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Step 1: Request an individual account to ClinicalTrials.gov
Request an individual account to the ClinicalTrials.gov Protocol Registration and Results Submission System (PRS). A PI, as well as any administrator who will assist him/her, should each obtain an individual account. Based on your affiliation, contact the below unit to request an account:
|Campus Units||Cancer Center||Medical School|
Include your name, school/college, department, email address, and phone number
|Complete the PRS Administrator Contact Request Form in ClinicalTrials.gov||
Email the Regulatory Affairs Office
Include your name, department, email address, and phone number
Step 2: Register the Clinical Trial
- Log into the PRS system and select "New Record" from the Quick Links menu.
- The "Record Owner" of the registration record is the individual who begins the record. At U-M, the Responsible Party should also be the Record Owner. Once the Responsible Party has created the new record, they can give access to the record to any administrators who will help with registration.
- Enter the required data elements. Use the protocol, informed consent document(s), and the IRB application to complete the registration form.
- Ensure the HUM # is listed as the "Unique Protocol ID".
- Preview, inspect, and submit the registration record.
- Verify in PRS that the Record Status is "Released." ClinicalTrials.gov will not process the record unless it is released.
For additional guidance, review ClinicalTrials.gov's Protocol Registration Data Element Definitions.
Step 3: Address PRS Review Comments
Anytime the Responsible Party releases a record, PRS staff will review it for any apparent errors, deficiencies, and/or inconsistencies based on the PRS Review Criteria. If PRS Staff identify potential issues with your record, they will add comments to your record. Major comments must be corrected or addressed. Comments identified as Advisory, should be addressed to improve clarity of the record.
Once a record is released, the Responsible Party should:
- Monitor the record for any PRS review comments.
- Respond, in a timely fashion, to any communications from oversight units (i.e. Regulatory Affairs, ORCR, etc.) regarding PRS review comments related to your study record.
- Make corrections in response to PRS review comments within 15 days.
- Release the record for PRS review, once all corrections have been made.
Once the record is accepted by ClinicalTrials.gov staff for publication, the record, including its NCT Number, will be available on ClinicalTrials.gov within 2–5 business days.
You should plan for registration to take one to two hours. Also note, that the PRS review process can take a few days, so plan accourdingly to ensure the study is registered on the public facing site within the required time-frame.
Once your study is registered and issued an NCT number, you need to add the NCT number to the study workspace in eResearch Regulatory Management. To do so, follow the below instructions:
- If this is a multi-site trial, refer to the eResearch instructions regarding your responsibility for registering the study at ClinicalTrials.gov.
- Anyone who has edit rights on the study in eResearch can add the NCT number (no IRB staff involvement is required).
- Click the “Update NCT Number” on the left sidebar and enter the NCT number in the box provided.
- An 8-digit number is required – including 1 or more zeros at the beginning.