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Data Collection Timeline

Kristen, Brittni, and Carissa are working together on this research project. Here are the roles of
each group member:

Kristen Dezell: Data Analysis

Brittni McKane: Data Collection

Carissa Rinivius: Writer, Leader

The data from our research will come from Mayo Clinic in Rochester, Minnesota. This is where
Brittni and Kristen are located and seemed logical for them to head up the data analysis and data
collection together. Brittni performed the retrospective planning process to create lung proton
plans comparing an HU optimization structure within the CTV with HU values of 0, -200, and -
400 versus a plan with no HU optimization structure. There will be 10 patients evaluated with
five weekly verification scans throughout treatment treated to a prescription of 60 Gy in 30
fractions. The data found pertaining to robustness and nearby OAR will be transferred to excel
spreadsheets anonymously by Kristen. Carissa will keep the group on track for deadlines with
weekly conference calls as well as discussing any potential issues found. Together they will
work with physicists, educators, and the UW-L Stats Consulting Center to evaluate the data
retrieved for their research project.

Group
Week Task Result Status
Member
Kristen Enter data into spreadsheet for Data entered for patients Done
patients #1-10 #1-10 into anonymized
OneDrive Stats folder
1 Brittni Complete proton planning for Proton plans completed for Done
patients #1-10 patients #1-10
Carissa Organize weekly conference Teams meeting scheduled at Done
call to evaluate progress and 2pm every Monday
determine next steps
Kristen Review data entry for all Contacted Mayo IRB Done
patients to ensure accuracy and coordinator for exemption
2 application, waiting to hear
potential errors, consult with
physics if questions arise, begin back (6/1)

prepping spreadsheet to send to
UWL Stats Consulting Center
(SCC), submit study for IRB
exemption, add data entry
tables for additional patients
12-15
Brittni Review planning for all patients
to ensure accuracy and
determine potential errors, find
4 additional patients to add to
study, begin planning patients
12-15
Carissa Weekly check-in, address any
potential issues with planning
and data collection
Kristen Revise IRB application per
Ashley and resubmit, continue
data entry for patients 12-15
Brittni Continue planning for patients
12-15
3 if time allows (knowing
Carissa Discuss data with physicist,
weekly check-in, address any
issues with data or schedule
Kristen Review SCC application,
finalize data entry for patients
13-15
4
Brittni Finish planning for patients 13-
15, review all plans with Alan,
review data entry for errors
2
Added additional data entry
tables for new patients 12-
15, waiting to enter data
until planning is done (6/1)
Found 4 additional patients Done
and prepped all plans,
started optimizing patient
#12 (6/1)
Weekly check-in, things are Done
on schedule and adding 4
more patients to the study,
IRB has been contacted
Made IRB protocol Done
template changes,
resubmitted for review
(6/7), added data entry for
patient #12
Finished planning patient Done
#12, will continue working
on patients 13-15 next week
these are all “extra” patients
and we only need 10 for our
study)
Weekly check-in, IRB Done
changes were made and
resent, Brittni is continuing
to work on planning a few
more cases, no potential
issues to address at this time
Reviewed SCC application Done
and will apply after IRB
approval, data entry
complete by end of week.
(6/17)
Completed planning and Done
reviewed all plans with
Alan for patients 1-15, all
verifications complete.
(6/15) Will review data
 3

entry for errors by Monday

of next week.
Carissa Weekly check-in Waiting to hear back from Done
IRB before being able to
work with SCC, Brittni is
continuing to work on
patient plans, Kristen is
adding data as Brittni
finishes
Kristen Submit SCC application, SCC application submitted Done
review all data entry for errors (6/21), awaiting response
and will schedule a meeting
within next 2 weeks to
discuss research goals prior
to IRB exemption (ROREC
meeting will be on July 7th).
Data entry reviewed.
Brittni Review all plans and data entry Plan checks complete, SCC Done
5
for errors, work on SCC application submitted.
application
Carissa Work on SCC application, Brittni has completed the Done
weekly check-in additional 4 patients and
Kristen is adding the new
data into the spreadsheet.
SCC application was
submitted and continuing to
analyze data
Kristen Make sure OneDrive is well SCC first meeting on Done
organized for grading, continue Wednesday: discussed
working with SCC, complete study in detail but cannot
group evals determine stats test required
to assess data until we can
share data (waiting on IRB
exemption). Group evals
done and OneDrive
6 organized.
---
7/1: received IRB
exemption, but unsure if we
need additional “data usage
agreement” in order to share
data outside of Mayo Clinic
(waiting on clarification
from Ashley next week).

Brittni Work with SCC, complete
group evals
Carissa Work with SCC, weekly check-
in, complete group evals
Kristen Review data, meet with
ROREC on July 7th for study
approval, share data with SCC
after official IRB exemption
and approval to share data
Brittni Review data, meet with
7 ROREC on July 7th for study
approval, share data with SCC
after official IRB exemption
Carissa Potentially review data and
share data with SCC after IRB
exemption, weekly check-in
4
SCC zoom call on Done
Wednesday to discuss
research, group evals
completed, waiting for IRB
exemption to continue
analysis
SCC zoom call on Done
Wednesday (6/29)
discussed background,
waiting for IRB approval to
analyze data further, group
evals were completed
ROREC notation complete, Done
received IRB approval, data
shared with SCC for
analysis
ROREC notation complete, Done
received IRB approval, data
shared with SCC for
analysis
Received IRB approval, Done
shared stats with SCC to
review, weekly check-in
completed