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Note

Initial Accrual Batch File Submission: 

  • The initial accrual batch file reported to CTRP will add accrual records for either Subject, Partial Subject or Summary level accrual based on the default accrual type set on the study.

Subsequent Accrual Batch File Submissions:  

  • For Subject or Partial Subject accrual: Subsequent Subsequent accrual batch file uploads will append dataupdate date as appropriate.   
    • If there are duplicate records (all fields are the same) within the batch file being reported,the file will not be loaded and a notification will be sent to the user asking for the duplicate record(s) to be removed and the file resubmitted.
    • If an element is changed, for example Study Subject Ethnicity, then the record is considered an update, not a duplicate.
  • For Summary accrual: Subsequent accrual batch file uploads will replace previously reported/uploaded accrual data.  Batch uploads will not append data; cumulative accrual data must be uploaded with each accrual file reported to CTRP.  
    • Please ensure that your CTRP accrual batch file contains all cumulative accrual data for each participating site to date before uploading to CTRP.  Failure to include cumulative accrual data will result in erasing your accrual history.

To download a copy of the of the CTRP Accrual Batch File Tool (includes instructions), go to:
 CTRP Accrual Batch File Tool

After you have prepared a batch file, you can upload it to CTRP.  For instructions on reporting batch files, see: Uploading Accrual Batch Data Files.


Complete Study Example Study Example Batch File - Subject accrual

Code Block
"COLLECTIONS","NCI-2018-03045",,,,,,,,,

...

 
"PATIENTS","NCI-2018-03045","SU00100","22201","US","199001","Male","Hispanic or Latino","Other","20190906",,"7434",,,,,,,,,,"8543/3;C50.4",,

...

 
"PATIENT_RACES","NCI-2018-03045","SU00100","White"

...

 
"PATIENT_RACES","NCI-2018-03045","SU00100","Unknown" 
Code Block
COLLECTIONS,"NCI-2011-03861",,,,,,,,,

...

1 
PATIENTS,"NCI-2011-03861",873222899999999,84124,US,196311,Male,Unknown,

...

,20060809,

...

,149280,,,,,,,,,,238.7,,

...

 
PATIENTS,"NCI-2011-03861",8732228,84124,US,196311,Male,Unknown,

...

,20060809,

...

,149280,,,,,,,,,,238.7,,

...

 
PATIENTS,"NCI-2011-03861",1,84124,US,196311,Male,Unknown,

...

,20060809,

...

,149280,,,,,,,,,,185.0,,

...

 
"PATIENT_RACES","NCI-2011-03861",8732228,

...

White 
"PATIENT_RACES","NCI-2011-03861",873222899999999,

...

Asian 
"PATIENT_RACES","NCI-2011-03861",1,

...

White 


Complete Study Example Study Example Batch File - Partial Subject accrual

Code Block
COLLECTIONS,"NCI-2018-03045",,,,,,,,,

...

 
PATIENTS,"NCI-2018-03045","L1",,,,,,,"20190101",,"WQ456",,,,,,,,,,,,

...

 
PATIENTS,"NCI-2018-03045","L2",,,,,,,"20110809",,"WQ456",,,,,,,,,,,,

For Summary accrual (typically provided for Abbreviated/Imported - e.g., Industrial study), the following is an example batch file for one study with two participating sites (Sites 1 and 2) supporting monthly accrual updates.  Site 1 and 2 in the below example map to "PO ID" (unique to each Participating Site).

Note:   Create and report one study per batch load.  You can also include individual batch load files in one zip.  

Centers have the the option to provide quarter, ly or monthly accrualfrom study start study start date to present. Another option is to provide the However, centers can provide their accrual with their specified Cut-Off-Date in in the batch load file. Note: the Cut-Off Date represents the date when accrual changed (displayed in the example below).  


Abbreviated/Imported (e.g., Industrial Studies) Example Batch File - Monthly

Code Block
COLLECTIONS,<Study_Identifier>,,,,,,,,,

...

 

"ACCRUAL_COUNT","NCI-2017-00225","Site 1","2","20170630"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","2","20170731"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","4","20170831"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","5","20170930"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","6","20171031"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","10","20171130"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","12","20171231"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","15","20180131"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","15","20180228"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","18","20180331"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","18","20180430"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","18","20180531"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","21","20180630"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","21","20180731"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 1","25","20180831"

...

 

"ACCRUAL_COUNT","NCI-2017-00225","Site 2","1","20170630"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","1","20170731"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","5","20170831"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","5","20170930"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","8","20171031"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","9","20171130"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","13","20171231"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","13","20180131"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","14","20180228"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","18","20180331"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","22","20180430"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","30","20180531"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","31","20180630"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","32","20180731"

...

 
"ACCRUAL_COUNT","NCI-2017-00225","Site 2","33","20180831"


Abbreviated/Imported (e.g., Industrial StudiesIndustrial Studies) Example Batch File - Accrual Changes

Code Block
COLLECTIONS,<Study_Identifier>,,,,,,,,,

...

 

"ACCRUAL_COUNT","NCI-2016-00225","Site 1","1","20170215"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 1","2","20170820"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 1","4","20180331"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 1","6","20180910"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 1","10","20181202"

...

 

"ACCRUAL_COUNT","NCI-2016-00225","Site 2","2","20170128"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 2","4","20170710"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 2","5","20170825"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 2","7","20171031"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 2","9","20171122"

...

 
"ACCRUAL_COUNT","NCI-2016-00225","Site 2","12","20180107"

 

For additional information, refer to the following pages:

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