We call them advisors, experts, and our friends. The Mentor role has been around for years but may be unknown to some of you. 
During Tandem, the Mentors hosted a lovely reception and provided a fun Trivia game for everyone there. Also, CIBMTR Data Management Supervisors, the Mentors and CRCs in attendance, held a meeting to discuss the collaboration between our groups. Since then, our relational structure has been defined, which you can read about below and see the Mentor's new logo.
While the Mentors can offer help from the stand-point of "real" experience in completing our forms because they are Data Managers, your assigned CRC is still your first contact for more specific questions about CIBMTR data reporting. 
We appreciate them for all that they do for our network.
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FormsNet3 HOT TIP

When navigating through a form, the spacebar and down arrow can be used as  HOT KEYS for questions with yes or no answers.The spacebar will fill in the question with 'yes' and the down arrow will fill in the question with 'no.'

Meet the Co-Chairs

Hanne Baekgaard


Hanne has been working as a Data Manager since 1996. (Denmark) She specializes in Allogeneic transplants, Adults and Pediatrics. She is an RN, with MS Sociology, and PhD.  Hanne has several published articles that have appeared in the Journal of Advanced Nursing, such as: "An analysis of parental roles during haematopoietic stem cell transplantation of their offspring: a qualitative and participant observational study."  Volume 67, Issue 7, 2011.  Hanne lives in the Copenhagen area of Denmark and comes to Tandem as often as she can. Registries: CIBMTR,NMDP,EBMT, Different European donor registries.
  Please complete our very short Survey about the Mentor website. 



Denise has been at Cincinnati Children's Hospital for 20 years, and specifically as a Data Manager for the last 15 years. (USA) Denise is the web author for the Mentor's Website. Her expertise: Immune Disease, Neuroblastomas, Solid Tumors, Inherited disorders, Metabolic diseases, All anemias. Registries: CIBMTR, NMDP, New York Cord Blood, St. Louis Cord Blood, Eurocord, Pediatric Blood & Marrow Consortium.
Mentors Statement of Purpose

The purpose of the Mentors group is to promote interaction, communication, and professional relationships among the Clinical Research Professionals and Data Managers; to grow their skills and profession. To help facilitate this, the Mentors work with the CIBMTR staff to develop educational opportunities and materials, assist in developing the data collection forms, assist other Clinical Research Professionals and Data Managers in how to organize daily workflow and offer their experience and expertise to help new Clinical Research Professionals and Data Managers be successful.

Mentor Goals for 2013  
  •   Formalize the structure for interaction between CIBMTR and the Mentor group.
  •   Participate in the review of training materials under development for new Data Managers.
  •   Participate in planning the next Tandem meeting for CRP/DMs.
  •   Participate in the review teams on the forms revision project.
  •   Participate in prioritizing enhancements, fixes, testing, offering feedback on FormsNet3.
  •   Ensure the CIBMTR and Mentor website content supplements each other.
Why does the CRF track selection change?
CIBMTR uses a selection algorithm to assign recipients to the comprehensive report form (CRF) track. We periodically review and update the selection algorithm to ensure that it is current with evolving HCT techniques and indications for transplants, as well as meeting the needs of researchers. Periodic review of the algorithm ensures that an epidemiologic sample of recipients is being selected for CRF track and that the type and number of cases being selected is sufficient to support ongoing and future research studies.  The reporting burden to centers is carefully considered whenever adjustments are made to the selection algorithm.

Question:  What are the rules for last contact date (LCD)?

  • 100 day forms - Day 100 +/- 15 days
  • 6 mo forms - Day 180 +/- 30 days
  • > 6 mo forms - Anniversary of the transplant +/- 30 day
We're finding a lot of LCDs that are being reported too early (3-4 months early). Early reporting is acceptable for the patient's death or a subsequent transplant, otherwise the above rules apply.  For Transplant Center Specific Analyses, if the last contact date is more than 30 days before the anniversary, the patient will not be included in the analysis. 


Questions on Form 2801 - Transfers

  1. When does a transfer form need to be completed?
    • Form 2801 is required when a patient is transferred from one center to another CIBMTR center.
  2. Which center can initiate the transfer?
    • Either center can initiate the transfer form.
  3. Which center's information goes into the key field section on the form?
    • The center where the patient is getting transferred from goes on the form.  It doesn't matter which center completes the form.
  4. Which transplant date gets reported on the form if the patient is getting a subsequent transplant at the new center?
    • The first transplant date should be the only one on a Transfer Form, even if the form is completed after the second transplant happens.
Please keep in touch with CIBMTR Training. We look forward to getting your feedback and comments. Send in general Data Manager questions to CIBMTR Training. You may see your question and its answer in a future "Data Matters" newsletter.
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Thank you to the contributors for this month's newsletter: Sue Logan - CRC; Liz Johnson - CRC;  Hanne Baekgaard Larsen, and Denise Bellman.