It is important that each project Participant is assigned exactly 1 Participant Label that is unique across the project. In multi-site or multi-modality projects, care must be taken to ensure the same participant is not assigned multiple Participant Labels at different sites or across different modalities. Of equal importance is the precise Participant Label entry at every data entry occurence. A Participant Label typo can have significant consequences throughtout the Neuroinformatics Platform system. The participant label must be the concatenation of the Project Label, an underscore and a Participant Code. Ex. ABC01_CMH_00000001| Example | Definitition | Restrictions/Rules | Notes |
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| ABC | Project Code | 3 Uppercase Letters | Chosen in coordination with KCNI admin. Preferably a project acronym. Cannot match existing project. | | 01 | Study Code | 2 Numerals | Typically '01', unless describing divisions within a project | | CMH | Site Code | 3 Uppercase Letters | Must be chosen from the Site Code List | | 00000001 | Participant Code | 4-8 Alphanumeric Characters | See Participant Code Guidelines |
The Participant Code denotes a specific person (or animal) within the study. | Anchor |
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Guidelines for choosing an appropriate Participant Code:- must be 4 to 8 characters long
- preferably contains only numeric digits, but can include uppercase letters if needed
- recomended to start at 00000001 and increment as necessary
- must not contain lowercase letters, symbols, or whitespace (spaces, tabs, etc)
- must not include PHI (e.g., diagnosis), case/control status, or other sensitive information
- must not contain the characters 'PHA' in positions 4-6, since these indicate "phantom" (non-human) images in XNAT
- must not contain any coding related to location, visit, or any other code that is not representative of the subject. (eg. BAD: ABC01_CMH_V10001 - where V1 represents the first visit)
If you have already started collecting data and your subjects do not follow this naming convention, please indicate this at your Neuroinformatics Platform project on-boarding meeting as a name conversion script might need to be implemented.
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