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This section provides instructions for uploading batch files via the Accrual user interface. It also provides instructions for resolving any errors that may have occurred during the import process.
The batch upload feature enables you to submit accrual data for multiple subjects and one or more trials at a time rather than having to enter data for each subject/study individually.
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Once you have been granted permission to submit accrual data, you can upload accrual data files singly as plain text files or in multiple text files that have been compressed into a Zip file. See Preparing Accrual Batch Files for detailed instructions.Only Super Abstractors can upload accrual data batch files for CTEP and DCP trials. Anchor | | 6429 | 6429 | For these trials, the system assigns default patient disease codes if the disease code was not included in the batch file. The following table maps disease code systems to their default codes.|||
Anchor | 6509 | 6509 | ||||
Disease Code System | Default Code Assigned | |||||
ICD-O-3 | C998 (site code) 7001 (histology code) | |||||
ICD-9 | V100 | |||||
ICD-10 | Z1000 | |||||
SDC | 8000001 |
Preparing CTRP Accrual Batch Files
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Accrual Batch File Data for Complete Trials
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MultiExcerptName | batchfiledatacomplete |
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CTRP considers each accrual submitted as the total (cumulative) count to date. Be sure to read the information about accrual counts in Recording Participating Site Subject Accrual Counts. |
Complete Trial Tables
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See Comparison of CTRP and CDUS Accrual Data Elements for a list of all the CDUS fields for these tables.
Complete Trial Data Elements and Field Formats
Each row in a batch file is associated with a single record in the database. The first field in each line identifies the name of the table that a record belongs to. Subsequent fields contain different data element values for the same table. The number of fields required in each record, and the values they must contain, are provided in the Complete Trial Record Data Field Requirements table. Because many more elements are required in CDUS records than in CTRP records, many fields in your batch file will be null (contain no field values at all). In these cases, use a comma to indicate a field for which there is no datum.
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If a comma is part of the value, enclose the fields in double quotes. Otherwise the use of double quotes is optional. |
Complete Trial Data Record Formats
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Complete Trial Record Data Field Requirements
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Accrual Data Elements Table with CTRP-Accepted Values
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Accrual Data Elements Table with CDUS-Accepted Values
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Complete Trial Record Data Field Formats
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Accrual Batch File Data for Abbreviated Trials
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The CTRP considers each accrual submitted as the total (cumulative) count to date. Be sure to read the information about accrual counts in Recording Participating Site Subject Accrual Counts. |
Abbreviated Trial Tables
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Abbreviated Trial Data Record Formats
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Abbreviated Trial Record Data Field Requirements
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Accrual Data Elements with CTRP-Accepted Values
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Accrual Data Elements with CDUS-Accepted Values
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Abbreviated Trial Data Field Requirements
For instructions, refer to Requesting Permission to Submit Accrual Data and Preparing Accrual Batch Files. |
For instructions, refer to the following pages:
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Uploading Accrual Batch Files
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MultiExcerptName | batchupload |
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Before you begin, gather all the protocol data you need. See Preparing CTRP Accrual Batch Files for instructions. The system logs you out if it detects that you have not used the application for 90 minutes. The system also logs you out after three unsuccessful attempts to log in within 24 hours. In the event that you cannot remember your password, contact Application Support at ncicbiit@mail.nih.gov. |
Once you have created your Accrual Batch Upload file, upload it via the CTRP Accrual web interface. Existing accrual data for the study will be updated and any new data you submit will be added.
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The batch upload template currently does NOT provide a way to enter accrual disease code terminology; instead, the default value of SDC is used. |
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The batch files you submit do not delete previously accrued patients/patient data. Use the Accrual application user interface to delete accrued subjects as necessary. |
How to Upload Accrual Batch Files
- On the toolbar, click Batch Upload
The Batch Upload page appears.
Click Browse and select the .txt or .zip file that contains your accrual data.
Click Submit.
Your file is uploaded to the system and processed in the background
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- NCI Identifier
- Number of subject accruals that the system imported
- Details of any errors that may have occurred during the import process
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The system checks your submissions to ensure there are no duplicates. The system does not process a study subject record if it detects that a participating site in the same trial has registered a subject with the same Study Subject ID. The system includes details about which Study Subject IDs are affected in an error message. |
Once you have uploaded your batch file, the CTRP system continues to update the record status both by email and Accrual. To view the information you uploaded, see Downloading Accrual Batch Data Files and Reviewing and Updating Prior Accrual Submissions .
Resolving Accrual Batch File Upload Errors
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If the email notice you received after uploading a batch file indicated that errors occurred during the the import process, you can use the following steps to correct them before re-submitting your accruals batch file.
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If the CTRP system was unable to identify an organization that you submitted in your batch file, it determines if the organization was nullified and merged with another organization. If so, the system includes the new organization name in the error message. |
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title | For Super Abstractors |
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How to Resolve Accrual Batch File Upload Errors
- Go through the list of errors described in detail in the status email you received for each line in your text file that caused the error.
- Correct the errors.
- Save the file and re-submit.