The Complete status is associated with a project that has been manually Marked as Completed.

  • Projects in Production
    • A human subjects research project is Marked as Completed when the IRB is terminated/closed. (red star) 
    • A non-human subjects research non-research or non-human subjects research project is Marked as Completed when the project team has completed collecting, exporting and analyzing data or there has been no activity logged in the project, per the the project's Logging file, for a year or more. By no "logged activity", we mean, no creating or updating records, no exporting data or metadata, no creating reports, running data quality rules, etc.
  • Projects in Development
    • A research or non-research project that has not been moved to production and for which there has been no logged activity in the project, per the the project's Logging file, is Marked as Completed. By "no logged activity, we mean form building or other project setup activities, such as enabling surveys, testing, user managements, etc.

Note: Non-research projects are renewed annually, via collecting billing information for the annual fee for using REDCap for non-research projects. The renewal period spans July and August of each fiscal year. If billing information is not submitted by August 31st, the associated non-research project(s) will be marked as complete.

(red star) Once data capture is complete and before IRB is terminated, it can be helpful for project builder/owners to move their project to Analysis/Cleanup status. This protects the project data without deleting it. Before IRB oversight is terminated and the protocol is closed, study staff should ensure they have downloaded their data, and any metadata they need for their records. 

What Happens When a Project is Marked as Completed

Marking a Project as complete, takes a project offline and disables most of the functionality.

  • The project and its data will remain in the system but the project cannot be accessed.
    • No users, including a REDCap administrator, can log into the project.
    • Data cannot be exported.
    • File attachments and files uploaded cannot be exported.
    • Neither the data dictionary nor the project xml can be exported.
  • Only a REDCap administrator may return the project back to its previous status.

How a Project is Marked as Completed

A REDCap project can be Marked as Completed in one of 2 ways:

  • A user with Project Design and Setup Rights marks the project as completed via Project Setup tab > Other Functionality tab > Project Status Management > Mark Project as Completed button.
  • As part of the REDCap Team's routine monitoring of REDCap:
    • A REDCap Admin marks a human subjects research project as completed upon notification the IRB has been terminated/closed. A study team member should download the project data and metadata prior to closing the study with the IRB.
    • A REDCap Admin marks a project as completed because it was never moved to production and there has been a substantial period of inactivity.
    • A REDCap Admin marks a non-research project or non-human subjects research project when the project team has completed collecting, exporting and analyzing data or there has been no activity logged in the project for a year or more.

Restoring a Project

A REDCap Admin may be able to help undo a completion and restore a project. Costs may be incurred for this assistance. 

  • Development Projects

    • These are projects that were never moved to production for real data collection.
    • Request restoring the project by emailing the REDCap Team at redcap@ohsu.edu and include pertinent details, such as the name of the project, study, IRB number and describe the use case for bringing the project back online.

  • Production Projects

    • These are projects that were moved to production for real data collection.
    • We can take steps to help you restore a project if you have IRB approval or you are seeking an IRB continuance for the study.
    • Request restoring by emailing the REDCap Team at redcap@ohsu.edu and pertinent details, such as the name of the project, study, and IRB number.

If you have plans for including data from a completed project in a repository, or using this project as a template for a repository, please let the REDCap Team know so we can coordinate with you on the next steps.