This section provides instructions for looking up persons and organizations registered in the Clinical Trials Reporting Program (CTRP), and for adding new persons and organizations to it.
Looking up Registered Organizations
The procedure for searching for an organization registered in the CTRP is the same throughout the application, whether you are searching for a lead organization, funding source, or other role. You can enter a series of characters in any of the search fields (except the PO ID, which must be an exact match) to narrow the search results.
How to Look Up Registered Organizations
- Click the Search Organizations tab, or on the toolbar, select Search > Organizations.
The Search Organizations page appears.
- Provide as much information as you can about the organization you are looking for. You can enter the Organization Identifier (PO ID) or Cancer Therapy Evaluation Program (CTEP) Identifier. You must enter search criteria in at least one field. The PO ID you enter for your search criterion must be exact and complete. That is, do not use partial IDs or wildcards.
Click Search.
The search results appear in a new tab.
If the lead organization is not listed, you may have searched too narrowly (that is, you may have provided too much information about the organization). If the list of results is very long and contains many organizations that are similar to the one you are searching for, you can narrow your search by providing more information.
If the organization does not appear in the results table, do one of the following to modify your search:To broaden your search so that more organizations are listed in the search results, delete one or more of your criteria. For example, if you searched by part of the organization’s name, city, state, and zip code in your original search, you may want to search by state alone.
-or -To narrow your search so that fewer organizations are listed in the search results, provide more about your organization. For example, if you searched by state in your original search, you may want to search by city in addition to the state.
If you still don’t find your organization in the system, you can add it using the Add Org feature.
- To control which columns appear in your search results, click Choose Columns.
A list of the available columns appear. Clear the check boxes for those columns you do not want to display.
To link to an organization to the trial, click its PO-ID value.
The organization’s name you selected appears in the Family Name field.
Adding Organizations to the CTRP
If you are unable to find an organization, you can add a Lead Organization, Data Table 4 Funding Sponsor, etc. when you register, update, or amend a trial .
Check for duplicate organizations first
Be sure to search the system's registered organizations first before you register a new one. This will ensure that you do not create a duplicate record in the system.
When you register an organization, the CTRO staff curate the organization's record, then add it to the list of registered organizations in the CTRP.
The procedure below uses the Lead Organization as an example. The same fields may not appear in all Add Organization windows however.
How to Add Organizations to the CTRP
Hover your mouse over any field for an organization, such as Please Select the Lead Organization.
A list of organizations appears.
- At the bottom of the list, click Search.
The Select Lead Organization page (or Select Sponsor page, if you started there) appears.
- Click Add Org.
The Add Organization window appears.
- In the Organization Name field, type the full name of the organization.
Select or enter the appropriate information in the text fields and drop-down lists. An asterisk (*) indicates a required field.
ZIP Codes are required for organizations in the USA, Canada, and Australia.
- Click Save.
The organization you added is saved in the system and is displayed in a table at the bottom of the page. - In the organization record, click Select.
The Organization Name field is populated with the organization you just added.
Looking Up Registered Persons
The procedure for searching for the name of a person registered in the Clinical Trials Reporting Program is the same throughout the application, whether you are searching for principal investigators, responsible parties, or other roles. To link a person to a role, you select the person's record from a list of search results.
The procedure below uses the principal investigator role as an example. The same search criteria may not appear in all search windows however.
Using wildcard characters ( % )
You can enter a series of characters in any of the search fields to narrow the search results, but do not use wildcards.
How to Look Up Registered Persons
- Next to any field for a person, such as Principal Investigator, click Look Up Person.
The Select Principal Investigator page appears.
Provide as much information as you can about the person you are searching for, or, enter the Person/Organization (PO) ID or Cancer Therapy Evaluation Program (CTEP) Identifier. You must enter search criteria in at least one field.
Searching by PO ID
The PO ID you enter for your search criterion must be exact and complete. That is, do not use partial IDs or wildcards.
Click Search.
The Select Principal Investigator window displays the results of your search.
Tip
If your principal investigator is not listed, you may have searched too narrowly (that is, you may have provided too much information about the person). If the list of results is very long and contains many names that are similar to the one you are searching for, you can narrow your search by providing more information. Refer to the Step below for instructions.
- If your investigator was not listed, modify your search as follows:
- To broaden your search so that more names are listed in the search results, delete one or more of your criteria. For example, if you searched by both first and last names in your original search, you may want to search by last name alone.
- or - To narrow your search so that fewer names are listed in the search results, provide more information about your investigator. For example, if you searched by last name only in your original search, you may want to search by first name as well.
Tip
If you still don't find your investigator in the system, you can add the person.
- To broaden your search so that more names are listed in the search results, delete one or more of your criteria. For example, if you searched by both first and last names in your original search, you may want to search by last name alone.
- To associate a person with the role, scroll through the results list until you locate the principal investigator's record, and then click Select.
The investigator's name you selected appears in the Principal Investigator field.
Adding Persons to the CTRP
If you are unable to find a person, you can add one when you register, update, or amend a trial .
Check for duplicate names first
Be sure to search the system's registered names first before you register a new one. This will ensure that you do not create a duplicate record in the system.
When you register a person, the CTRO staff curate the person's record, then add it to the list of registered persons in CTRP.
The procedure below uses the principal investigator role on the Register Trial page as an example. The same fields may not appear in all Add Person windows however.
How to Add Persons to CTRP
- Next to any field for person, such as Principal Investigator, click Look Up Person.
The Select Principal Investigator window appears.
- Click Add Person. The Add Person window appears.
Select or enter the appropriate information in the text fields and drop-down lists. An asterisk (*) indicates a required field. Use professional contact information only.
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The information you provide is not revealed to the public.
ZIP Codes are required for organizations in the USA, Canada, and Australia.
Click Save.
Avoid creating duplicate records
To prevent creating a duplicate record, do not click Save more than once. If you have to make changes after you click Save, do not use your browser’s back button to make changes, and submit the record again. Instead, contact the CTRO.
Your new investigator is saved in the system and the Principal Investigator field on the Register Trial page is populated with the name you just registered.
