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ADRC Onboarding Guide to NACC Data Platform

Document Overview​

This comprehensive guide outlines the process for a new Alzheimer's Disease Research Center (ADRC) to begin using the NACC Data Platform. From receiving your initial NIA funding notification through achieving full operational readiness for data submission, this guide will walk you through each step. It incorporates lessons learned from recent ADRC onboarding and reflects current best practices for the Flywheel-based UDSv4 data submission platform.

Audience: ADRC Administrators, Principal Investigators (PIs), Data Managers, and IT Staff

Your High-Level Onboarding Journey: A Flowchart Overview​

Screenshot: ADRC_Onboarding_Flowchart_HighLevel.png

This diagram illustrates the five major phases of your ADRC's onboarding journey to the NACC Data Platform, showing how tasks progress over an estimated 4–8 weeks.

Here's a simplified list for the high-level overview:

Key Roles and Responsibilities: Your Team & Ours​

To successfully onboard your ADRC to the NACC Data Platform, several key players from both your center and NACC will collaborate. Here’s a breakdown of who does what:

RoleTeamYour ResponsibilitiesNACC's Responsibilities
NIA Program OfficerNIA(No direct action required by your center)Issue official funding notification to NACC and your center.
ADRC AdministratorYour CenterLead the onboarding process, provide user lists, ensure communication, and act as primary contact for NACC.Facilitate your onboarding, provide support, and coordinate internal NACC teams.
ADRC PIYour CenterEnsure institutional support, oversee compliance, and approve data-related decisions.Consult with your PI as needed, ensure proper access for your PI.
ADRC Data Manager(s)Your CenterManage data submission workflows, ensure data quality, and be the primary technical contact for NACC.Provide technical training and support for data submission, QC, and platform usage.
ADRC IT StaffYour CenterCoordinate any necessary network or system configurations for platform access.Provide specific requirements for network configuration and domain whitelisting.
NACC Tech TeamNACC(Collaborate as needed for technical setup)Assign your Center ID, set up your Flywheel project, manage user permissions, and provide technical support.
NACC Grants & FinanceNACC(Collaborate as needed for subcontract setup)Set up subcontracts and manage financial agreements with your institution.
NACC CommunicationsNACC(Receive communications and provide feedback)Send welcome information and manage the NACC Directory.
NACC REDCap AdminNACC(If your center uses a NACC-hosted REDCap project rather than a local database, collaborate with NACC on your REDCap project needs)Create and manage NACC-hosted REDCap projects (applicable only to centers that do not use a local database).

PHASE 1: OFFICIAL NOTIFICATION & INITIAL SETUP​

This initial phase begins when NIA confirms your ADRC's funding and concludes with the very first steps towards setting up your access to the NACC Data Platform.

Step 1.1: NIA Confirms Your Funding​

  • What happens: The National Institute on Aging (NIA) officially notifies your center about your P20 or P30 funding award.
  • Your Action: Your PI and administrative contacts will receive this notification.
  • Key Information: This notification will include your official center name and key contact information.
  • Timeline: This is the starting point of the onboarding process.

Step 1.2: NACC Assigns Your Center ID (ADCID)​

  • What happens: Upon receiving NIA's notification, the NACC Tech Team will assign a unique Center ID (ADCID) to your ADRC. This is a number that will be used to identify your center in the NACC system, link to your data, and facilitate all subsequent set-up steps.
  • Your Action: You will be informed of your ADCID. Please keep this for your records.

Step 1.3: Your Center Submits the Onboarding Request​

  • Your Action: As the ADRC Administrator, you will need to send an email to NACCHelp@uw.edu with the subject line: "[Your Center Name] Onboarding Request". This email officially initiates your onboarding process.
  • What to include in the email:

    • Official Center Name: (e.g., "UT Southwestern Alzheimer's Disease Research Center")

    • Key Contact Information:

      • Your PI's Full Name and Email
      • Your Full Name and Email (as Administrative Contact)
      • Your Institutional Email Domain(s): (e.g., utswmed.org, utsouthwestern.edu) – list ALL domains used by your institution. This is crucial for setting up your access.

    • Initial User List: A spreadsheet or CSV detailing staff who will need NACC Data Platform access, including for each user:

      • Full Name
      • Email Address
      • Role (e.g., Administrator, Data Manager, Clinical Core, Neuropathologist, Imaging Specialist)
      • Requested Access Level (e.g., View / Access, Submit/ Audit). (Note: Please see the NACC Data Platform Permissions – Options Overview document for details.)

    • Preferred Data Submission Method(s):

      • Direct Data Entry into NACC REDCap (Recommended for ease of use)
      • Batch File Upload (If you have your own data collection system)
      • Upload data via API (For direct management using the NACC API within the Flywheel platform)
      • Other: __________________

      (Note: Please refer to the Form Data Submission – Introduction document for details.

Email Template:

Subject: [Your Center Name] Onboarding Request

Dear NACC Onboarding Team,

Our center has received [P20 / P30] funding from NIA and we are ready to onboard to the NACC data platform. Please find the information required below:

1. OFFICIAL CENTER NAME [e.g., "UT Southwestern Alzheimer's Disease Research Center"]

2. CENTER CONTACT INFORMATION

  • PI Name: [Full Name]
  • PI Email: [Email Address]
  • Administrative Contact: [Full Name]
  • Admin Email: [Email Address]
  • Institutional Domain(s): [e.g., utswmed.org, utsouthwestern.edu]

3. USER LIST (Use attached spreadsheet or CSV)

For each user include:

  • Full Name

  • Email Address

  • Role (Administrator, Data Manager, Clinical Core, Other)

  • Requested Access Level (View / Access, Submit/ Audit)

4. PREFERRED DATA SUBMISSION METHOD(S)

[ ] Direct Data Entry into NACC REDCap

[ ] Batch File Upload

[ ] Upload data via API

[ ] Other: __________________

Thank you,

[Your Name]

[Your Center Name]

  • Timeline: Following your center receiving funding confirmation.
Important Note

Provide your best initial list. You can always add people later as they are hired/join your institution.

Step 1.4: NACC Sets Up Financial Agreements (Subcontracts)​

  • What happens: Prior to onboarding, the NACC Grants & Finance team (naccgrants@uw.edu) will contact your institution's Central grants or finance office to set up subcontracts and financial agreements. Please note that onboarding cannot begin until proper funding and data distribution terms are fully in place.
  • Your Action: Your Campus Central and departmental level grants/finance office will work directly with NACC. You may need to provide internal contacts with the NACC Grants & Finance Team, such as Campus Central Office of Sponsor Program contact, and the Departmental level Administrators and Grants Managers that directly involved managing this subawards.
  • Timeline: The duration of this process varies, but it runs in parallel with other onboarding and setup activities.
Key Point

Although subcontracts must be finalized before official data distribution can begin, your center may often submit test data before this process is complete. This allows your team to get familiar with the platform without waiting for all paperwork and agreements to be finalized.

PHASE 2: WELCOME & NACC DIRECTORY SETUP​

Once your initial request is submitted, NACC will begin setting up your center profile and preparing initial communications.

Step 2.1: You Receive Your NACC Welcome Email​

  • What happens: You and your team will receive a welcome email from NACC. This email will introduce you to the NACC mission, provide an overview of the data platform, and outline the next steps in your onboarding journey. It will also include a “getting started” guide with key contacts and links to support resources.
  • Your Action: Review this email carefully. It will contain important information about what to expect.
  • Timeline: Within 1–2 weeks of NACC receiving your onboarding request.
Note

This email sets expectations for the multi-step onboarding process and provides initial resources.

Step 2.2: Your Center is Set Up in the NACC Directory​

  • What happens: NACC will create a record for your center in the NACC Directory, which is the central registry for all ADRCs. This record will include your official center name, PI and administrative contacts, and other relevant details.
  • Your Action: You may be asked to confirm certain details to ensure accuracy.
  • Timeline: This process runs in parallel with other onboarding activities.
Important Note

The NACC Directory is critical for managing user access and ensuring that your center's information is correct across all NACC systems.

Step 2.3: Your Team's Administrator User Account is Created​

  • What happens:
    1. Center Administrator Account & Guided Setup: The NACC team will establish a REDCap user account for your designated Center Administrator. We highly recommend a guided video call with our staff to walk the Administrator through completing initial forms (Company & Leadership Information) and creating user records for your Center Members.
    2. Streamlined Member Setup: For efficiency, our staff can assist with bulk importing member contact information from a CSV file. Once minimal member data is in the Directory, we will show the Administrator how to distribute the Member Profile Survey to individual members.
  • Your Action: Once your Center Administrator has added your contact information to the NACC Directory, you will receive a unique link to your Member Profile Survey. Completing this survey is a crucial first step. In the survey, you will:
    1. Review and add details to your personal profile in the NACC Directory.
    2. Select your desired permissions for accessing the NACC Data Platform (Flywheel). (Note: Please see the NACC Data Platform Permissions – Options Overview document for details.)
  • Timeline: Within 1–2 weeks after NACC receives your user list.
Key Point

Claiming your Directory account is a necessary first step. It is separate from gaining access to Flywheel or REDCap, which happens in later phases.

Step 2.4: Using your "Getting Started" Guide​

  • What happens: NACC Communications will provide a "Getting Started" guide, which is a concise resource pack designed to help your center navigate the initial phases. It will include:
    • An overview of the ADRC Network
    • A timeline for the onboarding process
    • Key contacts for support
    • FAQs (e.g., "What is my Center ID?", "How do I log in?", "Where is documentation?")
    • Links to the NACC Documents site, NACC Portal, and support email.
  • Your Action: Distribute this guide to your team. It is an excellent resource for quick answers.
  • Timeline: Within 1–2 weeks, after your Directory setup is underway.

PHASE 3: TECHNICAL SETUP (FLYWHEEL & REDCAP)​

This phase focuses on the technical configuration of your center's access to the NACC Data Platform, including Flywheel and REDCap.

Important Prerequisites

Before NACC can fully set up your technical access, please ensure the following:

  • ✓ Your Center ID (ADCID) has been assigned (Step 1.2).
  • ✓ Your center's record has been created in the NACC Directory (Step 2.2).
  • ✓ Your team's Administrator NACC Directory User Account has been created, and all team members have entries in the NACC Directory and have completed their corresponding Member Profile Survey and NACC Data and Systems User Agreement (Step 2.3).
  • ✓ Your team’s Administrator has approved Data Platform permissions for each member.

Step 3.1: NACC Whitelists Your Institutional Email Domain(s) with Flywheel​

  • What happens: NACC will submit a request to Flywheel to "whitelist" your institution's email domain(s) (e.g., utswmed.org). This allows your staff to securely authenticate in the Flywheel platform using their institutional credentials.
  • Your Action: Ensure NACC has the exact and complete list of your institutional email domain(s) that your staff will use for login.
  • Timeline: Approximately 1 week, depending on Flywheel support response.
Common Issue

If this step is missed or incorrect, your team members may experience "access denied" errors when trying to log in.

Step 3.2: NACC Creates Your Flywheel Center Project​

  • What happens: NACC will create a dedicated project for your center within the Flywheel platform. This project will be structured to securely receive your data, typically with separate projects for "Sandbox Mode" (for testing) and "Production Mode" (for official data). It will also be configured with quality control (QC) tools and data export pipelines. (Note: Please see the Sandbox Submission Mode documentation for details.)
  • Your Action: Understand that your data will be organized within this dedicated project.
  • Timeline: Approximately 1 week after domain whitelisting is confirmed.

Step 3.3: Your Users Gain Access to Flywheel with Correct Permissions​

  • What happens: Once your team members have completed their Member Profile Surveys and your domain is whitelisted, NACC will ensure that these users are automatically added to your Flywheel project with the appropriate access levels (e.g., Administrator, Data Manager, Read-only).
  • Your Action: Confirm with your team that they can successfully log in to Flywheel and see your center's project. Verify that each user has the correct role for their responsibilities.
  • Timeline: 1–2 days after users complete their Member Profile Surveys and domain whitelisting is complete.
Troubleshooting

If a user cannot log in or access the project, common reasons include: (1) they haven't completed their Member Profile Surveys, (2) their domain is not whitelisted, (3) their institutional IT may have specific network restrictions, or (4) they used their ORCHID instead of their email address as the username.

Step 3.4: Determine REDCap Configuration & NACC Creates Projects (If Applicable)​

  • What happens: NACC will work with you to determine the best method for your data submission. (Note: Please refer to the Form Data Submission – Introduction document for details.)
    • Option A – Direct Data Entry into NACC REDCap (Recommended): If you choose this, NACC will create dedicated REDCap projects for your center for each module (e.g., UDS, FTLD, LBD, DS, Milestones, CLS, NP, BDS, MDS, COVID-19). This is often the easiest option as NACC manages the platform.
    • Option B – Batch File Upload: If you use your own data collection system, NACC will provide documentation on the required CSV file formats for you to upload.
    • Option C – Upload data via API: You would use the NACC API to manage forms and data uploads.
  • Your Action: Clearly communicate your preferred data submission method to NACC. If choosing NACC-Hosted REDCap, specify which modules you need.
  • Timeline: 1–2 weeks, depending on your decision and NACC's configuration needs.
Note

NACC-Hosted REDCap simplifies much of the technical setup for your center.

Step 3.5: Your Users Gain Access to REDCap Projects (If Applicable)​

  • What happens: If you are using NACC-Hosted REDCap, your team members with appropriate permissions (e.g., data entry, project admin) will be added to your specific REDCap projects.
  • Your Action: Confirm that your team members can log in to REDCap and access the necessary projects for data entry or management.
  • Timeline: Immediately after REDCap projects are created.

Step 3.6: Your Center's Sandbox is Created​

  • What happens: NACC will create a dedicated "Sandbox" environment within Flywheel. This is a safe, separate space where your team can:
    • Upload sample data without affecting your official production data.
    • Test data formats and validation rules.
    • Practice the entire submission workflow.
    • Familiarize yourselves with quality control (QC) reports and error checking.
  • Your Action: Encourage your data managers and relevant staff to utilize this sandbox extensively to prepare for official data submission.
  • Timeline: Approximately 1 week, typically in parallel with production setup.
Important Note

Data submitted to the Sandbox will not be included in NACC data distributions and will be periodically cleared. It's solely for practice.

PHASE 4: TRAINING & ORIENTATION​

Once the technical foundation is in place, NACC will provide essential training and resources to ensure your team is familiar with the NACC Data Platform.

Step 4.1: Technical Orientation Meeting​

  • What happens: NACC will schedule a live, interactive meeting (60–90 minutes) with your team. This session will provide a comprehensive overview of the NACC Data Platform.
  • Your Action: Ensure key team members attend, including your PI, Administrator, Data Manager(s), and anyone who will use the platform. Be prepared with questions.
  • Attendees: Your team, along with NACC Tech Lead and Onboarding Project Manager.
Timing

This meeting is typically scheduled after most technical setups are complete and your team members have active accounts. This ensures you can follow along and even practice in real time.

Step 4.2: What to Expect During the Technical Orientation​

  • What happens: The orientation will cover practical aspects of using the platform, including:
    • Navigating the NACC Portal and NACC Directory.
    • Detailed guidance on your chosen data collection method (REDCap, Flywheel, or CSV upload).
    • How to use the Flywheel interface to create submissions, upload files, and monitor status.
    • Understanding the Quality Control (QC) process, how to interpret error reports, and steps for correction.
    • Common troubleshooting tips.
    • How to access support.
  • Your Action: Actively participate, ask questions, and take notes. There will often be a live demonstration and an opportunity to practice using the sandbox.
Key Benefit

This meeting is crucial for reducing future errors and ensuring your team feels confident with the platform.

Step 4.3: NACC Provides Documentation & Resources​

Step 4.4: Directory Management Training for Center Administrators​

  • What happens: NACC will provide a focused training session on directory management.
  • Your Action: Center Administrators will participate in this training. NACC will clarify what actions the Center Administrator can make and what is expected of them.
Note

Center Administrators are responsible for entering and archiving their member information in the Directory. They will additionally approve data platform permissions, if requested by their center members. While NACC can answer questions and troubleshoot, it is ultimately up to the Center Administrator to ensure accuracy of data entered.

PHASE 5: YOUR FIRST DATA SUBMISSION & ONGOING SUPPORT​

This final phase marks your center's "go-live" and transitions to routine data submission and continuous support from NACC.

Step 5.1: Your First Sandbox Submission​

  • Your Action: With NACC's guidance, your team will prepare and upload your first test data to the Flywheel sandbox. This is a critical step to identify and resolve any data formatting or process issues in a non-production environment.
  • NACC's Support: NACC will walk you through creating submissions, uploading files, triggering QC validation, and reviewing error reports. They will be available to help you understand and fix any errors.
  • Timeline: 1–2 weeks (this timeline is flexible and depends on your center's readiness).
Key Benefit

This step helps catch many common issues before they impact your official data.

Step 5.2: Your First Production Data Submission​

  • Your Action: Once your sandbox submissions are successful and all QC issues are resolved, your team will upload your first official data to the production environment in Flywheel.
  • NACC's Support: NACC will monitor this submission closely and be ready to provide immediate assistance if any issues arise.
  • Timeline: Approximately 1 week after successful sandbox submission.
Congratulations!

A successful first production submission signifies your center is fully "go-live" on the NACC Data Platform.

Step 5.3: Transition to Ongoing Support​

  • What happens: After your successful go-live, your primary support channel will transition to NACC Support. Your center will be integrated into NACC's ongoing support workflow.
  • Your Action: Direct any future questions or issues to nacchelp@uw.edu. You will also be informed of any designated NACC liaison for your center, if applicable.
  • Timeline: Ongoing, after your center is fully operational.
NACC's Commitment

NACC is committed to providing continuous support and will periodically check in on data quality and platform usage.

ONGOING SUPPORT & RESOURCES​

Your successful onboarding is just the beginning of your partnership with NACC. We are here to support your center continuously.

NACC Support Contact Information:

  • Primary Support: nacchelp@uw.edu
  • Response Time: NACC aims to respond to all inquiries during standard business hours.
  • Escalation: If you have an urgent issue that requires immediate attention beyond standard help desk support, please follow the escalation path provided during your Technical Orientation.

Key Resources:

Appendix: SPECIAL TOPICS FOR CENTER ADMINISTRATORS​

A. Test Data Submissions (Before Official Funding)​

Important Policy:

  • Your center can submit test data to NACC even before your official funding is confirmed by NIA.
  • These test submissions allow your team to become familiar with the data submission process and platform without waiting.
  • Crucially, any test data submitted before official funding is confirmed will NOT be included in NACC data distributions and will be permanently deleted once your center's funding is official.

Process:

  1. If your center has prospective funding (pending NIA decision), you can contact NACC to initiate a test onboarding.
  2. Your center will be set up in a test/pre-production environment.
  3. You can submit data (via CSV or NACC-Hosted REDCap) to this test environment.
  4. NACC will provide feedback on data quality and format.
  5. Once your official funding is confirmed, the test environment will be cleared, and your center will transition to the full production environment. You will then re-submit your actual data.

B. Returning Centers (Reactivation)​

If your center has been previously funded by NIA and is returning to the NACC Data Platform after a period of inactivity, the onboarding process is much faster.

Key Steps:

  1. Confirmation: NACC will confirm your updated contact information and reactivate any previously existing user accounts.
  2. Financials: NACC Grants & Finance will confirm current grant terms.
  3. Check-in: A brief meeting with your NACC liaison will update you on any platform changes since your last active period.
  • Timeline: Typically, 1–2 weeks, significantly faster than a new onboarding.
Note

While much of the setup is already in place, there may be updates to the platform or new procedures to learn.

C. Troubleshooting Common Access Issues​

If your team members have trouble logging in to Flywheel or accessing your project, here are the most common issues and solutions:

SymptomLikely CauseWhat to Check & Do
"No institutions found for this email" or similar authentication error.Your institution's email domain has not been whitelisted by NACC with Flywheel, or it's incorrect.Contact NACC Support. Ensure NACC has the exact and complete list of your institutional email domain(s) (e.g., youruniversity.edu, youruniversitymedcenter.org).
A user created an account but still can't log in.The user has not yet "claimed" their NACC Directory account, or their institution's domain isn't fully whitelisted.Ask the user to check their email for the NACC Directory invitation and follow the steps to claim their account. Confirm with NACC that your domain is whitelisted.
Some users can log in, but others can't.Your institution may use multiple email domains, and not all have been whitelisted.Contact NACC Support. Provide NACC with all possible email domains used by your staff (e.g., main campus email vs. medical center email).
User logs in successfully but gets "No access to projects" or cannot see your center's project.The user has been added to Flywheel but has not yet been granted permission to your specific center's project.Contact NACC Support. NACC needs to verify their permissions within your Flywheel project.

Prevention is Key:

  • Provide NACC with all institutional email domains your staff might use at the beginning of the process.
  • Ensure all team members follow the instructions to "claim" their NACC Directory account immediately after receiving the invitation.

D. Parallel Processes & Timeline Considerations​

The onboarding process is dynamic, with many tasks happening simultaneously to expedite your journey. Here's a general idea of how the tracks run:

WeekYour ActionsNACC's Actions
1NIA confirms funding to your PI. You submit Onboarding Request.NACC assigns Center ID. NACC initiates subcontract setup. NACC starts NACC Directory setup for your center.
2Your team claims NACC Directory accounts. Your grants/finance office works with NACC on subcontracts.NACC sends Welcome Email & Getting Started Guide. NACC sends domain whitelist requests to Flywheel. NACC creates your Flywheel project.
3Your team gets familiar with resources. Your grants/finance office continues subcontract process.Flywheel domain whitelist confirmed. Your users are added to Flywheel. NACC creates REDCap projects (if applicable).
4Your team accesses Flywheel/REDCap; explores sandbox.NACC ensures all user permissions are correct. NACC schedules Technical Orientation.
5Your team attends Technical Orientation. You begin testing in the Sandbox.NACC delivers Technical Orientation. NACC provides ongoing support for sandbox testing.
6–8You continue sandbox testing; prepare for first production submission. You make your first production submission.NACC supports your sandbox and production submissions. NACC transitions your center to ongoing support.

Critical Dependencies (What needs to happen before the next step):

  • Flywheel/REDCap access depends on your team completing their Member Profile Surveys.
  • Flywheel login depends on your institution's email domain being whitelisted.
  • Your first production data submission should only occur after a successful sandbox submission.

To help minimize delays:

  • Submit your onboarding request and user list as early and completely as possible.
  • Ensure your team claims their NACC Directory accounts promptly.
  • Respond quickly to NACC requests for information (e.g., domain names, module choices).
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