Who is considered an external RedCap collaborator?

Any user who does not have an appointment with the Department of Surgery. This includes students at SMPH who do not have a direct appointment with the department as well as users from other institutions.

Who is a RedCap sponsor?

A sponsor is a Department of Surgery Redcap user who is working with the external collaborator. A sponsor is responsible for any data accessed by the external collaborator.

What permissions/access do external RedCap collaborators have?

External collaborators can only access data in RedCap and they cannot create any projects in RedCap. RedCap access is limited to 1 year for all external collaborators. If you would like to extend the access for an external collaborator, please see “How can I obtain a Surgery account an external collaborator?” below.

How can I obtain a Surgery account an external collaborator?

RedCap users with a Surgery account can create projects and there is no account expiration set. In addition to having RedCap access, with a Surgery account, an external collaborator will be able to access network drives, Surgery Intranet, Quicklinks, Surgery Citrix, DOS computers etc.

For an external collaborator to obtain a surgery account, a sponsor must contact the HR Operation Specialist Kristin Woelfel (krwoelfel@wisc.edu) and request a Surgery appointment. Please let Kristin know that the external user will need a Surgery appointment for IT to create a Surgery account.

The HR Operation Specialist will email the Surgery Helpdesk when they have created an appointment for the external collaborator. Someone from the helpdesk will then create the Surgery account and email the external collaborator their Surgery account information.

How can I request RedCap access for an external collaborator?

Send an email to help@surgery.wisc.edu with the subject “RedCap Access Request”

 Please include:

1. A RedCap sponsor. This sponsor must be a DOS user and someone that is part of the same projects as the external collaborator. This sponsor is responsible for any data accessed by the external collaborator.
2. CC both the external collaborator and sponsor in the email.
3. Include external collaborator full name and email to send Redcap invitation to.

The Surgery helpdesk team will enter the external collaborator into the RedCap system and email them a RedCap invitation. The external collaborator must follow the instructions in the email to complete their account.

How does an external collaborator gain access to a Surgery RedCap project?

Once the external collaborator receives the Redcap email invitation and completes their account, they will be added to Surgery RedCap list of users. From there,the project owner(s) will be able to search for external collaborators and add them to the project manually. (Project owners are users who have the "user rights" permission)

The Surgery helpdesk does not add any users to RedCap projects.  

Why is my RedCap access disabled?

If you are an external collaborator and do not login after 180 days, your account will be disabled.