Summary Accrual Reporting for UAHS Clinical Research Studies

Summary Accrual refers to an OnCore function that reports the total number of participants enrolled in a clinical trial, using periodic updates to track research visits. This function differs from normal OnCore use, which involves detailed data about individual participants and complete calendar information to log visit history and procedure coverage.

Since OnCore serves as an enterprise system, all clinical research investigators at UAHS are required to record and store their human subjects data in OnCore's database. In almost all cases, investigators must keep comprehensive information about their protocols, human subjects, and study calendars, with timely data input (within 24 hours) after every research visit to ensure Banner Health billing compliance.

However, Summary Accrual can be used in special circumstances when OnCore's workflow features aren't needed for billing or regulatory compliance. Clinical research studies that do not involve Banner facilities or billable expenses, and that utilize REDCap for their subject management, can be considered for Summary Accrual, using minimum data (listed below) in OnCore. However, meeting those two criteria does not necessarily mean a clinical research study can or should be considered for Summary Accrual. Additional considerations include cohort size and enrollment processes. Generally, studies with large cohorts that do not involve the use of informed consent forms are more likely to be considered for Summary Accrual, especially if they are observational, retrospective, or banking studies.

In most cases the OnCore team will contact investigators whenever their initial review of a new protocol indicates that Summary Accrual may be advisable. Investigators are also welcome to contact if they are interested in the Summary Accrual process for their clinical research study.

In every review for Summary Accrual accommodation, the OnCore team will reconcile the operational needs of a clinical research study with institutional priorities for enterprise data on research productivity and interaction with human subjects, as well as best practices for research ethics and regulatory compliance. As such, not all requests for Summary Accrual accommodation can be considered or granted.

Whether research teams are using Summary Accrual or the standard, full suite of OnCore management functions, the OnCore team provides training and one-on-one assistance by email and over Zoom. OnCore team members are also available to attend departmental research coordinator meetings to provide information on OnCore features, workflows, and related Research Administration policies.

It is the research team’s responsibility to maintain and keep up-to-date information in OnCore, such as protocol status, staff, and IRB documentation. Please note that any oncology-related studies must be submitted to the University of Arizona Cancer Center Scientific Review Committee (

Accrual information can be provided monthly by an Excel file (which will then be uploaded into OnCore by the OnCore team) or updated directly in OnCore.

Box Upload Example Current

Box for Health Upload Folder

Guidelines are available for research teams that are submitting the monthly Excel file linked above:




If you have any questions about this process, please reach out to

Minimum Data for Summary Accrual Studies

  • Consent Date/On-Study Date
  • Gender (Male, Female, Unknown, Undifferentiated, Unspecified)
  • Race (American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White, Unknown, Not Reported)
  • Ethnicity (Hispanic or Latino, Non-Hispanic, Unknown, Not Reported)
  • Age Group (0-9, 10-19, 20-29, 30-39, 40-49, 50-59, 60-69, 70-79, 80-89, 90-99, 100+, Unknown)
  • Institution (University of Arizona Health Sciences (UAHS)) for most studies; other institutions may be selected such as UCLA, Yale, etc., but they must be listed in OnCore for the protocol)
  • Disease Site/Diagnosis (Optional, will use Diagnosis for protocol)
  • ZIP Code (Optional; if blank will use 99999)
  • Recruited By (Optional)

  • UA IRB Number
  • Title
  • Investigator Initiated: Yes or No
  • Protocol Type (Basic Science, Device Feasibility, Diagnostic, Health Services Research, Other, Prevention, Screening, Supportive Care, Treatment)
  • Sponsor
  • Sponsor Number
  • IRB Approval Dates (Documents will need to be uploaded into OnCore each time there is a submission to the IRB.)
  • Protocol Status and Dates (Open to Accrual, Closed to Accrual, IRB Study Closure)
  • Disease Site/Diagnosis
  • Target Accrual

  • Principal Investigator
  • Primary CRC
  • Primary IRB Coordinator