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This section provides instructions for registering Industrial and other (e.g., Consortia) trials in the CTRP via the Registration user interface.

About Industrial and Other Trial Registration

Although Registration users can register Industrial/Other trials in the CTRP by importing them from ClinicalTrials.gov, they can not do so without entering a ClinicalTrials.gov ID. You can register trials without ClinicalTrials.gov identifiers directly, using a CTRO-restricted feature in Registration. The CTRP designates the trials you register as Abbreviated trials, assigns them the processing status Submitted, and assigns them an NCI ID.

Before you begin

Log in to the NCI CTRP Registration application in addition to Protocol Abstraction.

How to Register Industrial and Other Trials

  1. On the main menu, click Register Industrial/Other Trial. The Register Trial page in Registration appears.

    You can expand and collapse sections of the registration page

    By default, all sections of the registration form are displayed. 

    To collapse or  expand each section individually, click the Collapse or Expand icon on the right side of the section title as shown in the figure above.

    To collapse all sections, click Collapse All.

  2. In the various fields, specify the appropriate information. The following sections describe the fields:

    Tip

    Be sure to provide information for all fields marked with an asterisk (*). If you cannot complete the registration of a trial in one Registration session, you can save a draft of the trial details you have completed. Later you can return to complete the registration in another session.

  3. At any time while specifying trial information, consider using one of the buttons described in the following table:

    Instructions for registering trials

    Field Label

    Description/Instructions

    Save as Draft

    Click to save a draft of the record so that you can complete the registration at another time. You must have provided, at the minimum, both the Lead Organization and Lead Organization Trial Identifier to save a draft.
    The system saves your draft, assigns it a unique ID (for tracking purposes), and sends you an email message confirming that the information has been saved. You can end your CTRP Registration Site and retrieve your draft later to complete the registration.

    Review Trial

    Click to initiate the system check for errors and missing information. The system displays the results in a message at the top of the Review Trial Details page. Indicators mark specific fields that you must complete or correct in order to submit the trial.
    The Review Trial Details page is read-only. To make changes to the trial data, follow the instructions in Recording Trial Details.

    CancelClick to cancel the registration. A pop-up message prompts you to confirm cancellation. If you choose to cancel the registration, you will lose all data that you may have entered.

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Recording Trial Identification Information

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When you submit the trial, the system checks the NCT number you entered to ensure that no other registered trial has the same one. The system displays an error message if it finds another trial with the same NCT number. If this occurs, check the number you entered and try again. If you are certain that the number you entered is correct, contact the CTRO at NCICTRO@mail.nih.gov.

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Recording Interventional Trial Details

How to Complete the Trial Details Section

In the various fields, specify the appropriate information. The following table describes the fields. An asterisk (*) indicates a required field.

Instructions for recording Trial Details

Field LabelDescription/Instructions

Title*

Enter the official name of the protocol provided by the study principal investigator or sponsor. (Limit 4000 characters)
For example: "Study of Recombinant Vaccinia Virus That Expresses Prostate Specific Antigen in Metastatic Adenocarcinoma of the Prostate"

Trial Type*

Select Interventional (the default).

Primary Purpose*

1. Select the primary reason for conducting the trial. For valid values, refer to Primary Purpose Value Definitions.

2. If the primary purpose is Other, enter a detailed description of the trial’s purpose in the text field provided.

The text field is displayed only after you have selected Other.

Secondary Purpose

1. Select one of the following reasons for conducting the trial.

  • Ancillary-Correlative. A trial that is secondary to another trial, or a type of trial that tests for a relationship between a condition and a potential causal factor of the condition.
    • Ancillary. Studies that are stimulated by, but are not a required part of, a main clinical trial/study, and that utilize patient or other resources of the main trial/study to generate information relevant to it. Ancillary studies must be linked to an active clinical research study and should include only patients accrued to that clinical research study. Report only those studies that can be linked to individual patient or participant data.
    • Correlative. Laboratory-based studies using specimens to assess cancer risk, clinical outcomes, response to therapies, etc. Report only those studies that can be linked to individual patient or participant data.
  • Other.  Any purpose other than Ancillary-Correlative.

2. If the secondary purpose is Other, enter a detailed description of the trial’s secondary purpose in the text field provided.

Phase*

Select the phase or stage of the clinical trial as defined by the US FDA, from the drop-down list. For valid values, refer to Trial Phase Value Definitions.

Is this a Pilot?

Select Yes or No from the drop-down list to indicate whether the trial you are registering is a pilot trial.

Site Principal Investigator*

Click Look Up Person and follow the instructions in Looking Up Registered Persons to select the site principal investigator.

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Recording Non-Interventional Trial Details

How to Complete the Trial Details Section

In the various fields, specify the appropriate information. The following table describes the fields. An asterisk (*) indicates a required field.

Instructions for recording Trial Details

Field LabelDescription/Instructions

Title*

Enter the official name of the protocol provided by the study principal investigator or sponsor.
For example: "Study of Recombinant Vaccinia Virus That Expresses Prostate Specific Antigen in Metastatic Adenocarcinoma of the Prostate"

Trial Type*

Select Non-Interventional.

Non-Interventional Trial Type*

Select one of the following trial types:

  1. Observational. Studies among cancer patients and healthy populations that involve no interventions or alteration of the participants.
  2. Ancillary-Correlative. A trial that is secondary to another trial, or a type of trial that tests for a relationship between a condition and a potential causal factor of the condition.
    • Ancillary. Studies that are stimulated by, but are not a required part of, a main clinical trial/study, and that utilize patient or other resources of the main trial/study to generate information relevant to it. Ancillary studies must be linked to an active clinical research study and should include only patients accrued to that clinical research study. Report only those studies that can be linked to individual patient or participant data.
    • Correlative. Laboratory-based studies using specimens to assess cancer risk, clinical outcomes, response to therapies, etc. Report only those studies that can be linked to individual patient or participant data.

Primary Purpose*

1. Select the primary reason for conducting the trial. For valid values, refer to Primary Purpose Value Definitions.

2. If your trial does not fall into one of these categories, select Other, and note the type of trial in the corresponding text box.

The text box is displayed only after you have selected Other.

Study Model Code*

1. Select the primary strategy for subject identification and follow-up. The following list provides valid values.

  • Cohort. Group of individuals, initially defined and composed, with common characteristics (e.g., condition, birth year), who are examined or traced over a given time period
  • Case-control. Group of individuals with specific characteristics (e.g., conditions or exposures) compared to group(s) with different characteristics, but otherwise similar
  • Case-only. Single group of individuals with specific characteristics
  • Case-crossover. Characteristics of case immediately prior to disease onset (sometimes called the hazard period) compared to characteristics of same case at a prior time (i.e., control period)
  • Ecologic or community studies. Geographically defined populations, such as countries or regions within a country, compared on a variety of environmental (e.g., air pollution intensity, hours of sunlight) and/or global measures not reducible to individual level characteristics (e.g., health care system, laws or policies median income, average fat intake, disease rate)
  • Family-based. Studies conducted among family members, such as genetic studies within families or twin studies and studies of family environment
  • Other. Any model not described above

2. If the study model is Other, type a detailed description of the trial’s study model in the text field provided.

The text field is displayed only after you have selected Other.

Time Perspective Code*

1. Select the temporal relationship of observation period to time of subject enrollment. The following list provides valid values.

  • Prospective - Look forward using periodic observations collected predominantly following subject enrollment
  • Retrospective - Look back using observations collected predominantly prior to subject selection and enrollment
  • Cross-sectional - Observations or measurements made at a single point in time, usually at subject enrollment
  • Other - Any time perspective not described above

2. If the time perspective is Other, type a detailed description of the trial’s time perspective in the text field provided.

The text field is displayed only after you have selected Other. The limit is 200 characters; the system counts down the character numbers as you type.

Phase*

Select the phase or stage of the clinical trial as defined by the US FDA, from the drop-down list. For valid values, refer to Trial Phase Value Definitions.

Select N/A for observational and ancillary-correlative trials.

Is this a Pilot?

Select Yes or No from the drop-down list to indicate whether the trial you are registering is a pilot trial.

Site Principal Investigator*

Click Look Up Person and search for the principal investigator. See Looking Up Registered Persons.

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Recording Data Table 4 Information

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Recording Site-Specific Recruitment Statuses and Dates

Trial status refers to the current stage or state of participant/patient enrollment in a clinical trial relative to other stages. CTRP uses the same statuses at the trial level and at the participating site level. The following table lists the valid trial statuses used in CTRP and maps each value to the corresponding ClinicalTrials.gov-defined recruitment value. 

For information on Expanded Access trial statuses, refer to Expanded Access Statuses

 

Current trial status definitions

#

CTRP Trial Status Values

ClinicalTrials.gov Trial Status Values

Status Category

Definition

01

In Review

Not yet recruiting

Review

Participants are not yet being recruited.

11

Withdrawn

Withdrawn

Terminal

Study halted prematurely, prior to enrollment of first participant.

02

Approved

Not yet recruiting

Review

Participants are not yet being recruited.

03

Active

Recruiting

Open

Participants are currently being recruited, whether or not any participants have yet been enrolled.

04

Enrolling by Invitation

Enrolling by Invitation

Open

Participants are being (or will be) selected from a predetermined population.

08

Temporarily Closed to Accrual

Suspended

Open

Study halted prematurely but potentially will resume.

09

Temporarily Closed to Accrual and Intervention

Suspended

Open

Study halted prematurely but potentially will resume.

05

Closed to Accrual

Active, not recruiting

Closed

Study is continuing, meaning participants are receiving an intervention or being examined, but new participants are not currently being recruited or enrolled.

06

Closed to Accrual and Intervention

Active, not recruiting

Closed

Study is continuing, meaning participants are receiving an intervention or being examined, but new participants are not currently being recruited or enrolled.

10

Administratively Complete

Terminated

Terminal

Study halted prematurely and will not resume; participants are no longer being examined or receiving intervention.

07

Complete

Completed

Terminal

The study has concluded normally; participants are no longer receiving an intervention or being examined (that is, last participant’s last visit has occurred).


How to Complete the Status/Dates Section

In the various fields, specify the appropriate information. The following table describes the fields. An asterisk (*) indicates a required field.

Instructions for recording Site Recruitment Statuses/Dates

Field Label

Description/Instructions

Site Recruitment Status*

Select the current stage or state of the trial or study.

Site Recruitment Status Date*

Enter the date on which the current trial status became effective. For details, refer to CTRP System Rules for Study Status and Dates.

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Submitting Trial-Related Documents

When registering Abbreviated trials, you upload the following types of documents:
  • IRB Approval
  • Informed Consent

    Upload your documents as Microsoft Word (.doc, .docx, or .docm), Adobe PDF, or WordPerfect files.

Special processing for PDF files

Adobe PDF files require special processing. Please see the information about creating PDFs in Converting Documents to PDFs.

How to Submit Trial Related Documents

  1. Next to the document-type field, (e.g., IRB Approval), click Browse.
  2. Navigate to, and select, the appropriate document, and then click Open.

    Depending on your operating system, you may see a different command name for "Open."

  3. Repeat the steps above for each type of document.

    Adding Multiple "Other" Documents

    You can upload more than one (1) "Other" document. After you have uploaded the first of your "Other" documents, click the Add More link. A new Other document field is displayed.

 

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Converting Trial-Related Documents to PDF Format

 

Abstractors use the information provided in the documents you upload in Registration to validate and complete trial data in Protocol Abstraction (PA). To facilitate data entry, the abstractors may copy and paste information from your documents into fields in the PA interface.

Trial-related documents uploaded as Microsoft Word (.doc), Microsoft Excel (.xls, .xlsx, .xlsm, or .xlsb), and WordPerfect files contain text that abstractors can copy and paste directly. PDFs (portable document format) contain text that abstractors can copy  only if the content was created from other text-based applications such as Word or Excel.


Abstractors can not copy and paste text from scanned documents

Avoid uploading PDFs of scanned documents. They can not be edited, copied, or read with OCR (optical character recognition) applications.

Adobe provides a plug-in for most text-based word processing applications that enables you to convert your files to PDFs. Once you have converted the files, you can read the documents in Adobe Reader. Others can read the content as well but are not able to make changes to your file. You can download the Adobe PDF Reader for free from the Adobe website Exit Disclaimer logo .

Microsoft provides instructions for converting files to PDFs both on their website Exit Disclaimer logo and in the Help documentation in each of its applications.


When searching for help, use "save file as pdf" as the search term.

You do not need a document converter in Mac OSX. Instead, print your documents to a PDF file.

How to Convert Text-Based Files to PDFs in Mac OSX

  1. Open your text file in its original format (such as .doc or .xls).
  2. Click File > Print.
  3. In the Print window, click the PDF button at the bottom-left and select the Save as PDF option.
  4. Choose the file location, rename your PDF file, and then click Save.

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