Who Should be Resubmitting Data

NDA expects you to resubmit data if your NDA Collection received a QA Results email stating you have QA errors. The email is subjected "NIMH Data Archive: QA Results (PI Last Name, Grant Number, CXXXX) [Action Needed]"

• New data should NOT be submitted with your submissions.
• 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:

• Email NDAHelp@mail.nih.gov with your Collection ID and submission ID(s) that should be archived.
• You do not need to resubmit your data.

Viewing your 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 QA Results report 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.

Detailed QA Error Resolutions

Review the related columns in your QA Results report and the suggestion action for each QA error.

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 your QA Results report.
    • Column P SUBMITTED_AGE provides the age for the subject listed in Column E SUBMITTED_SUBJECTKEY in the submission listed under Column C SUBMISSION_ID.
    • Column R SUBMITTED_INTERVIEW_DATE indicates the corresponding interview date the submitted age in Column P was recorded at.
    • Column Q PREVIOUSLY_SUMITTED_AGE identifies the ages provided in prior submissions.
    • Column S PREVIOUSLY_SUMITTED_INTERVIEW_DATE indicates the corresponding interview date the previously submitted age in Column Q was recorded at.
  • Review the ages (in months) recorded in Column P and Q for the subjects across the data structures that noted on the error report, Column J and K.
  • Verify which age is correct and correct your data.
    • 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 your QA Results report.
    • Column P SUBMITTED_AGE provides the age for the subject listed in Column E SUBMITTED_SUBJECTKEY in the submission listed under Column C SUBMISSION_ID.
    • Column R SUBMITTED_INTERVIEW_DATE indicates the corresponding interview date the submitted age in Column P was recorded at.
    • Column Q PREVIOUSLY_SUMITTED_AGE identifies the ages provided in prior submissions. Column S PREVIOUSLY_SUMITTED_INTERVIEW_DATE indicates the corresponding interview date the previously submitted age in Column Q was recorded at.
    • There is a discrepancy between Columns P and Q.
  • Review the ages (in months) recorded in Columns P and Q for the subject across the data structures noted on the error report, Columns J and K.
  • Verify which age is correct and correct your data.
    • 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 your QA Results report.
    • Column F PROMOTED_SUBJECTKEY provides the GUID, and the Column L SUBMITTED_SRC_SUBJECT_ID provides the corresponding locally used ID.
    • Column G PREVIOUS_SUBMISSION_PROMOTED_SUBJECTKEY provides the GUID provided in prior submissions for the locally used ID in Columns L SUBMITTED_SRC_SUBJECT_ID and M PREVIOUSLY_SUBMITTED_SRC_SUBJECT_ID.
    • There is a discrepancy between Columns F and G.
  • 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 your QA Results Report.
    • Column L SUBMITTED_SRC_SUBJECT_ID provides the locally used ID, and Column F PROMOTED_SUBJECTKEY provides the corresponding GUID.
    • Column M PREVIOUSLY_SUBMITTED_SRC_SUBJECT_ID provides the locally used ID used in prior submissions for the GUID in Columns F PROMOTED_SUBJECTKEY and G PREVIOUS_SUBMISSION_PROMOTED_SUBJECTKEY.
    • There is a discrepancy between Columns L and M.
  • 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
  • Review your QA Results Report.
    • Column J SUBMITTED_STRUCTURE identifies the data structure where the duplicate record is found.
    • Column L SUBMITTED_SRC_SUBJECT_ID identifies the subject that was duplicated.
  • Identify the duplicate subject using the SUBMITTED_SRC_SUBJECT_ID value, remove the duplicate record from the data structure and resubmit your corrected dat.

MISSING SUBJECTS FOR DATA STRUCTURE PROVIDED

• Error Description: Indicates there are fewer subjects submitted than in previous submissions
• Suggested Action
  • NDA expects cumulative submissions for clinical and phenotypic data (e.g., 5 subjects were included in your first submission, you collected data for 10 subjects, your next submission should include 15 subjects (5 from the first submission plus the 10 new subjects’ data)).
  • Review your QA Results Report.
    • Column I PREVIOUS_SUBMISSION notes the submission ID the GUID listed in Column G PREVIOUS_SUBMISSION_PROMOTED_SUBJECTKEY was submitted in.
    • This error indicates your submission(s) after Column I PREVIOUS_SUBMISSION does not include the GUID listed under Column G PREVIOUS_SUBMISSION_PROMOTED_SUBJECTKEY. Visit your NDA Collection's Submission tab to review the submissions made after Column I PREVIOUS_SUBMISSION.
  • Resubmit your data cumulatively using the Fix QA Error Tool.

MISSING DATA STRUCTURE

• Error Description: Indicates a data structure you submitted cannot be found in later submissions
• Suggested Action
  • Review your QA Results Report.
    • Column J SUBMITTED_STRUCTURE will appear blank.
    • Column K PREVIOUSLY_SUBMITTED_STRUCTURE provides the data structure that cannot be found in your most recent submission.
  • NDA expects cumulative submissions for clinical and phenotypic data (e.g., 5 subjects were included in your first submission, you collected data for 10 subjects, your next submission should include 15 subjects (5 from the first submission plus the 10 new subjects’ data)).
  • Confirm data was submitted cumulatively.
  • Add the missing structures to your submission 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 your QA Results Report.
    • Column O PREVIOUSLY_SUBMITTED_SEX notes the sex provided for the subject listed in Column L and M in the data structure listed in Column J and K.
    • Column N SUBMITTED_SEX notes that a different sex was provided for the same subject listed in Columns L and M in the data structure listed in Columns J and K.
    • There is a discrepancy between Columns O and N.
  • Review the source documents for the correct sex.
  • Determine the appropriate code 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

Download Previous Submissions

Previous submissions with QA errors can be 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 you’d like to review and download, and click "Add to Filter Cart" in the bottom left.
4. Wait for your filter cart to finish updated, then click “Create Data Package/Add Data to Study”.
5. Create your data package.
6. Download your submission using the NDA Download Manager.

How to Resubmit Data

View How To Provide Corrected Files for step by step instructions on resubmitting your corrected 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.
• After launching the Validation and Upload Tool, click “Fix QA Errors” in the bottom right to submit your corrected data files.
• 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.