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Code Block
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titleValid Record Formats and Field Sequence
COLLECTIONS,<Study_Identifier>,,,,,,,,,<Change_Code>
PATIENTS,<Study_Identifier>,<Study_Subject_Identifier>,<Zip_Code>,<Country_Code>,<Birth_Date>,<Gender>,<Ethnicity>,<Payment_Method>,<Subject_Registration_Date>,<Registering_Group_Identifier>,<Study_Site_Identifier>,,,,,,,,,,<Subject_Disease_Code>,,
PATIENT_RACES,<Study_Identifier>,<Study_Subject_Identifier>,<Race>

Note:  For additional information on the Data Elements required for Complete studies, go to Accrual Data Elements with CTRP-Accepted Values for Complete Trials. 

The following is an example of a Subject level accrual batch file for a study that has three study subjects, and one race per subject using CTRP accepted valid values. In the example below "Male", for example, is used instead instead of a CDUS accepted /OPEN accepted numeric value of "1".

Code Block
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titleExample Batch File
COLLECTIONS,"NCI-2011-03861",,,,,,,,,1
PATIENTS,"NCI-2011-03861",873222899999999,84124,US,196311,Male,Unknown,Private Insurance,20060809,CALGB,149280,,,,,,,,,,238.7,,
PATIENTS,"NCI-2011-03861",8732228,84124,US,196311,Male,Unknown,Private Insurance,20060809,CALGB,149280,,,,,,,,,,238.7,,
PATIENTS,"NCI-2011-03861",1,84124,US,196311,Male,Unknown,Private Insurance,20060809,CALGB,149280,,,,,,,,,,185.0,,
"PATIENT_RACES","NCI-2011-03861",8732228,White
"PATIENT_RACES","NCI-2011-03861",873222899999999,Asian
"PATIENT_RACES","NCI-2011-03861",1,White

The following is another example of a Subject level accrual batch file, accepted by CTRP, for the same study but using CDUS accepted /OPEN accepted numeric codes instead of the text values used in the example above .

Code Block
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titleExample Batch File
COLLECTIONS,"NCI-2011-03861",,,,,,,,,1
PATIENTS,"NCI-2011-03861",873222899999999,84124,US,196311,1,9,1,20060809,CALGB,149280,,,,,,,,,,238.7,,
PATIENTS,"NCI-2011-03861",8732228,84124,US,196311,1,9,1,20060809,CALGB,149280,,,,,,,,,,238.7,,
PATIENTS,"NCI-2011-03861",1,84124,US,196311,1,9,1,20060809,CALGB,149280,,,,,,,,,,185.0,,
"PATIENT_RACES","NCI-2011-03861",8732228,01
"PATIENT_RACES","NCI-2011-03861",873222899999999,05
"PATIENT_RACES","NCI-2011-03861",1,01

The following is an example of a Partial level accrual batch file for a study that has two subjects, and only reporting the minimum data fields required for a Partial level accrual batch file (other accrual data fields are optional) 

Code Block
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titleExample Batch File
"COLLECTIONS","NCI-2018-03045",,,,,,,,,
"PATIENTS","NCI-2018-03045","L1",,,,,,,"20190101",,"WQ456",,,,,,,,,,,,
"PATIENTS","NCI-2018-03045","L2",,,,,,,"20110908",,"WQ456",,,,,,,,,,,,

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Include Page
Special Characters in Accrual Reporting - Include v4.4
Special Characters in Accrual Reporting - Include v4.4


 ICD-O-3 Trial Format Study Format for Topography Codes

For trials using studies using ICD-O-3 codes, use the Subject Disease Code position for ICD-O-3 Topography and Morphology (which must include Histology and Behavior codes). When you use both Topography and Morphology codes, separate them by a semi-colon as per the example below.

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SDC Topography
PATIENTS,"NCI-2011-03861",8732228,84124,US,196311,1,9,1,20060809,CALGB,149280,,,,,,,,,,238.7,,
ICD-O-3 Topography and Morphology
PATIENTS,"NCI-2011-03861",8732228,84124,US,196311,1,9,1,20060809,CALGB,149280,,,,,,,,,,C64.9;8000/3,,