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FAQs for Lead Researchers in Phase 2 Ramp-Up

How should I transition to Phase 2?

In order to provide the most lightweight, customized experience for our lead researchers, we have created 3 different pathways to complete the Phase 2 Intake Form depending on your research activities in Phase 1 and your planned research activities for Phase 2:

  • Lead researchers who submitted a Phase 1 Intake Form and do NOT seek off-campus research activities in Metro Nashville in Phase 2:  
    • These researchers should NOT use the link on this page to complete the Phase 2 Intake Form.  Instead, these researchers will be sent an email to their VU email address with a personalized link to the Phase 2 Intake Form for each of the projects they submitted in Phase 1.  This is true even for lead researchers who submitted Phase 1 Intake Forms, but were not approved to begin implementing those plans in Phase 1.
    • With the goal of making your Phase 2 ramp-up as streamlined and lightweight as possible, the personalized link to your Phase 2 Intake Form will allow you to view, copy, and revise information you submitted previously through your Phase 1 Intake Form, and the Phase 2 Intake Form includes branching logic that will allow you to skip items that you’ve answered previously or aren’t relevant to your research activities.
    • If you have not received your personalized link(s) to the Phase 2 Intake Form by end of day Friday, June 12, please contact ovpr@vanderbilt.edu for assistance.
    • If you have already been approved to implement your Phase 1 plans, you may continue enacting those plans while you await a response from your supervisory entity about your Phase 2 plans.
  • Lead researchers who did NOT submit a Phase 1 Intake Form and do NOT seek off-campus research activities in Metro Nashville in Phase 2:
    • These researchers should follow the public link to the Phase 2 Intake Form. (Coming soon!)
    • With the goal of making your Phase 2 ramp-up as streamlined and lightweight as possible, the Phase 2 Intake Form includes branching logic that will allow you to skip items that aren’t relevant to your research activities.
  • Lead researchers who seek off-campus research activities in Metro Nashville in Phase 2, whether or not they submitted a Phase 1 Intake form:
    • These researchers should NOT submit the standard Phase 2 Intake Form.  Please do not complete a Phase 2 Intake Form even if you submitted a Phase 1 Intake Form and have received a personalized link to the Phase 2 Intake Form.
    • Instead, these researchers should begin their Phase 2 transition by reaching out to their dean’s office to request an exception to perform off-campus research activities in Phase 2.
    • Your dean’s office will consult with you to understand your needs, and then contact the Office of the Vice Provost for Research to email you a special Phase 2 Exception Intake Form that is designed particularly for researchers seeking off-campus research activities in Phase 2.
    • If you have not received a Phase 2 Exception Intake Form within a few business days after hearing from your dean’s office that they have contacted the Office of the Vice Provost for Research, please email both your dean’s office and ovpr@vanderbilt.edu to follow-up.

Regardless of which approach you use – an emailed personalized link to the Phase 2 Intake Form, the public link to the Phase 2 Intake Form on this webpage, or an emailed link to Phase 2 Exception Intake Form – you will be able to save and return to your intake form as many times as you like before submitting it to your supervisory entity for review and approval.  To do this, simply click “Save and Return” at the bottom of any page of your intake form:  you will be given a personalized return code and an email with a link to your specific intake form with all changes saved will be emailed to you.  You’ll need to use both to access your intake form again, so make sure to save the email and the return code when prompted to do so by the RedCAP system.

If you have questions, concerns, or technical difficulties, please contact us at ovpr@vanderbilt.edu.

When and how will I hear if I’m approved to begin implementing Phase 2 plans?

Once you’ve completed your Phase 2 Intake Form or Phase 2 Exception Intake Form, the correct supervisory entity (usually your dean’s office) will be automatically notified through RedCAP that your intake form is ready for review.

You will receive an automated email from RedCAP when your supervisory entity approves your plans or requests changes for additional review.  If changes are requested for additional review, you will be able to use the same personalized return code and email with personalized link to access your submitted form and revise it.

What should I do if I need to change my Phase 2 plans after they’ve been approved?

If you need to change your Phase 2 plans after you’ve been approved to begin implementing them, simply return to your submitted RedCAP form and revise it using your personalized return code and email with personalized link.  Make the changes you need, and resubmit your form.  This will trigger an automatic notification to your supervisory entity requesting approval of your new plans.  See the above section entitled “When and how will I hear if I’m approved to begin implementing Phase 2 plans?” for information about next steps after that point.

Who should I contact if I have questions or run into problems?

If you have questions, concerns, or technical difficulties, please contact us at ovpr@vanderbilt.edu.  You’re also welcome to contact your dean’s office with questions about the review and approval of your submitted Phase 2 Intake Form.

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