Here we outline the process for creating new participant records in LabKey.
Participants Tab Overview
The Participants tab is organized into two main parts:
- The ‘Enter Participant’ form: this area contains empty fields to enter new participant information
- The Participants grid view: this area shows the entire participant list for the study
Enter Participants Form
Individual participant entry is done through the Enter Participant form.
- Participant ID: this field is required. This field allows for alphanumeric entries. It is recommended that new CAMH studies on-boarded through LabKey follow the KCNI and NIP formats for proper integration with other NIP platforms. A full guide for Participant IDs (LabKey Participant IDs) can be found here.
- It is recommended users name their Participant Codes numerically (starting at 00000001 and incrementing as necessary).
- Any Participant ID that does not following the NIP naming convention will be assigned a new Study Participant ID that conforms to the NIP naming convention. See the Edit Participants section for further details on Study Participant IDs. Both IDs will be stored in LabKey for cross-referencing purposes.
- Clinic: this field is required. Users will select the proper KCNI site code where the participants were recruited (for human participants) or collected (for animal participants) from a dropdown list. An external link to shows the full name and location of the three-letter site code for reference.
- Sex: this field is recommended as it can be used for quality control purposes in genetic studies. However, study teams must ensure they have REB approval to collect and share this information with research personnel involved in the collection and analysis of the samples. Users will select the proper sex designation as outlined in the CAMH patient intake form from a dropdown list. For participants where sex was not entered or is irrelevant for the study’s purpose, it is recommended to mark the field as Unknown/Prefer not to answer.
The following table indicates each possible entry field and their expected data types:
Field | Data Type | Comments |
|---|---|---|
Participant ID | Alphanumeric (String) | Required field. Recommended standardized format: PROJECTSTUDYCODE_SITECODE_PARTICIPANTCODE Ex: TST01_CMH_00001000 |
Integer | Option to autogenerate a family ID by selecting the checkbox next to the Family ID entry field. This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. | |
Individual ID | Integer | This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. |
Mother ID | Integer | This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. |
Father ID | Integer | This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. |
Sex | Dropdown menu | Recommended field |
Clinic | Dropdown menu | Required field |
Date of Birth | DateTime | Can be entered manually, or by clicking the calendar icon and selecting the appropriate date. Expected format: MM/DD/YYYY |
Relationship | Dropdown menu | This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. |
Complete Trio | Dropdown menu | This field is mandatory for genetic (DNA/RNA) studies where the study team will be recruiting family members. |
Comments | Multi-line textbox | Maximum space of 400 characters |