not a patient
- Involves ONLY retrospective chart review, surveys, questionnaires, focus groups, or use of existing or discarded specimens AND does not request in any billing with UW Health
How often do I update Summary Accrual?
List monthly counts of accrued subjects.
- This means the From Date will be the first of the month and the Thru Date will be the final day of that month.
Best practice is to update the summary accrual the first business day of the month.
What information is required?
For ORG studies, you must use the Accrual Summary Tab DFD as your guide for data entry and requirements.
OnCore requires you to enter the following information:
- From Date
- Thru Date
- Accrual (number accrued during that time frame)
- Internal Accrual Reporting Group
Data Field Definitions - click to expand/collapse a list of fields and requirements for entry
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| From Date | The first date of the month in which the subjects were accrued. | Required Summary accrual is captured on a monthly basis for accrual reporting purposes. Accrual for the month needs to be entered by the first day of the following month. |
PC Console edit / Protocol Coordinator | Yes NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Thru Date | The last date of the month in which the subjects were accrued. | Required Summary accrual is captured on a monthly basis for accrual reporting purposes. Accrual for the month needs to be entered by the first day of the following month. |
PC Console edit / Protocol Coordinator | Yes NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Accrual | The number of the accrual count for the month. | Required A separate entry should be made for each demographic grouping within the month. It is allowable to enter each subject as a single entry if preferred. |
PC Console edit / Protocol Coordinator | Yes NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Institution | The institution where the subject(s) were accrued. | Required | PC Console edit / Protocol Coordinator | Yes NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Internal Accrual Reporting Group | The Institution Type where the subject(s) were accrued. | Required Automatically populates based on Institution. |
PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Biological Sex | Gender of the subject(s) (Male, Female, Undifferentiated, Unknown, Unspecified, Nonbinary, and X) | Not Required | PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Age Group | Age group of the subject(s) (0-9, 10-19, 20-29, etc., or Unknown). | Not Required | PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Ethnicity | Ethnicity of the subject(s). | Not Required | PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Race | Race of the subject(s). | Not Required | PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Disease Site | Primary disease site of the subject(s). | Not Required | PC Console edit / Protocol Coordinator | No NCI Report Field |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Recruited By | The UW Provider/Faculty that initiated the topic of research with the subject and facilitated the consenting process. | Not Required | PC Console edit / Protocol Coordinator | No |
| Field Name | Definition | Requirement Entry Instructions |
Responsible for Entry | QA |
|---|---|---|---|---|
| Zip Code | The zip code of the subject(s) at the time of study registration. This should NOT be modified if a subject changes residence during the course of the study. | Not Required | PC Console edit / Protocol Coordinator | No |