Research Electronic Data Capture (REDCap) at the University of Toronto is primarily meant for research data collection, which by nature, is inherently time-limited for any given project. REDCap user accounts are deactivated when projects end or when accounts are inactive for greater than 365 calendar days.

In anticipation of your project end or if you have received an email notification regarding a pending deactivation of your REDCap account due to inactivity, review the following information to plan and determine any necessary actions.  

If you have received notification of a pending deactivation of your REDCap account due to inactivity:

1. Determine whether you still require access to your REDCap account within the time period listed in the email.
2. a) If you require access to your REDCap account, log in to confirm active use within the time period listed in the email.
   • Logging in toREDCap using your UTORid within the time period listed in the email will keep your account active.
   • Verify that you can access your projects without issue.
   • If you experience login problems, contact REDCap support.

   b) If you still require REDCap access but expect to be inactive during the next 14 calendar days or more:

   • Contact your department/divisional REDCap support or Project Supervisorwhen you are ready to reactivate your account as they will need to approve the account reactivation request.
   • Use the REDCap onboarding form after connecting with your departmental/divisional support personnel.

NOTE: Applicants from the Faculty of Kinesiology & Physical Education (KPE), the University of Toronto Mississauga (UTM) and the University of Toronto Scarborough (UTSC) should NOT use this onboarding form. Faculty of Kinesiology & Physical Education (KPE) requests can be submitted through the KPE submission form.

Other applicants should reach out to their departmental contacts.

If you no longer require access to your REDCap account

1. Review Your Project Roles and Responsibilities
   • Before your account is deactivated, ensure that the appropriate team members who still require access to your projects are aware they are still able to access the projects.
   • Check whether you are the project creator, primary contact, or hold a special role (e.g., data access group manager).
   • If your role needs to be transferred, update project ownership or permissions accordingly.
2. Notify Your Project Team
   If your account is deactivated:
   • Team members may lose a point of contact or experience delays in project workflows if they are not notified ahead of your account deactivation.
   • Inform collaborators of your status, especially if you manage user rights, Data Access Groups (DAGs), or scheduled survey invitations.
3. Review your Research Data Management Plan and Export or Transfer Any Data or Documentation to a Secured Location
   • Export any data you are responsible for, if permitted by your project’s data-use agreement.
   • Download surveys, data dictionaries, or other project materials you may need for future work.
   • Ensure your project team has copies of important documents.
4. Verify External Modules, API Tokens, and Integrations
   If you use any of the following, they may stop working once your account is deactivated:
   • API tokens
   • External module configurations
   • Automated or scheduled processes you initiated
   • Review these connections and transfer ownership or generate new tokens where needed (review Step #6 Reassign Ownership or Administrative Roles).
5. Confirm Your Contact Information
   Ensure your email address is current so you can receive future notifications:
   • Update your email in REDCap (if editable) or through institutional identity management.
   • Check spam/junk folders for REDCap communications.
6. Reassign Ownership or Administrative Roles
   If you own a project or serve as a project administrator:
   • Reassign ownership to an active team member.
   • Update User Rights so the project will not be left without appropriate oversight.

   For more information about data deposit and sharing resources, visit Research Data Management at the University of Toronto Libraries

7. Questions or Need Assistance?
   If you need help logging in, transferring project ownership, or determining what actions are necessary, please contact redcap@utoronto.ca