UW Research

August 2, 2021

For the Record – August 2, 2021: Updated COVID Recommendations; REDCap Clarification

In this Issue:

Revised COVID Recommendations

Effective August 2, 2021

Effective immediately, the University (UW) has adopted the Washington State and national Centers for Disease Control (CDC) COVID guidelines. It is now strongly recommended that all individuals, regardless of vaccination state, wear a mask indoors where they are not already required, when other people are present and in all public and common areas, such as lobbies, hallways, stairways, restrooms, elevators, and shared vehicles.

The UW Human Subjects Division and Institutional Review Boards (IRBs) expect that study teams and study participants will adopt this strong recommendation unless they are completely incompatible with essential study procedures. Individuals, investigators, and study teams may voluntarily choose to adopt additional safety measures.

See the HSD COVID webpage for additional details about this recommendation and other COVID-related information about human subjects research. See the UW EH&S announcement for a more complete discussion of this new strong recommendation.

More Information about REDCap Mobile

Follow-up from last month’s announcement

HSD’s last eNewsletter announced that the mobile version of REDCap did not meet the state and federal requirements for obtaining e-signatures. HSD received many subsequent questions about whether cell phones, tablets, and other mobile devices can be used to obtain e-signatures on consent and HIPAA authorization forms.

Answer: Yes, they can, as long as the device is connected to the REDCap server through an internet connection so that the signature and/or data are sent directly to that server.

“Mobile” in this context refers to a specific version of the REDCap software, not to the type of device used to obtain e-signatures. The mobile software version of REDCap allows data to be collected on a mobile device “offline” – that is, without a live internet connection. This app is most useful when data or signature collection will be performed where there is no internet service (e.g., no Wi-Fi or cellular service) or where there is unreliable internet service. Once the mobile app is set up on the device, the user can collect data or signatures (which are stored locally on the device) and then at some point sync that data back to the REDCap server. This method does not meet Washington State and federal e-signature requirements because the signature is stored on the device for some period of time. However, it may meet the e-signature requirements in other countries.

The above scenario is different from using a browser on a tablet or mobile device that is directly connected to the REDCap project (i.e., there is an internet connection and the data or signatures are being sent directly to the REDCap server). For example, a study coordinator may meet a participant at an in-person clinic appointment and use a tablet with REDCap access through a web browser to show the participant the consent form, for reading and signing. This is acceptable and meets the legal requirements.

UW Staff Employees Signing into Zipline

Implementation August 31, 2021

All staff who are not employed by UW Medicine will be required to use two-factor authentication (2FA) when using their UW NetID to sign into a web-based system, including Zipline. This UW-IT requirement significantly improves the protection of personal and institutional data and systems.

This is the same system that is currently used for signing into Workday:

  1. The user enters the UW NetID user name and password on the webpage.
  2. The user receives a prompt on a device (such as a text, call, or email on a cell phone).
  3. The user responds to the prompt, which provides verification of the user’s identity.

No target date has been set for faculty or students, but they are encouraged to opt in to 2FA on the web now.

More information about 2FA and this new requirement are available on the UW IT 2FA webpage.

Research Involving Youth

Reminder from the UW Office of the Youth Protection Coordinator

UW Administrative Policy Statement (APS) 10.13 establishes safeguards that protect the safety and well-being of minors (those under age 18) who come into contact with University-led research. APS 10.13 requirements apply to all research including IRB-approved and exempt research that is:

  • led by the University of Washington;
  • includes youth as a subject population; and
  • involves in-person or virtual interactions with youth.

More information about the requirements of APS 10.13 is available on this “APS 10.13 for researchers” webpage. The first step towards meeting requirements in APS 10.13 is to register youth-involved research in the Youth Program Registration System (YPRS) using the research registration form.

Option 1: If you will submit an application via Zipline, or have already done so, YPRS will automatically create a registration form that you must finalize and submit. Please follow the instructions here to access a partially pre-populated YPRS registration based on your Zipline submission.

Option 2: If you will not submit an application via Zipline but are conducting research or evaluation activities with minors, please follow the instructions here to begin YPRS registration from scratch. This is most common if the research is known to not need IRB review and therefore there was no submission in Zipline (i.e., researcher was advised via email or phone that IRB review is not needed).

If you have questions about APS 10.13, or its applicability to your research activities, please contact the Office of the Youth Protection Coordinator at uwminors@uw.edu.

Helpful links:

Internet Explorer 11 (IE 11) Retiring

No longer supported by many UW systems

Microsoft announced they plan to retire Internet Explorer 11 (IE 11) on June 15, 2022. As a result, many systems are ending support for this browser.

“Ending support” means that systems will no longer test, patch for bugs, or make security updates. Unsupported browsers have an increased risk of security issues, as well as new functionality or technology no longer working as expected.

If you use IE 11, now is a good time to switch to a supported browser such as such as Mozilla Firefox, Google Chrome, Safari or Microsoft Edge.

Zipline Account Creation

Implemented July 28, 2021

Users who are new to Zipline must email hsdinfo@uw.edu to request an account before they can access the system. This request should include:

  • Full name
  • UW NetID
  • Preferred email address
  • Preferred phone number
  • UW department affiliation

No action is needed if you already have an account in Zipline.