American College Of Surgeons - Inspiring Quality: Highest Standards, Better Outcomes

Information for Registrars

2018 Call for Data

Please Note: The 2018 Call for Data has special data submission requirements that vary from the past 5 years.

Submission Specifications (Standard 5.5)


Please do not create your final submission files any earlier than December 1, 2017, to ensure that all required cases and updates are properly captured.

  • Submission window opens: January 8, 2018
  • Final date for initial submissions: June 1, 2018
  • Corrections due: June 1, 2018 (12:00 midnight CST)

Cases Required to Be Submitted

NCDB recommends that registries use the registry software’s automated case selection, but they should be familiar with the selection requirements that follow.

  • Analytic (Class of Case 00, 10, 11, 12, 13, 14, 20, 21, 22)
  • Diagnosed on or after the program’s Reference Date (and not earlier than 1985)
  • All cases meeting the above specifications diagnosed from 2004 through 2016 PLUS
  • All cases meeting the above specifications diagnosed through 2003 that were added or changed by the registry since just prior to the previous time the respective diagnosis year was selected in a Call for Data. See schedule.

Special Requirements for New Programs

  • New programs submitting their first Call for Data submission must submit all analytic cases diagnosed on or after the program’s Reference Date (and not earlier than 1985) through diagnosis year 2016.
  • This is NOT the case specification for existing programs of newly-added or updated cases since the last call for Data. All analytic cases are to be submitted for each diagnosis year of the current Call for Data.
  • Please contact Kathleen Thoburn, Manager, Information and Data Standards, NCDB, with any questions regarding data submission requirements.

How to Know All Required Cases Are Submitted

Sometimes registries inadvertently fail to submit all required cases, resulting in a deficiency rating for Standard 5.5. Please see Determining Compliance and Commendation for helpful details about how survey scores are assigned for these two Program Standards. Tracking your data submission on CoC Datalinks from year to year is essential to ensuring required completeness of submitted data.

Below, please find a link to a simple tool that will help you track your data submissions for each annual Call for Data. Use of this this Excel spreadsheet is highly recommended. For each individual Call for Data effort, enter the number of cases submitted for each diagnosis year in the # Cases column for the specified Call for Data. The estimated percentage of your program's annual caseload will be automatically calculated.

Programs should also be monitoring their data submissions using the NCDB Call for Data Submission Count Tracking by Diagnosis Year.xlsx.

Data Items Required and Layout Specifications

Only NAACCR layout versions 16.0 will be accepted for submissions during 2018.

Download a PDF with the version-specific required data items and applicable layout specifications.

Layout Version 16.0

“Rejected cases” are not added to the NCDB database and are effectively “not submitted.” Required cases that are rejected must be corrected and resubmitted, regardless of diagnosis date. Nonanalytic cases, cases diagnosed prior to the program’s Reference Date, and cases diagnosed prior to 1985 are not required and will be rejected; they should not be resubmitted.

Edit Requirements (Standard 5.6)

All cases diagnosed in 2004 through 2016 submitted to the NCDB at any time during 2018 are subject to Standard 5.6. Any cases diagnosed from 2004 through 2016 that generate edit errors upon submission must be corrected and the case resubmitted by June 1, 2018, for compliance with Standard 5.6. To be eligible for commendation, no cases diagnosed from 2004 through 2016 may have any edit errors at the time of initial submission.

The NCDB metafiles and links to download GenEDITS Plus for 2018 editing software are available online. While NCDB supports using built-in registry software checks as a first step for pre-editing data, it is best to re-check using the free-standing NCDB GenEDITS Plus 2018 on all files after they have been extracted for submission to avoid unpleasant surprises.

Survey Implications for Standards 5.5 and 5.6

Surveys for Standards 5.5 and 5.6 evaluate submissions with deadlines that fell during the three calendar years prior to the year of the survey.

Surveys Conducted in 2016
Surveys Conducted in 2017
Surveys Conducted in 2018

Additional Resources

Coding, Editing, and “How to” Resources
FORDS and Other Registry Manuals
Software Providers
EDITS Software and Metafiles, Edits Documentation
Data Submission Information