QA Resubmission FAQ

Who Should be Resubmitting Data | How to Read the QA Report | How to Resubmit Data | Detailed QA/QC Issue Resolutions

Who Should be Resubmitting Data

NDA expects you to resubmit data:

  • your NDA Collection received a QA Results email stating you have QA errors.

The email is subjected "NIMH Data Archive (NDA): QA Results (PI Last Name, Grant Number, CXXXX) [Action Needed]"

  • New data should NOT be submitted with your resubmissions.
  • Correct your QA errors before submitting a new data.

My latest submission is correct. What do I do?

If your QA error is in a previous submission & your latest submission has corrected all QA errors:

  • You do not need to resubmit your data.

NDA will archive your previous submissions.

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How to Read the QA Report

In the QA Results notification, a full QA report is available that outlines all the QA errors found in your NDA Collection's submission.

To view the report:

  1. Click the S3 link in the QA results notification. (Ex. https://s3.amazonaws.com/data-archive.nimh.nih.gov/QA_WINTER_2022/Collection_1234.csv)
  2. Right click on the page and save the file as a .csv.
  3. Open the .csv file to review your errors.

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How to Resubmit Data

View How To Provide Corrected Files for step by step instructions on resubmitting your data.

Use the NDA Validation and Upload Tool to submit corrected data files.

  • The Validation and Upload Tool can be used at anytime during your data submission process to validate your data against the NDA Data Dictionary.
  • All data quality issues must be corrected before resubmitting.
    • New data should not be included in your resubmissions.
  • If you already submitted new data before correcting these QA issues:
    • Notify the NDA Help Desk.
    • Correct the identified QA errors
    • Resubmit all data again

Resubmitting with Associated Files

If your submissions involve associated files (imaging, EEG, etc.) that do not need replacing:

  1. Email NDAHelp@mail.nih.gov with:
    • Your NDA Collection ID
    • The submission ID you are replacing
    • The submission templates (.csv files) you are resubmitting
  2. NDA Data Curators will handle your resubmission

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Detailed QA/QC Issue Resolutions

Previous submissions with QA errors can be added to your filter cart and downloaded to help you identify and resolve your errors.

To download previous submissions:

  1. You must have admin permissions to download previous submissions.
  2. Visit your NDA Collection and click the Submissions tab
  3. Select the "Submission with QA Errors" button and select the submission you'd like to download (if your only error was "Missing Subjects for Data Structure Provided", it will not appear under this button).
  4. Click "Add to Filter Cart" in the bottom left and then wait for your filter cart to finish updated.
  5. Create a data package and use the NDA Download Manager to download your previous submissions.

MISCALCULATED AGE - INTERVIEW DATE INCONSISTENT WITH AGE

  • Error Description: Indicates different dates are listed for a subject for the same interview_age element
    • Interview_age = the age at which the interview was done
    • Age must be consistent across all data structures.
  • Suggested Action
    • Review the ages (in months) recorded for the subjects across the data structures that noted on the error report.

      • Ensure that the correct age in recorded.

    • Age in months should be determined using the following rule:

      • If <=15 days into the next month, round the age down in months.

      • If >15 days into the next month, round the age up to the next month.

    • Once records have been corrected, resubmit the data.

MISCALCULATED AGE - INTERVIEW AGE INCONSISTENT WITH DATE

  • Error Description: Indicates different interview ages are listed for a subject for the same interview_date element
    • Interview_age = the age at which the interview was done
    • Age must be consistent across all data structures.
  • Suggested Action
    • Review the ages (in months) recorded for the subjects across the data structures noted on the error report.

      • Ensure that the correct age is recorded.

    • Age in months should be determined using the following rule:

      • If <=15 days into the next month, round the age down in months.

      • If >15 days into the next month, round the age up to the next month.

    • Once records have been corrected, resubmit the data.

INCONSISTENT GUID FOR SAME SRC_SUBJECT_ID

  • Error Description: Indicates that a src_subject_id (the subject ID how it's defined in the lab) is assigned to multiple GUIDs in a data structure

    • A single participant should only have 1 src_subject_id and 1 GUID mapped to their data.
    • SUBMITTED_SUBJECTKEY = GUID
    • SRC_SUBJECT_ID = locally used ID
  • Suggested Action
    • Review the source documents for the subject’s correct GUID.

      • If necessary, use the GUID Tool to validate the GUID.

    • Correct data locally and resubmit.

INCONSISTENT SRC_SUBJECT_ID FOR SAME GUID

  • Error Description: Indicates a given GUID is associated with multiple src_subject_ids (the subject ID how it's defined in the lab)
    • A single participant should only have 1 src_subject_id and 1 GUID mapped to their data.
    • SUBMITTED_SUBJECTKEY = GUID
    • SRC_SUBJECT_ID = locally used ID
  • Suggested Action
    • Review the source documents for the subject’s correct src_subject_id (locally used ID).

      • Correct data locally and resubmit.

    • Document this change and upload it to the Supporting Documentation in the Collection

DUPLICATE RECORDS WITHIN A SUBMISSION

  • Error Description: Indicates identical data has been submitted for a subject within a data structure
  • Suggested Action
    • Identify the duplicate subject using the SUBMITTED_SRC_SUBJECT_ID value, remove the duplicate record from the data structure and resubmit

MISSING SUBJECTS FOR DATA STRUCTURE PROVIDED

  • Error Description: Indicates there are fewer subjects submitted than in previous submissions
  • Suggested Action
    • NDA expects clinical and phenotypic data to be submitted cumulatively.

    • Confirm all cumulative data was submitted.

    • Upload missing structures or confirm with NDA to resolve.

MISSING DATA STRUCTURE

  • Error Description: Indicates a data structure you submitted cannot be found in later submissions
    • You will be provided with the short name of the structure in question.
  • Suggested Action
    • NDA expects clinical and phenotypic data to be submitted cumulatively.

    • Confirm all cumulative data was submitted.

    • Upload missing structures or confirm with NDA to resolve.

INCONSISTENT SEX PROVIDED

  • Error Description: Indicates a discrepancy with the sex at birth value for a subject across data structures (e.g., male (M) in one data structure and female (F) in another)
  • Suggested Action
    • Review the source documents for the correct sex.

    • Record the appropriate code (male (M), female (F) ) on all subject records locally and resubmit.

    • If the change of sex is a valid change, document this change and upload it to the Supporting Documentation in the Collection.

SEX VALUE THRESHOLD WARNING

  • Warning Description: This warning indicates that the percentage of the other (O) and/or not reported (NR) values for the data element 'sex' exceeds acceptable thresholds for on NDA Collection.
    • The acceptable threshold for the value other (O) is 25%
    • The acceptable threshold for the value not reported (NR) is 50%.
    • Please note, when this warning occurs, submission can continue without further action.
  • Suggested Action
    • Review the data that exceed these thresholds to confirm that the values reported in the sex element are accurate or update the data accordingly

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If you have further questions, please contact the NDA Help Desk at NDAHelp@mail.nih.gov.