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Data Submission Instructions

This guide explains how to correctly complete and validate your dataset before submitting it through the QC App.

1. Download the Template

Get the official file from:

templates/

2. Review Variable Definitions

See the data dictionary for each template in templates/ for:

  • Variable names (must match exactly)
  • Description
  • Type (integer, float, date, categorical, string, etc.)
  • Allowed values
  • Required/nullable status

3. Fill in Your Data

  • One row per participant/observation.
  • Keep column names and order exactly as in the template.
  • Categorical values: match allowed codes
  • Missing values: leave blank or use NA
  • Save as .xlsx or .csv. Do not use formulas or additional formatting.

4. Validate Your File

  • Ensure required variables are filled
  • Confirm column names match the template's data dictionary
  • Remove extra spaces and merged cells

5. Submit

  1. Log in to QC App here
  2. Upload your completed .xlsx or .csv file
  3. Wait for automated validation feedback and QC steps

Note: As of December 2025, the app is under development and does not currently accommodate all data modalities. If you are submitting data that the app does not support, contact clinicaldata@gp2.org for instructions on how to submit clinical data. Please include the name of your cohort/study, the project/interest group you would like to contribute data to, and what data you would like to share. A member of the clinical data management team will walk you through the steps to deposit data for QC and inclusion in GP2 research projects.

6. Data Privacy

  • Remove all PII
  • Follow institutional and GP2 guidelines

7. Common Formatting Errors

Error How to Fix
Column names changed Restore names to match the template's data dictionary
Extra spaces Trim spaces in column names and values
Categorical values not allowed Use allowed codes found in the data dictionary
Merged cells Unmerge all cells
Formulas instead of values Copy and paste as values
Missing required variables Fill in all mandatory fields or NA
Incorrect file type Save as .xlsx or .csv