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Researcher Resources

Research Tools

This page contains boilerplate text for the Facilities and Resources sections of NIH grant applications

Administrative Tasks

Reserving a Conference Room at UCLA Center for Health Sciences

To reserve a conference room at UCLA CHS, follow the link below.
http://rooms.healthsciences.ucla.edu/telemedicine/pages/

Last updated December 1, 2016

Schedule a Meeting

There are numerous online services for scheduling meetings; some may require a fee. Options include:

UCLA Information Technology Services
Entreprise Messaging / Microsoft Office 365
Google apps

Other Options
Evite

Eventbrite
Doodle

Last updated December 1, 2016

Reserve a Conference Line

UCLA:
Meet Me Conference and PGI by Copper Services

For questions: phone 310-285-3333 or email: mmconf@cts.ucla.edu.
Monday - Friday, 8:00am - 5:00pm.

Last updated December 1, 2016

Software Tutorials

UCLA:
UCLA LearnIT
UCLA Knowledge Base

Cedars-Sinai:
Cedars-Sinai Medical Library

Last updated December 1, 2016

Video or Web Conferencing

Each CTSI institution offers videoconferencing options and require reservations of videoconferencing-capable rooms in order to receive the videoconferencing services.

In addition, there are numerous online services for virtual conferences or trainings; many require a fee. Please check with your department, division or school to be sure that the service meets data security requirements.

Contacts

UCLA Center for Health Sciences videoconferencing:

Cedars-Sinai videoconferencing contacts:

  • Video conference team help desk: 310-423-6428

Charles R. Drew University of Medicine and Science videoconferencing contacts:

LA BioMed/Harbor-UCLA videoconferencing contacts:

Other tools

Last updated December 1, 2016

Data Storage and Sharing

Campus Data Storage

Please follow the links below for information about on-campus data-storage options.

  • UCLA
  • Cedars-Sinai
  • LA Biomed/Harbor-UCLA: Information Systems & Technology, Director, Mark Sleet (310) 222-6519
  • Charles R. Drew University of Medicine and Science: Not applicable at this time.
Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

Collaboration Tools

The CTSI can provide researchers with substantial support at all stages of clinical and translational research. Once a support request is opened with the CTSI a project space is created in the CTSI Virtual Home providing researchers and their teams with powerful web-based collaborative tools. From the initial request to the final closeout of a project, support is provided, tracked, and CTSI services are evaluated. Researchers can monitor their requests through established workflows. The CTSI Virtual Home workspaces allow project members to securely store and share data among collaborators. To learn more about the CTSI Virtual Home log in at http://www.ctsi.ucla.edu/ - click the "Log In" link on the top left.

Last updated December 1, 2016

Data Storage Services

Each institution may have specific polices regarding data storage services. The following links provide additional information at individual institutions.

CTSI offers document storage associated with on-going projects. Max file upload at any one time is 50mb and total size is dependent on the project. Inquire today.

Data Storage/cloud service options at partner sites:

UCLA
Cedars-Sinai

In addition to the above services, Google Drive, Amazon Cloud and Microsoft OneDrive provide free storage of limited data and storage of amounts of data for a fee. Information can be obtained by following the links below.
Google Drive
Amazon Cloud
Microsoft Sky Drive

Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

E-mailing Large Files

Each institution may have specific polices regarding emailing large files. The following links provide additional information at individual institutions.

CTSI offers document storage associated with on-going projects. Project members can be added to share files amongst one another. Max file upload at any one time is 50mb and total size is dependent on the project. Inquire today.

UCLA (UCLA users can also use Transfer.mednet to send large files)
Cedars-Sinai

In addition, there are numerous online services for sending and receiving large files; most require a fee. Please check your institution's policies before utilizing one of these services. Options include:
Google Drive
Amazon Cloud
Microsoft One Drive

Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

File Sharing

Each institution may have specific polices regarding file-sharing. The following links provide additional information at individual institutions.

CTSI offers document storage associated with on-going projects. Project members can be added to share files amongst one another. Max file upload at any one time is 50mb and total size is dependent on the project. Inquire today.

UCLA
Cedars-Sinai

There are numerous online services for sending and receiving large files; some require a fee. Please check your institution's policies before utilizing one of these services. Options include:
Google Docs
Box.net (offers encryption)

Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

Workflow Tools

There are numerous online tools for project management and workflow; a fee may be required. Options include: 

Redmine
Basecamp
Microsoft Project

Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

Document Preservation and Storage

UC and UCLA Document Preservation Resources

  • Merritt
    Merritt, a service of the University of California Curation Center, is a cost-effective repository for the UC community that allows you to manage, archive, and share digital content in almost any format. Materials in Merritt can be shared or kept private, and Merritt’s preservation tools ensure that your data will remain secure long-term.
  • eScholarship
    eScholarship is an open access publishing and research platform that allows for deposit of books, journal articles, papers, video, images, and other digital formats. In addition to providing a full range of preservation services, the eScholarship platform also supports manuscript and peer-review management systems for open access publications.
  • UCLA Digital Library
    The UCLA Digital Library provides digitization and preservation services for content that meets their digitization criteria. They also offer project planning and management services, advice on digitization of rare and fragile materials, and access to a wide variety of digital collections.
  • EZID
    EZID creates unique, long-term identifiers for digital objects, including texts, data, images, and more. Digital Object Identifiers (DOIs) and Archival Record Keys (ARKs) allow you to easily share and cite your digital objects, plus makes sure they are always accessible by providing updated current URL locations.

  • Guidance on the proper handling of information technology, including personal information, can be found in the UC Policies for Information Technology.

Last updated December 1, 2016

Document Preservation Trainings and Tutorials

  • Library of Congress’s Digital Preservation Outreach and Education Training Opportunities
    The Library of Congress provides online and in-person training opportunities on a variety of digital preservation techniques and practices. In-person training is held in a variety of locations around the world. Many training opportunities are offered for free or at low cost.
  • Digital Preservation Management Tutorial
    Developed by Cornell University Library and the Inter-university Consortium for Political and Social Research, this tutorial covers basic foundations of digital preservation and guides users through the process of developing a digital preservation program appropriate for their specific needs.

Last updated December 1, 2016

Guidance on Document Preservation Standards and Formats

  • International Organization for Standardization
    The International Organization for Standardization (ISO) documents requirements, specifications, and guidelines for a variety of international standards. Examples include standards for gathering and recording data, file formats, encoding of files, and data description.
  • Digital Curation Centre - What are Metadata Standards
    Long-term preservation of data relies heavily on appropriate metadata, or contextual data that ensures that digital information is retrievable and identifiable. The UK-based Digital Curation Centre provides guidance on types of metadata standards, examples of metadata standards for different fields, and links to other resources with advice on creating metadata.

Last updated December 1, 2016

Long-term Storage, Preservation and Sharing

  • re3data.org
    re3data.org (formerly Databib) is a catalog of data repositories, with descriptions of data repositories covering a wide variety of subjects and geographical areas. re3data.org is useful for identifying repositories where you can deposit your data for long-term preservation and sharing, as well as finding repositories with data that is freely available for research use.
  • Dryad Digital Repository
    Dryad is an international repository with over 7,500 data files, primarily focusing on scientific and medical research. The website also provides guidance in how to prepare your data for deposit.

Last updated December 1, 2016

Intellectual Property

Copyright Disclosures and Information

UCLA Westwood:

Cedars-Sinai: Enterprise Information Services (EIS) Internal, 310-423-6428

LA BioMed/Harbor-UCLA:
Business Development, Assistant VP, Business Development, Ruben Flores-Saaib, Ph.D. (310) 974-9301

Charles R. Drew University of Medicine and Science: Nestor Gonzalez-Cadavid, PhD

Last updated December 1, 2016

Invention Reports

The ideal time to disclose a patent is before it has been published or publically presented. For information and filing a patent, follow the links below.

Last updated December 1, 2016

Patents

For information about patents rights and the technology transfer process, follow the links below.

  • UCLA
  • Cedars-Sinai: Enterprise Information Services (EIS) Internal, 310-423-6428
  • LA Biomed/Harbor-UCLA: Ruben Flores-Saaib, Assistant Vice President, Business Development LABioMed, N14 Room 20, 310-974-9301
  • Charles R. Drew University of Medicine and Science: Nestor Gonzalrez-Cadavid, PhD

Last updated December 1, 2016

Trademarks and Publication Rights

UCLA

Cedars

  • Enterprise Information Services (EIS) Internal, 310-423-6428

Last updated December 1, 2016

National CTSA Tools

Catalog of Tools from CTSAs

This site lists tools developed by CTSA institutions. In most cases tools are sharable. To view the catalog, follow this link: https://ctsacentral.org/

Last updated December 1, 2016

DIRECT 2 Experts

DIRECT 2 Experts (Distributed Interoperable Research Experts Collaboration Tool) enables users to find subject experts and potential collaborators at CTSA institutions. To access the site, go to http://direct2experts.org/

Last updated December 1, 2016

NIH Publication Requirements

CTSI Grant Citation Language

Any publications or projects completed using UCLA CTSI resources must cite the UCLA CTSI grant and comply with NIH Public Access Policy and be submitted to PubMed Central to receive a PMCID assignment.

Last updated December 1, 2016

Required Grant Citation Language

  • K scholars
    • This research was supported by NIH/National Center for Advancing Translational Science (NCATS) UCLA CTSI Grant Number KL2TR001882.
  • TL1 trainees
    • This research was supported by NIH/National Center for Advancing Translational Science (NCATS) UCLA CTSI Grant Number TL1TR001883.
  • All other CTSI-supported researchers
    • The research described was supported by NIH/National Center for Advancing Translational Science (NCATS) UCLA CTSI Grant Number UL1TR001881.

Note: If the research was supported by more than one grant, please reference all relevant grant numbers.

Last updated December 1, 2016

My NCBI

Investigators can use My NCBI to check the compliance status of their publications and to initiate the compliance process.

  • Sign in to My NCBI using the “NIH Login” button.
  • Use your eRA Commons credentials on the subsequent sign-in page.
  • Once signed in, go to the My Bibliography section.

Instructions on how to use My NCBI to manage compliance can be found in the NCBI Help Manual under the heading, Managing Compliance to NIH Public Access Policy.

A My NCBI account can be created with accounts you already have, such as eRA Commons or Google. Go here for instructions.

Last updated December 1, 2016

NIH Public Access Policy

The NIH Public Access Policy requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to PubMed Central upon acceptance for publication. Papers must be are accessible to the public on PubMed Central no later than 12 months after publication.

The policy covers any manuscript that meets the following conditions:

  • It was peer-reviewed
  • It was accepted for publication in a journal on or after April 7, 2008
  • It arose from:
    • any direct funding from an NIH grant or cooperative agreement active in FY 2008 or beyond, or
    • any direct funding from an NIH contract signed on or after April 7, 2008, or
    • any direct funding from the NIH Intramural Program

For step-by-step instructions about how to bring your publication into compliance, please go to the NIH site, which covers these topics:

  • Applicability of NIH Public Access Policy
  • Copyright
  • Submitting a paper to PubMed Central (PMC)
  • Including PMCID in citations

Investigators can use My NCBI to check the compliance status of their publications and to initiate the compliance process.

Last updated December 1, 2016

Research-related Policies

Allegations of Misconduct

Anyone may report, orally or in writing, suspected research misconduct against one or more persons. A supervisor who receives a report of alleged misconduct must report it to the proper authority. For information about making such reports, follow the links below.

Last updated December 1, 2016

Conflicts of Interest

Federal and state regulations and institutional policies require investigators to disclose financial conflicts of interest that may be related to their research. Follow the links below for more information.

Last updated December 1, 2016

Contracts and Grants

Last updated December 1, 2016

Human Research

Research that involves either the participation of human subjects or the use of human biological specimens, medical charts, or databases with identifying information about humans is considered to be human subject research and requires review by the Institutional Review Board (IRB).

To determine whether your activity meets the definition of human subject research or to get started with an IRB application, click on the links below.

Last updated December 1, 2016

Reliance Review IRB

The four UCLA CTSI partner institutions—UCLA, Cedars-Sinai Medical Center, Charles R. Drew University of Medicine and Science and Los Angeles Biomedical Research Institute at Harbor-UCLA Medical Center— have established a process for relying on one another’s IRB for the review and oversight of certain human subjects research projects. Under this Reliance Review IRB process, one IRB reviews and approves a study and other IRBs rely on that review.

Eligibility:

Research studies that may take advantage of this process include (a) minimal risk studies that qualify for expedited review and (b) studies that require review during a convened IRB meeting. Protocols should be collaborations between or among any of the four Institutions and involve:

  • Obtaining and analyzing personally identifiable data or samples from any of the partnering Institutions, or
  • Obtaining de-identified samples for research overseen by the FDA.

This process does not apply to ancillary committees. When applicable, approval from such ancillary committees as the Cancer Center Protocol Review and Monitoring Committee, Conflict of Interest Committee, Radiation Safety Committee, Institutional Biosafety Committee and Privacy Board will still be required by each institution.

How to apply:

The Lead PI is responsible for submitting the new study application, amendments, continuing review reports, and post-approval reportable events to the Reviewing IRB. The other investigators will request that his/her local IRB rely on the review and approval of the Reviewing IRB.

A Reviewing IRB Decision Tree has been created to assist with decisions regarding which IRB should serve as the Reviewing IRB. Note that this determination will ultimately be made with concurrence from IRB administrators at each of the participating institutions and not solely by the investigators.

Instructions for requesting a single IRB Reliance Review for multi-institutional collaborative research can be found in the document entitled CTSI IRB Protocol Submission and Review Procedures. In general, the request starts with the submission of a completed CTSI Protocol Registration (CPR) Notice by the Lead PI to the Reviewing IRB.

Last updated December 1, 2016

Research Involving Stem Cells

California law requires that an Embryonic Stem Cell Research Oversight (ESCRO) committee prospectively review and approve all human pluripotent stem cell research. Prospective IRB and ESCRO committee approval also is required for certain kinds of human embryonic stem cell research.

Last updated December 1, 2016

Research on Animals

A complex set of federal and state laws, regulations and guidelines, and institutional policies, guide animal research. At UCLA, the Chancellor’s Animal Research Committee (ARC) is an independent research review committee charged with overseeing animal use and care. At other CTSI institutions, an Institutional Animal Care and Use Committee (IACUC) oversee and evaluate all aspects of animal use and care.

Follow the links below for applications and instructions for review of animal research.

Last updated December 1, 2016

Material Transfer

Material transfer polices cover the receipt of research or materials from outside institutions, as well as the transfer of research or materials to outside institutions. For institution-specific policies, follow the links below.

Last updated December 1, 2016

Statistics and Surveys

Statistical Software Training

Statistical Tools

Popular statistical tools, including SAS and Stata, may be accessed through the sites listed below. Please note that a license may be required.

Last updated December 1, 2016

Survey Tools

REDCap (Research Electronic Data Capture) is a secure, Web-based tool for designing surveys and capturing data. For information or to access the software, use the contacts below:

Other survey tools

Last updated December 1, 2016

Clinical Data Requests

i2b2

The Informatics for Integrating Biology & the Bedside (i2b2) Cohort Discovery System contains data from over 4.5 million unique patients at UCLA. i2b2 is a secure online tool designed for UCLA investigators to conduct searches on clinical data from Ronald Reagan UCLA Medical Center, Santa Monica UCLA Medical Center and other UCLA-affiliated clinics and departments. The search results provide a numeric count of patients that are based on de-identified data extracted from UCLA’s clinical data warehouse. Search criteria include demographics, diagnosis and procedure codes (ICD-9, ICD-10 and CPT), labs, medications, Area Deprivation Index (ADI), visit details (including site locations), vital signs and vital status.

Last updated December 1, 2016

LADR

The Los Angeles Data Resource (LADR) is a joint project of major Los Angeles health care provider organizations aimed at enabling research that improves the health of all people in the region using data representing the continuum of care across the region’s major health systems. The key feature of LADR is its use of "private record linkage" technology to identify data from the same patients across the participating organizations. By creating this linkage, LADR will enable institutions to assemble more data on patient treatments and other exposures along with more data on their outcomes, to enable research that could not be conducted by any individual organization. LADR formally launched in May 2014 with two organizations, University of California, Los Angeles (UCLA) and Cedars-Sinai Medical Center (CSMC). Since then, Keck Medical Center of USC has also gone live, and investigators can now search a total of 8.6 million patient records. Researchers will also be able to query from City of Hope by spring 2016. Children’s Hospital Los Angeles and Charles R. Drew University of Medicine and Science have joined the LADR consortium and will become functional in the near future. LADR allows investigators to conduct interactive searches on demographics, diagnosis and procedure codes (ICD-9), labs, medications, vital signs and vital status.

Last updated December 1, 2016

REDCap

Learn more at:
REDCap
Request a consultation or advice on online survey tools

REDCap (Research Electronic Data Capture) is a secure, HIPAA compliant web-based application for quickly building and managing online surveys, data collection forms and databases. REDCap provides audit trails for tracking data manipulation and user activity, as well as automated export procedures for seamless data downloads to Excel, PDF, and common statistical packages (SPSS, SAS, Stata R).

Last updated December 1, 2016

UC ReX

The University of California Research eXchange (UC-ReX), is a joint activity of the 5 University of California (UC) CTSAs, charged with fostering multisite clinical research by providing access to harmonized clinical data from the 5 health systems. The UC Rex Data Explorer is a secure online system designed to enable UC clinical investigators to identify potential research study cohorts spanning the five UC medical centers. The Data Explorer allows investigators to conduct interactive searches of data derived from patient care activities at Davis, Irvine, Los Angeles, San Diego and San Francisco. Search criteria can include demographics, diagnosis and procedure codes (ICD-9, ICD-10 and CPT), labs, medications, visit details, vital signs and vital status. The output of each query from the UC ReX Data Explorer is a numeric count of patients by site that match the criteria identified in the query. The numeric count helps investigators assess the feasibility of their study idea by identifying whether there are sufficient numbers of prospective subjects within the UC system.

Last updated December 1, 2016

UCLA Electronic Health Records

CareConnect is UCLA's electronic health record (EHR) program. The system integrates functions of approximately 65 software applications into a single system accessible across the health system and is available around-the-clock to clinical faculty and staff members. Services include scheduling, registration, referrals, and authorizations for UCLA managed care members at all clinics, clinical applications - pharmacy, Computerized Provider Order Entry (CPOE), documentation, radiology, rounding lists - at all hospitals, Computerized Provider Order Entry (CPOE) and documentation at a group of clinics and procedure areas in our hospitals (Wave 0), and CareConnect Lite as a replacement for cView at all clinics.

Last updated December 1, 2016

xDR

UCLA's Integrated Clinical and Research Data Repository (xDR) is OHIA’s large scale clinical data warehouse that supports data analyses and extractions for research as well as analytics to support clinical quality management functions of the UCLA Health System. The xDR contains data derived from multiple clinical systems including a full copy of the CareConnect Clarity data warehouse, which is linked to disease registry data, other data from systems in Radiology, Pathology and other departments, and “legacy” data from older outpatient and hospital billing and managed care systems. The UCLA CTSI serves as the “storefront” for research access to xDR data.

Last updated December 1, 2016