Clinical Trials Reporting Program

Guiding You Through the Clinical Trials Registration Process About CTRP Who Registers, What Trials & When How to Register Trials Frequently Asked Questions - FAQs CTRP Program - FAQs Expectations for Awardees - FAQs Registration - FAQs CTRP Orientation, Communications, and Support - FAQs Data Access - FAQs Resources Glossary of CTRP Terms CTRP Acronyms Guiding You Through the Clinical Trials Registration Process This site provides information and resources to assist you in understanding NCI's new Clinical Trials Reporting Program (CTRP) and to prepare you for registering clinical trials. It is recommended that you review this site to become familiar with the program prior to submitting your trials at the CTRP trial registration site. Learn more about NCI's new CTRP initiative Overview of the 2009 phased approach to CTRP reporting View a 6-step guide outlining the CTRP registration steps and printable worksheet to help you prepare for registration Answers questions relating to the purpose of CTRP and specific registration details Contains a glossary of CTRP terms and acronyms; an online demo; and other useful templates and documentation Ready to register your trials? When you are ready to register your trials, go to the Clinical Trials Registration Site Back to Top About CTRP NCI's new Clinical Trials Reporting Program (CTRP) fulfills a recommendation made by the NCI Clinical Trials Working Group (CTWG) to the National Cancer Advisory Board. The purpose of the program is to establish a comprehensive database containing regularly updated information on on all NCI-funded clinical trials. Grantees will enter specific information about each clinical trial into the database. NCI will internally transfer to CTRP information on CTEP, CCR and DCP trials, eliminating the need for awardees to enter information on these trials. NCI will use this information to coordinate research efforts to optimize our nation's investment in cancer research. NCI initiated a phased launch of CTRP, which started January 2009 with a focus on registering interventional trials only. The registration of observational, ancillary and correlative studies will begin in 2010. Check back regularly for updates. Back to Top Who Registers, What Trials & When New interventional trials are to be registered with CTRP using a phased approach in 2009. Some of the NCI-Designated Cancer Centers will serve as CTRP early adopters (CTRP Early Adopters): Starting third quarter of 2009 CTRP Early Adopters begin registering new interventional trials Starting fourth quarter of 2009 CTRP Early Adopters begin registering existing interventional trials Starting fourth quarter of 2009 All NCI-Designated Cancer Centers register new interventional trials Starting first quarter of 2010 Grantees other than NCI-Designated Cancer Centers register new interventional trials All NCI-Designated Cancer Centers register existing interventional trials Starting second quarter of 2010 Grantees other than NCI-Designated Cancer Centers register existing interventional trials Back to Top Back to Top How to Register Trials The following steps are designed to guide you through the registration of trials with NCI's Clinical Trials Reporting Program. Registration Steps - 6 steps to register trials    Step 1 Decide whether your organization's interventional trials need to be reported    Step 2 Gather Required Information    Step 3 Create User Account    Step 4 Search Trials    Step 5 Submit Trials    Step 6 Verify Trial Information Decide whether your organization's interventional trials need to be reported o   Has the trial already been reported to NCI through its Cancer Therapy Evaluation Program (CTEP) or the Division of Cancer Prevention (DCP)? If yes, you do not have to register the trial with CTRP. NCI will transfer data for this trial to CTRP. o   Is your organization an NCI-Designated Cancer Center that is not a CTRP Early Adopter? You are scheduled to begin registering new interventional trials beginning the fourth quarter of 2009. o   Are you a grantee who is not at an NCI-Designated Cancer Center? You are scheduled to begin registering new interventional trials in the first quarter of 2010. Gather Required Information Before you begin to register your trials with CTRP, it will be helpful to gather the following information for each trial, as applicable: o   Lead Organization Trial Identifier o   Trial Title, Type, Phase, Purpose (prevention, treatment, diagnostic) o   Lead Organization and Principal Investigator o   Sponsor / Responsible Party o   Summary 4 Information (Funding Category and Funding Sponsor) o   Status and Status Date (Study Start and Completion Date) o   NIH Grant Information (Funding Mechanism, Institute Code, Serial Number, NCI Division or Program Code) o   IND/IDE Information (Number, Grantor, Holder Type) You will also need to upload the following trial-related documents in support of each trial's registration: o   Protocol Document (or in the case of proprietary protocols, submit the CTRP Registry Proprietary Trial Template in place of the protocol document) o   IRB Approval o   Informed Consent (if not embedded within the protocol document) o   List of participating Sites for Multi-Center Studies (use the CTRP Registry Participating Sites Template if not already described within the protocol document) Create User Account o   Create An Account. Enter an email account and create a password. You will receive a confirmation email. o   Account Profile. Click on the link listed in your confirmation email to activate your account and to enter your Account Profile information. o   Log In. After entering the Account Profile info you will be asked to log in again. If you forgot your password, then reset it. o   Search Screen. You will be routed to a Search Screen after log-in. Search Trials You may want to check if you or someone at your organization has already submitted the trial(s) that you are registering. Also, for multi-center trials you can check if other centers have already registered the trial. Search My Trials. Use this feature to find trials that have been submitted through your account. Search All Trials. Use this feature to view select data on all registered trials within CTRP from all submitting organizations. Submit Trials o   Enter Trial Information. Complete the data fields for each trial. "Drop down" menus can help you make a selection. Fields marked with an asterisk are required. You will not be able to register the trial without completing these fields. o   Upload Trial Documents. The following trial-related documents are required as part of your trial's registration to CTRP:    o   Protocol Document (or in the case of proprietary protocols, submit the CTRP Registry Proprietary Trial Template in place of the protocol document)    o   IRB approval    o   Informed consent (if not embedded within the protocol document)    o   List of participating sites for multi-center studies (use the CTRP Registry Participating Sites Template if not already described within the protocol document) You can attach these files just like you attach a file to an email. You can "browse" the files on your computer and select a file. o   Submit. Review the trial information that you have entered and click "Submit." You may print the information for your trial prior to submitting it. If you need to make any changes after you have submitted the trial, please contact the CTRP staff by email. Verify Trial Information o   Review. You will receive an email within 48 hours letting you know whether the trial has been accepted or rejected to CTRP. CTRP will include reason(s) if the trial is rejected in the email (e.g., a duplicate submission, missing documents). The email will also provide you with a unique identifier assigned by NCI for your trial. o   Abstraction. When a protocol document has been submitted during registration, CTRP will abstract information from the protocol and the other supporting documents. CTRP will contact you via email if there are any questions or need for clarification. o   Confirmation. In the case of a protocol abstraction, CTRP will send you an email with a Trial Summary Report for your review. You can email us with corrections or questions about the Trial Summary Report. Verify that the trial has been abstracted correctly and respond within 5 business days to let CTRP know if the abstraction is correct. If we have not heard from you within 5 business days, CTRP will assume the Trial Summary Report is acceptable. You will also receive a file that includes the abstracted data elements in a format (XML) that you may choose to use to submit the trial to the National Library of Medicine's ClinicalTrials.gov database. NOTE: Submitting information to the CTRP Database does not replace or substitute for any requirement to comply with clinical trial reporting obligations pursuant to the Food and Drug Administration Amendments Act of 2007, P.L. 110-85 (FDAAA). You are responsible for both independently validating the information in the XML file received from CTRP and for submitting the file directly to the ClinicalTrials.gov database. Step 1: Decide whether your organization's interventional trials need to be reported o   Has the trial already been reported to NCI through its Cancer Therapy Evaluation Program (CTEP) or the Division of Cancer Prevention (DCP)? If yes, you do not have to register the trial with CTRP. NCI will transfer data for this trial to CTRP. o   Is your organization an NCI-Designated Cancer Center that is not a CTRP Early Adopter? You are scheduled to begin registering new interventional trials beginning the fourth quarter of 2009. o   Are you a grantee who is not at an NCI-Designated Cancer Center? You are scheduled to begin registering new interventional trials in the first quarter of 2010. Step 2:Gather Required Information Before you begin to register your trials with CTRP, it will be helpful to gather the following information for each trial, as applicable: o   Lead Organization Trial Identifier o   Trial Title, Type, Phase, Purpose (prevention, treatment, diagnostic) o   Lead Organization and Principal Investigator o   Sponsor / Responsible Party o   Summary 4 Information (Funding Category and Funding Sponsor) o   Status and Status Date (Study Start and Completion Date) o   NIH Grant Information (Funding Mechanism, Institute Code, Serial Number, NCI Division or Program Code) o   IND/IDE Information (Number, Grantor, Holder Type) You will also need to upload the following trial-related documents in support of each trial's registration: o   Protocol Document (or in the case of proprietary protocols, submit the CTRP Registry Proprietary Trial Template in place of the protocol document) o   IRB Approval o   Informed Consent (if not embedded within the protocol document) o   List of participating Sites for Multi-Center Studies (if not already described within the protocol document) Step 3: Create User Account o   Create An Account. Enter an email account and create a password. You will receive a confirmation email. o   Account Profile. Click on the link listed in your confirmation email to activate your account and to enter your Account Profile information. o   Log In. After entering the Account Profile info you will be asked to log in again. If you forgot your password, then reset it. o   Search Screen. You will be routed to a Search Screen after log-in. Step 4: Search Trials You may want to check if you or someone at your organization has already submitted the trial(s) that you are registering. Also, for multi-center trials you can check if other centers have already registered the trial. Search My Trials. Use this feature to find trials that have been submitted through your account. Search All Trials. Use this feature to view select data on all registered trials within CTRP from all submitting organizations. Step 5: Submit Trials o   Enter Trial Information. Complete the data fields for each trial. "Drop down" menus can help you make a selection. Fields marked with an asterisk are required. You will not be able to register the trial without completing these fields. o   Upload Trial Documents. The following trial-related documents are required as part of your trial's registration to CTRP:    o   Protocol Document (or in the case of proprietary protocols, submit the CTRP Registry Proprietary Trial Template in place of the protocol document)    o   IRB approval    o   Informed consent (if not embedded within the protocol document)    o   List of participating sites for multi-center studies (use the CTRP Registry Participating Sites Template if not already described within the protocol document) You can attach these files just like you attach a file to an email. You can "browse" the files on your computer and select a file. o   Submit. Review the trial information that you have entered and click "Submit." You may print the information for your trial prior to submitting it. If you need to make any changes after you have submitted the trial, please contact the CTRP staff by email. Step 6: Verify Trial Information o   Review. You will receive an email within 48 hours letting you know whether the trial has been accepted or rejected to CTRP. CTRP will include reason(s) if the trial is rejected in the email (e.g., a duplicate submission, missing documents). The email will also provide you with a unique identifier assigned by NCI for your trial. o   Abstraction. When a protocol document has been submitted during registration, CTRP will abstract information from the protocol and the other supporting documents. CTRP will contact you via email if there are any questions or need for clarification. o   Confirmation. In the case of a protocol abstraction, CTRP will send you an email with a Trial Summary Report for your review. You can email us with corrections or questions about the Trial Summary Report. Verify that the trial has been abstracted correctly and respond within 5 business days to let CTRP know if the abstraction is correct. If we have not heard from you within 5 business days, CTRP will assume the Trial Summary Report is acceptable. You will also receive a file that includes the abstracted data elements in a format (XML) that you may choose to use to submit the trial to the National Library of Medicine's ClinicalTrials.gov database. NOTE: Submitting information to the CTRP Database does not replace or substitute for any requirement to comply with clinical trial reporting obligations pursuant to the Food and Drug Administration Amendments Act of 2007, P.L. 110-85 (FDAAA). You are responsible for both independently validating the information in the XML file received from CTRP and for submitting the file directly to the ClinicalTrials.gov database. If you have questions or comments regarding this document, or other CTRP topics, please contact NCICB Applications Support at: Email: ncicb@pop.nci.nih.gov Web site: http://ncicb.nci.nih.gov/NCICB/support Toll-free: 888-478-4423 Phone: 301-451-4384 Live telephone support is available Monday to Friday, 8 a.m. to 8 p.m. Eastern Time, excluding federal holidays. Back to Top Back to Top Frequently Asked Questions - FAQs CTRP Program >> What is the purpose of the Clinical Trials Reporting Program (CTRP)? How will CTRP be connected to other databases within NCI and NIH? Will CTRP support the Cancer Centers Summary 4 Report? Will CTRP register my trials with Clinical Trials.gov for me? If I register a trial with CTRP, will CTRP send the trial to PDQ? Expectations for Awardees>> How do I register trials with CTRP? What trials does NCI expect to be registered in CTRP? What data do I need to report and when? Registration >> Are usernames and passwords required to register trials to CTRP? Is batch registration available? Will NCI work with us and/or our vendor to develop a link to CTRP? How do I know that my trials have been registered successfully? When can I view a trial? How do I modify trials or handle errors? How do I know if a trial has been previously submitted to NCI? What formats are acceptable for uploaded supporting trial documents? What is the NCI Division/Program Code? What should be in the NCI Grant Information section? CTRP Orientation, Communications, and Support >> How does NCI intend to notify awardees about CTRP reporting? Is there a mailing list to receive CTRP communications? What type of training or orientation will be provided? How do I get support and find further information? Whom can I contact for assistance? Data Access >> Will I have access to data from my submissions? Will it be shared with awardees or others outside of NCI? Back to Top Back to Top CTRP Program - FAQs What is the purpose of the Clinical Trials Reporting Program (CTRP)? How will CTRP be connected to other databases within NCI and NIH? Will CTRP support the Cancer Centers Summary 4 Report? Will CTRP register my trials with Clinical Trials.gov for me? If I register a trial with CTRP, will CTRP send the trial to PDQ? What is the purpose of the Clinical Trials Reporting Program (CTRP)? In January 2004, the Director of the National Cancer Institute (NCI) established the Clinical Trials Working Group (CTWG) to advise the National Cancer Advisory Board (NCAB) on whether and in what ways the NCI-supported national clinical trials enterprise should be restructured to realize the promise of molecular medicine for advancing oncologic clinical practice in the 21st century. The result of the CTWG's work was a compendium of 22 initiatives detailed in the group's 2005 report "Restructuring the National Cancer Clinical Trials Enterprise". First and foremost in the report is a series of coordination initiatives. As the report notes: "The CTWG envisions an enhanced cancer clinical trials enterprise in which increased participation by the extramural community in the prioritization process more effectively focuses resources on those trials judged most likely to facilitate advances in treatment. The success of this strengthened prioritization process depends on a shared foundation of comprehensive, up-to-date information about the status of cancer clinical trials." The Clinical Trials Reporting Program (CTRP) fulfills a major initiative of the CTWG report: to provide this shared foundation of information by establishing a comprehensive database containing regularly updated information on all NCI funded clinical trials. The database will provide a centralized repository of trials with information collected using standardized data entry fields. NCI will use these data to coordinate efforts to optimize our nation's investment in cancer research. How will CTRP be connected to other databases within NCI and NIH? The CTRP informatics system is based on NCI Enterprise Services, a set of common, shared information services. CTRP will receive data from databases maintained within the Cancer Therapy Evaluation Program (CTEP), the Division of Cancer Prevention (DCP) and the Center for Cancer Research (CCR), using NCI Enterprise Services where possible and file transfer where not. It is expected over time that synchronization between all systems will be seamlessly migrated to NCI Enterprise Services. In addition, NCI's Physician Data Query (PDQ) database will receive data from the CTRP informatics system. Will CTRP support the Cancer Centers Summary 4 Report? CTRP is working with the NCI Cancer Centers Branch to address the reporting requirements for Summary 4. It is anticipated that this capability will be available through CTRP in 2010. Will CTRP register my trials with ClinicalTrials.gov for me? No. The NIH has advised NCI that it should no longer submit data to ClinicalTrials.gov on behalf of NCI awardees either through CTRP, PDQ or any other system. NCI awardees and contractors that are Responsible Parties as defined by the Food and Drug Administration Amendments Act of 2007, P.L. 110-85 (FDAAA) are responsible for submitting data to ClinicalTrials.gov in compliance with FDAAA. As a result, NCI will have to phase out the service currently made available by PDQ. NCI intends to wait until the phased deployment of CTRP includes all NCI awardees before eliminating the ability to submit from PDQ to ClinicalTrials.gov. Nonetheless, NCI is committed to lessening the reporting burdens for its awardees. Accordingly, NCI has incorporated the data elements of FDAAA as well as those of other NCI reporting programs into CTRP to provide a "one-stop shop" for its awardees. To make submission as easy as possible for NCI awardees that are Responsible Parties under FDAAA, CTRP automatically generates, as a by-product of CTRP registration, trial summary files in extended mark-up language (XML) format that are compatible with the requirements of ClinicalTrials.gov. After independently reviewing the trial summaries, NCI awardees can then choose to upload the XML files directly to ClinicalTrials.gov in lieu of registering their trials by manual entry through ClinicalTrials.gov's registration system. The XML files will be prepared by the NCI Clinical Trials Reporting Office (CTRO), which will extract the FDAAA-required data from the information provided to the CTRO through the NCI CTRP web site. NCI will provide this service to reduce the effort of reporting to both ClinicalTrials.gov and CTRP. NOTE: Responsibility for submitting any reports to ClinicalTrials.gov in order to comply with FDAAA reporting requirements remains with the Responsible Party. Submitting information to CTRP does not replace or substitute for the requirement to comply with clinical trial reporting obligations pursuant to FDAAA. However, as noted above, an NCI awardee that submits data through CTRP may determine to provide the XML files received from the CTRO to ClinicalTrials.gov. In that circumstance, the NCI awardee will be responsible for independently validating the information received from the CTRO and submitting its reports directly to the ClinicalTrials.gov database. If I register a trial with CTRP, will CTRP send the trial to PDQ? Yes. CTRP is intended to act as a "one stop shop" for reporting. Data entered into CTRP will be received by PDQ. Back to Top Back to Top Expectations for Awardees - FAQs How do I register trials with CTRP? What trials does NCI expect to be registered in CTRP? What data do I need to report and when? How do I register trials with CTRP? Trials may be submitted online via the NCI Clinical Trials Registration Site. Registration may occur through the manual entry of approximately 15-20 data elements and upload of related documents, which may include the trial protocol, IRB approval, informed consent forms, and a list of participating sites. Additionally, registration of trials may be achieved with batch upload, using a standard .xls (Microsoft Excel) format. The specification of this format may be found at CTRP Registry Batch Upload Template. Technical support is available at NCI Application Support, by phone (301-451-4384 or toll free at 888-478-4423) or by e-mail (ncicb@pop.nci.nih.gov). Please contact NCI Application Support in advance of your first batch submission to gain access to the batch submission process. A third option is to configure local applications to utilize NCI Enterprise Services. The NCI Center for Biomedical Informatics and Information Technology can supply further information via NCI Application Support, by phone (301-451-4384 or toll free at 888-478-4423) or by e-mail (ncicb@pop.nci.nih.gov). What trials does NCI expect to be registered in CTRP? NCI expects CTRP registration for all new NCI-supported interventional clinical trials that were opened to accrual during 2009 in accordance with the schedule for registration. In addition to registration of new trials, NCI will expect awardees to register all existing NCI-supported trials that are active and opened to accrual prior to January 1, 2009. NCI is asking awardees to begin registering existing trials in the next calendar quarter after they began entering new trials as described in the schedule for registration. "NCI-supported" means "all trials sponsored or otherwise financially supported by NCI". For instance, NCI expects all interventional clinical trials, however sponsored, that are conducted in NCI-Designated Cancer Centers to be registered (with the exception below). Thus, trials that NCI-Designated Cancer Centers report as interventional trials in the Cancer Center Summary 4 Report to NCI are expected to be reported through CTRP. Both industry-sponsored and investigator-initiated trials conducted at NCI-Designated Cancer Centers should be registered. NCI expects awardees outside NCI-Designated Cancer Centers to register NCI-sponsored trials through CTRP, subject to the exception below. Exception: Trials that are reviewed and monitored by NCI CTEP, DCP and CCR need not be registered through the CTRP web site, as this information will be transferred within NCI. This exception applies to all CTEP trials submitted via the Clinical Data Update System (CDUS), including all Cooperative Group trials, and all early phase trials submitted to the Clinical Trials Monitoring Service (CTMS) operated by Theradex. Registration of observational, ancillary and correlative studies will not take place until 2010. What data do I need to report and when? CTRP is being launched in phases. Starting in the third quarter of 2009, "Early Adopter" sites will begin registering new trials in CTRP. It is planned that all NCI-Designated Cancer Centers will begin registering new trials to CTRP in the fourth quarter of 2009, with other NCI awardees starting to register new trials in the first quarter of 2010. You can submit trials using the NCI Clinical Trials Registration Site. Registration requires the entry of approximately 15-20 data elements and the upload of related documents, which may include the trial protocol, IRB approval, informed consent forms, and a list of participating sites (for multi-site trials). CTRP will begin accepting the entry of study amendments in the third calendar quarter of 2009. It is expected that CTRP will begin accepting the entry of accrual data in the fourth calendar quarter of 2009. NCI expects to begin a pilot project in early 2010 to have CTRP accept outcome and adverse event data, with a transition to production later in 2010.

Back to Top Registration - FAQs

• Are usernames and passwords required to register trials to CTRP?
• Is batch registration available?
• Will NCI work with us and/or our vendor to develop a link to CTRP?
• How do I know that my trials have been registered successfully?
• When can I view a trial?
• How do I modify trials or handle errors?
• How do I know if a trial has been previously submitted to NCI?
• What formats are acceptable for uploaded supporting trial documents?
• What is the NCI Division/Program Code?
• What should be in the NCI Grant Information section?

Are usernames and passwords required to register trials to CTRP?
The NCI Clinical Trials Registration site requires a username and password. However, it is a self-registering process and the user sets up his or her own account and password.

Is batch registration available?
Yes. The Microsoft Excel specification for batch registration is available at CTRP Registry Batch Upload Template. Technical support is available at NCI Application Support, by phone (301-451-4384 or toll free at 888-478-4423) or by e-mail (ncicb@pop.nci.nih.gov). Please contact NCI Application Support in advance of your first batch submission to gain access to the batch submission process.

Will NCI work with us and/or our vendor to develop a link to CTRP?
No "link" is required. The data submission specification for CTRP is a simple Microsoft Excel specification. The specification of this format is available at CTRP Registry Batch Upload Template. Technical support is available at NCI Application Support, by phone (301-451-4384 or toll free at 888-478-4423) or by e-mail (ncicb@pop.nci.nih.gov).

Another approach is for system developers and vendors to configure their applications to be able to utilize NCI Enterprise Services. The NCI Center for Biomedical Informatics and Information Technology can supply further information via NCI Application Support, by phone (301-451-4384 or toll free at 888-478-4423) or e-mail (ncicb@pop.nci.nih.gov).

How do I know that my trials have been registered successfully?
Once you have submitted your trial for registration, you will receive an automated e-mail acknowledgment from NCI confirming the submission. The NCI Clinical Trials Reporting Office (CTRO) will review your registration, then abstract additional data elements from the protocol and create a Trial Summary Report (TSR). You will receive an e-mail notice from CTRP along with the TSR as an attachment. You will be asked to verify the accuracy of the abstracted information within the TSR and respond to the CTRO with your corrections or acceptance. If you do not respond after 5 business days, NCI will assume that you have accepted your TSR. An XML file suitable for posting trial information to ClinicalTrials.gov will be sent along with the TSR.

NOTE: Submitting information to the CTRP Database does not replace or substitute for any requirement to comply with clinical trial reporting obligations pursuant to the Food and Drug Administration Amendments Act of 2007, P.L. 110-85 (FDAAA). You are responsible for both independently validating the information in the XML file received from CTRP and for submitting the file directly to the ClinicalTrials.gov database.

You will receive an e-mail message from CTRP if your registration cannot be accepted, along with the reason(s) for its rejection (e.g., missing information, missing attached documents, etc.). In the case of trials where the protocol is proprietary and a complete abstraction may not occur, a confirmation email will be sent upon its successful registration with CTRP.

When can I view a trial?
Once a trial has been reviewed and successfully registered in CTRP, a limited set of registration data elements can be viewed by all CTRP users with valid accounts. Trial Summary Reports and the XML files offered for use to report to ClinicalTrials.gov can only be reviewed by the submitter for the given trial.

How do I modify trials or handle errors?
Modifications to data entered (but not yet submitted) may be made by trial submitters at any time during an online session prior to clicking on the "Submit to NCI" button in the NCI Clinical Trials Registration site. Once a trial has been submitted to NCI, direct access to the data elements for editing is not available. Submitted trial modifications may be done through direct communication with the Clinical Trials Reporting Office (CTRO).

The ability to directly submit amendments to trials will be available during the third calendar quarter of 2009.

How do I know if a trial has been previously submitted to NCI?
Before submitting a trial, it is recommended that you search previously submitted trials to avoid duplication. The following steps outline how to search submitted trials:

1. Go to https://trials.nci.nih.gov/registration
2. Click "Search Trials" on the left menu sidebar
3. Login using your registration account. If you do not have a registration account; click "New Account/Reset Password" and follow the online instructions.
4. Once you have successfully logged in, the Search Trials page will appear.
5. Click "Search My Trials" for all trials you have submitted; click "Search All Trials" to view all trials you have submitted, as well as those trials that have been successfully registered in CTRP (registration data elements only).
6. Provide one or more search criteria for the trial you want to retrieve.
7. The search results page will appear with a list of trials that met your criteria.

NOTE: Only submitters will be able to view their submitted trials prior to their validation by the Clinical Trials Reporting Office (CTRO). Once the trials have been validated by the CTRO and registered in CTRP, a limited set of registration data elements will be able to be viewed by all CTRP users who have valid accounts.

What formats are acceptable to upload supporting trial documents?
CTRP accepts Microsoft Word, Adobe PDF and WordPerfect formats.

What is the NCI Division/Program Code?
NCI Division/Program Code refers to acronyms and corresponding names for organizational units within the NCI (Divisions, Program and Offices) that provide funding. If this information is not known, consult your grants/contracts contacts or the NCI Office of Grants Administration. NCI organizational units that provide funding include the following:

• CCR: Center for Cancer Research
• CTEP: Cancer Therapy Evaluation Program
• DCB: Division of Cancer Biology
• DCCPS: Division of Cancer Control and Population Scientists
• DCEG: Division of Cancer Epidemiology and Genetics
• DTP: Developmental Therapeutics Program
• DCP: Division of Cancer Prevention
• DEA: Division of Extramural Activities
• OD: Office of the Director
• OSB/SPOREs: Organ Systems Branch / Specialized Programs of Research Excellence
• CIP: Cancer Imaging Program
• CDP: Cancer Diagnosis Program
• TRP: Translational Research Program
• RRP: Radiation Research Program

What should be in the NCI Grant Information section?
The information requested in the grant section consists of several elements that identify the funding mechanism. Additional information on grants can be found by accessing the Website: http://deainfo.nci.nih.gov/

A breakdown of a complete sample grant number follows; however, you only need to enter the Funding Mechanism, Institute Code and Serial Number into the NCI Clinical Trials Registration site:

Grant number example: 1Y01CM009999-01A1S2

Type	Funding Mechanism	Institute Code	Serial Number	Year	Suffix
1	Y01	CM	009999	01	A1S1

Type: A single-digit code that appears at position 1 of the example. It identifies the type of application received and processed. Note: this is not required for CTRP.

Funding Mechanism: A three-character code, located at positions 2-4. It is used to identify areas of extramural research activity applied to funding mechanisms.

Institute Code: A two-character code (positions 5-6) which identifies the NIH Institute that directly funded the award. It identifies the first major-level subdivision and the organization that supports a grant, contract, or inter-agency agreement. The support may be financial or administrative.

Serial Number: A 6 digit number (positions 7-12) that is assigned sequentially to a series within an Institute, Center, or Division. Used as an identifier for the grant.

Year: A two-digit number (positions 13-14) that specifies the current year within an award. Indicates the actual segment or budget period of a project. Note: this is not required for CTRP.

Suffix: A numeric or alphanumeric string, beginning in position 15. It is the code that identifies grant supplement, amendment or a fellowship's institutional allowance. Suffix designation follows the grant year. Note: this is not required for CTRP.

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Back to Top CTRP Orientation, Communications, and Support - FAQs

• How does NCI intend to notify awardees about CTRP reporting?
• Is there a mailing list to receive CTRP communications?
• What type of training or orientation will be provided?
• How do I get support and find further information?
• Whom can I contact for assistance?

How does NCI intend to notify awardees about CTRP reporting?
NCI has developed a plan to routinely communicate CTRP information to awardees and the NCI community. Methods of communication include e-mail, listservs, conferences, websites and articles in the NCI Cancer Bulletin. Visit http://cancer.gov/ncictrp for comprehensive information about CTRP.

Is there a mailing list to receive CTRP communications?
Yes. Please send an email to the CTRP mailbox (ncictrp@mail.nih.gov) and request to be added to the CTRP communications e-mail list.

What type of training or orientation will be provided?
No special certification is required to submit trials to CTRP. An Online Demo of the CTRP Registration Application and the CTRP Registration Site User Guide are available to the NCI cancer community on the NCI Web site. The NCI Clinical Trials Registration site also contains extensive online instructions. If you have questions or comments on CTRP, you may also contact NCICB Applications Support at:

• E-mail: ncicb@pop.nci.nih.gov
• Web: http://ncicb.nci.nih.gov/NCICB/support
• Toll-free: 888-478-4423 Phone: 301-451-4384
• Live telephone support is available Monday to Friday, 8 a.m. to 8 p.m. Eastern Time, excluding federal holidays.

How do I get support and find further information?
Additional support is available on the CTRP informational Web site at http://cancer.gov/ncictrp.

Whom can I contact for assistance?
NCICB Applications Support offers live telephone support, Monday to Friday, 8 a.m. to 8 p.m. Eastern Time, excluding federal holidays.

• Email: ncicb@pop.nci.nih.gov
• Toll-free: 888-478-4423
• Phone: 301-451-4384
• Web: http://ncicb.nci.nih.gov/NCICB/support

Back to Top Data Access - FAQs

• Will I have access to data from my submissions?
• Will it be shared with awardees or others outside of NCI?

Will I have access to data from my submissions?
Yes. In response to requests from users, NCI is developing reporting systems to allow submitting organizations to use CTRP for their own clinical research portfolio management.

Will it be shared with awardees or others outside of NCI?
Consistent with the requirements and timelines of the Food and Drug Administration Amendments Act of 2007, P.L. 110-85 (FDAAA), NCI intends to make publicly available from the CTRP web site the same information that is to be disclosed through the ClinicalTrials.gov database, so as to provide "one-stop shopping" for cancer clinical trials. It is not intended that protocol documents, IRB approval, Informed Consent forms, and Trial Summary Reports be shared with anyone other than the submitter. However, all records in the possession or control of the NIH are subject to the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and must be released in response to a FOIA request unless NIH determines that the record is exempt from release under one of the FOIA's exemptions. Since FOIA affords requesters an opportunity to contest an agency's determination, NCI awardees subject to this policy are advised that records that are determined by NIH to be exempt could subsequently be required to be released in response to FOIA requests.

Once a trial has been successfully registered with CTRP, the initial set of data elements supplied by the submitter when registering the trial, can be viewed by all CTRP users who have a valid user account.

Trial data elements abstracted by NCI's CTRO that correspond to ClinicalTrials.gov data elements may be shared to the same extent they are on ClinicalTrials.gov.

Back to Top Resources

Here are helpful tools to guide you through CTRP registration:

• CTRP Registration Site User's Guide
• Glossary of CTRP Terms and Acronyms
• Online Demo of the CTRP Registration Application

Useful Templates and Documentation

• CTRP Registry Batch Upload Template (Excel file)
• CTRP Registry Participating Sites Template (Excel file)
• CTRP Registry Proprietary Trial Template (Excel file)
• ClinicalTrials.gov XML File Upload Instructions

If you have questions or comments regarding this document, or other CTRP topics, please contact us at NCICTRP@mail.nih.gov.

Back to Top Glossary of CTRP Terms

Terms [ A - D ] [ E - J ] [ K - O ] [ P - Z ] and Acronyms

A - D Terms

Abstraction (trial) - Identification and extraction (“abstraction”) of information from the submitted protocol document by the NCI Clinical Trials Reporting Office (CTRO) staff to complete data element fields in the CTRP database.

Accrual submission (trial) - Collection of de-identified participant level data, with a focus on demographical information, that are associated with a particular trial/study by organizations providing information to the NCI Clinical Trials Reporting Office (CTRO).

Activation - In the CTRP, this term usually refers to the official start date of a trial determined as follows 1) the date of activation noted in an official clinical trial activation announcement or 2) date of first patient accrual if the trial in question did not have a formal activation announcement.

Arm label - The short name used to identify the arm (Source: http://prsinfo.clinicaltrials.gov/)

Arm description - A brief description of the arm (Source: http://prsinfo.clinicaltrials.gov/)

Arm type -

• Experimental: An arm or group in which an experimental drug or regimen is being administered. This will be used when the trial specifies that one arm is a control arm and the other is experimental, or when the other arm is a placebo arm. In cases where patients are not randomized but assigned to groups according to certain characteristics (e.g., risk characteristics, age, diagnosis), use "experimental" for all groups/strata because they are not being compared.
• Active comparator: An arm or group in which active drugs are given. This will include arms that are mixing active drugs and placebos. This will be used when the term "control arm" is specified in the protocol and when another arm is designated as the experimental arm. There can be more than one active comparator arm.
• Placebo comparator: An arm or group in which ONLY a placebo is given.
• Sham comparator: An arm or group in which ONLY a mock therapy that is not a drug is administered.
• No intervention: An observational arm or group.
• Other: An arm or group which does not fall into any of the above

Clinical Trials Reporting Program (CTRP) - The operational implementation of an initiative proposed by the Clinical Trial Working Group (CTWG), which is compromised of NCI policies and standard operating procedures, the staff in the Clinical Trials Reporting Office (CTRO) and supporting technologies (database & portals for registration, abstraction, accrual & report generation).

Clinical Trials Reporting Office (CTRO) - The functional unit within the NCI that performs the operational work of the Clinical Trials Reporting Program (CTRP)

Diagnostic - Characteristic or indicative of (e.g., a disease). (NCI Thesaurus)

Diagnostic procedure - Methods, procedures, and tests performed to diagnose disease, disordered function, or disability. (NCI Thesaurus)

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E - J Terms

Expanded Access - A study type that addresses the process for obtaining an experimental drug or device for patients who are not adequately treated by existing therapy, who do not meet the eligibility criteria for enrollment on a clinical trial or who are otherwise unable to participate in a controlled clinical study. Expanded Access records are used to register all types of non-protocol access to experimental treatments, including protocol exception, single-patient IND, treatment IND, compassionate use, emergency use, continued access and parallel track. (Source: http://prsinfo.clinicaltrials.gov/)

Extensible Markup Language (XML) - A general-purpose markup language for creating special-purpose markup languages. It is capable of describing many different kinds of data. Its primary purpose is to facilitate the sharing of data across different systems, particularly systems connected via the Internet. [Source: NCI] C45967

Grant number (NIH and/or NCI grants) - A grant number is a concatenation of a number of elements that identifies grants specifically funded by NCI or NIH, which provide the monies for the trials or infrastructure associated with the research.

Health services research - Protocol designed to evaluate the delivery, processes, management, organization or financing of health care. (Source: http://prsinfo.clinicaltrials.gov/) The integration of epidemiologic, sociological, economic, and other analytic sciences in the study of health services. Health services research is usually concerned with relationships between need, demand, supply, use, and outcome of health services. The aim of the research is evaluation, particularly in terms of structure, process, output, and outcome.

Investigational New Drug (IND) - A new drug or biological drug that is used in a clinical investigation. The term also includes a biological product that is used in vitro for diagnostic purposes.(NCI Thesaurus C49135).

Interventional trial - Studies in human beings in which individuals are assigned by an investigator based on a protocol to receive specific interventions. Subjects may receive diagnostic, therapeutic, behavioral or other types of interventions. The assignment of the intervention may or may not be random. The individuals are followed and biomedical and/or health outcomes assessed. (Source: http://prsinfo.clinicaltrials.gov/) A pre-clinical or clinical study in human beings in which individuals are assigned by an investigator based on a protocol to receive specific interventions. The individuals are then followed and biomedical and/or health outcomes are assessed. (NCI Thesaurus C16140).

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K - O Terms

Lead organization - The principal administrative organization responsible for the research conducted. [Source: NCI] C63409.

Lead organization trial identifier - One or more characters assigned by the organization providing oversight for the study which is used to identify, name, or characterize the protocol document.

New trial - A trial that has recently received initial approval from the IRB and has not been reported previously (IRB approved and open to patient accrual not earlier than January 1, 2009).

Observational trials/studies - Studies among cancer patients and healthy populations that involve no intervention or alteration in the status of the participants. [Source: NCI] C16084 Defined as studies in human beings in which biomedical and/or health outcomes are assessed in pre-defined groups of individuals. Subjects in the study may receive diagnostic, therapeutic, or other interventions, but the investigator does not assign specific interventions to the subjects of the study.

Other (relative to lists) - Different than the one(s) previously specified or mentioned. (NCI Thesaurus C17649). Includes any other term not included in a list.

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P - Z Terms

Phase (trial) - One in a set of successive stages in a progression or sequence such as:

1. A step in the progression of a therapy from initial experimental use in humans to post market evaluation.
2. A stage in the conduct of a clinical trial NOTE: Clinical trials are generally categorized into four (sometimes five) phases. A therapeutic intervention may be evaluated in two or more phases simultaneously in different trials, and some trials may overlap two different phases.
3. A distinguishable part, a stage in a series of events or in a process of development, e.g. any of the varying aspects or stages in course of a disease.

Phase 0 (trial) - Exploratory trials, involving very limited human exposure, with no therapeutic or diagnostic intent (e.g., screening studies, microdose studies) (Source: http://prsinfo.clinicaltrials.gov/). A clinical trial that uses a treatment or investigational agent that is available only in very limited quantities and which has never previously been given to humans or for which there is extremely limited human experience. Phase 0 clinical trials are intended to enable researchers to understand the path of the drug in the body and its efficacy. Adverse event reporting in Phase 0 trials is expedited.

Phase I (trial) - Includes initial studies to determine the metabolism and pharmacologic action of drugs in humans and the side effects associated with increasing dose may include healthy participants and/or patients. (Source: http://prsinfo.clinicaltrials.gov/).

Phase I/II (trial) - For trials that are a combination of Phases 1 and 2. (Source: http://prsinfo.clinicaltrials.gov/). A class of clinical study that combines elements characteristic of traditional Phase I and Phase II trials. CDISC

Phase II (trial) - Controlled clinical studies conducted to evaluate the effectiveness of the drug for a particular indication or indications in patients with the disease or condition under study and to determine the common short-term side effects and risks associated with the drug. [After FDA CDER Handbook, ICH E8] (CDISC glossary)

A clinical research protocol designed to study a biomedical or behavioral intervention in a larger group of people (several hundred), to evaluate the drug's effectiveness for a particular indication in patients with the disease or condition under study, and to determine the common short-term side effects and risks associated with the intervention. (NCI Thesaurus C15601).

Phase II/III (trial) - A class of clinical study that combines elements characteristic of traditional Phase II and Phase III trials. A type of clinical study that combines elements characteristic of traditional Phase II and Phase III trials.

Phase III (trial) - A clinical research protocol designed to investigate the efficacy of the biomedical or behavioral intervention in large groups of human subjects (from several hundred to several thousand), to confirm efficacy, to monitor adverse reactions to the new medication or treatment regimen with respect to long-term use and by comparing the intervention to other standard or experimental interventions as well as to a placebo. (NCI Thesaurus C15602)

Phase IV (trial) - Postmarketing (Phase 4) studies to delineate additional information about the drug's risks, benefits, and optimal use that may be requested by regulatory authorities in conjunction with marketing approval. NOTE: These studies could include, but would not be limited to, studying different doses or schedules of administration than were used in Phase 2 studies, use of the drug in other patient populations or other stages of the disease, or use of the drug over a longer period of time. [After FDA CDER Handbook, ICH E8] (CDISC glossary)

Phase-N/A (trial) - For trials without phases. (Source: http://prsinfo.clinicaltrials.gov/). The designation of a phase may not be applicable to all studies, such as observational.

Primary Purpose: Reason for the protocol (Source: http://prsinfo.clinicaltrials.gov/). The objective of the trial, especially with regard to the type of trial and its targeted outcomes. For clinicaltrials.gov the valid value list includes the following:

Primary purpose: Summary 4 valid values:

Principal Investigator (PI): Person who is the head of a coop agreement or grant under which an investigation or series of investigations are being conducted. CDISC definition for Investigator: An individual who actually conducts a clinical investigation, i.e., under whose immediate direction the test article is administered or dispensed to, or used involving, a subject, or, in the event of an investigation conducted by a team of individuals, is the responsible leader of that team.

Registration ( as it pertains to CTRP trial) - Initial clinical trial profile data that a grantee and/or site provides to NCI's Clinical Trials Reporting Office (CTRO) as part of Clinical Trials Reporting Program (CTRP).

Responsible Party - The sponsor of the clinical trial (as defined in 21 CFR 50.3) or the principal investigator of such clinical trial if so designated by a sponsor, grantee, contractor, or awardee, so long as the principal investigator is responsible for conducting the trial, has access to and control over the data from the clinical trial, has the right to publish the results of the trial, and has the ability to meet all of the requirements for the submission of clinical trial information.(Source: 21 CFR 50.3).

Screening - [CT.GOV] Protocol designed to assess or examine methods of identifying a condition (or risk factors for a condition) in people who are not yet known to have the condition (or risk factor). A process of active consideration of potential subjects for enrollment in a trial. [Source: NCI] C48262 Clinical studies testing the efficacy of devices, techniques, procedures, or tests for the purpose of detecting the presence of disease, usually before there are any symptoms.

Sponsor - Primary organization that oversees implementation of he study and is responsible for data analysis. [21 CFR 50.3] Sponsor means a person who initiates a clinical investigation, but who does not actually conduct the investigation, i.e., the test article is administered or dispensed to or used involving, a subject under the immediate direction of another individual. A person other than an individual (e.g., corporation or agency) that uses one or more of its own employees to conduct a clinical investigation it has initiated is considered to be a sponsor (not a sponsor-investigator), and the employees are considered to be investigators.

Submitting organization - Grantee and/or site who is supplying trial data to NCI's Clinical Trials Reporting Office (CTRO) as part of the Clinical Trials Reporting Program (CTRP).

Supportive care - Protocol designed to evaluate one or more interventions where the primary intent is to maximize comfort, minimize side effects or mitigate against a decline in the subject's health or function. In general, supportive care interventions are not intended to cure a disease. (Source: http://prsinfo.clinicaltrials.gov/) Clinical studies intended to improve the comfort and quality of life for the patient using drugs, nutritional, dietary, behavioral or other interventions. [Source: NCI] C71486.

Treatment - Protocol designed to evaluate one or more interventions for treating a disease, syndrome or condition. (Source: http://prsinfo.clinicaltrials.gov/.

Trial status - The current stage or state of a clinical trial or study relative to other stages and its ability to enroll participants / patients. Trial status types include: Approved; Active; Closed to Accrual; Temporarily Closed to Accrual and Intervention; Temporarily Closed to Accrual; Administratively Complete; Closed to Accrual and Intervention; Complete.

Trial type - Nature of the investigation that includes interventional, observational and expanded access studies (Source: http://prsinfo.clinicaltrials.gov/). May also represent an anticipated outcome for a clinical

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Back to Top CTRP Acronyms

CTRP Acronym		Definition
caBIG		Cancer Biomedical Informatics Grid
caDSR		Cancer Data Standards Repository
CBIIT		Center for Biomedical Informatics and Information Technology (formerly known as the National Cancer Institute Center for Bioinformatics or NCICB)
CCB		Cancer Centers Branch
CCCT		Coordinating Center for Clinical Trials
CCR		Center for Cancer Research
CDE		Common Data Element
CDP		Cancer Diagnosis Program
CGH		Comparative Genomic Hybridization
CIP		CancerImaging Program
CTAC		Clinical Trials Advisory Committee
CTEP		Cancer Therapy Evaluation Program
CTRO		Clinical Trials Reporting Office
CTRP		Clinical Trials Reporting Program
CTWG		Clinical Trials Working Group
DCB		Division of Cancer Biology
DCCPS		Division of Cancer Control and Population Sciences
DCEG		Division of Cancer Epidemiology and Genetics
DCP		Division of Cancer Prevention
DCTD		Division of Cancer Treatment and Diagnosis
DEA		Division of Extramural Activities
DTP		Developmental Therapeutics Program
EBI		European Bioinformatics Institute
EVS		Enterprise Vocabulary Services
FDA		Food and Drug Administration
FDAAA		Food and Drug Administration Amendment Act (2007)
IDE		Investigational Device Exemption
IND		Investigational New Drug
IRB		Institutional Review Board
MedDRA		Medical Dictionary for Regulatory Activities
N/A		Not applicable
NCI		National Cancer Institute
NCICB		National Cancer Institute Center for Bioinformatics (now known as the Center for Biomedical Informatics and Information Technology or CBIIT)
NCTID		National Clinical Trial Identifier (ClinicalTrials.gov identifier)
OCE		Office of Communications and Education
OD		Office of the Director, NCI
PDQ		Physician Data Query
PI		Principal Investigator
PIO		Protocol Information Office
RRP		Radiation Research Program
SPORE		Specialized Program of Research Excellence (Now TRP: Translational Research Program)
TRP		Translational Research Program (Formerly SPORE)
URI		Uniform Resource Identifier
URL		Uniform Resource Locators
XML		Extensible Markup Language

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