Complete a Data Access Request
Data Access Request Process
How researchers request data
The Data Access Process is the way by which research teams request access to data in the HRDP-SK. Individual members of the research team will apply to be HRDP-SK users and thereby gain access to the HRDP-SK and the data within.
 
The Data Access Process entails several steps that a research team must go through to get access to the datasets in the HRDP-SK, as indicated in the figure below:
 
 
 
Feasibility and Resource Availability Check
 
Stage 1:
The Feasibility and Resource Availability Check stage gathers information about the research proposal and identifies all the databases needed for the research project. This stage verifies that the data requested is available in the HRDP-SK and that the HRDP-SK team resources are available to support the request. 
 
In Stage 1:
 
  • The Principal Investigator(s) complete the Stage 1: Feasibility & Resource Check Form and provide their Curriculum Vitae 
     
  • HRDP-SK team reviews and may meet with the research team to gather additional information
     
  • The HRDP-SK team determines if the data is available and what resources will be needed to support the project
     
  • The Governance Committee determines if the project will be supported
     
  • The Principal Investigator(s) receive a Confirmation of Resources Letter if the project is approved. This document can be used in funding applications if needed
Assessment & Authorization
Stage 2:
The Assessment and Authorization stage is the process by which the HRDP-SK Team assesses whether a research project should be given access to the HRDP-SK. It requires the research team to submit detailed information about the research proposal, privacy and confidentiality, and the research team members. The research team identifies the variables in the databases they are seeking to use in their research project.
 
In Stage 2, the research team submits:
 
 
 
• Revised Stage 1 – Feasibility & Resource Check Form
   (if the request details have changed since initial approval)
 
• Confirmation of funding award or a Peer Assessment Form
 
• A copy of the grant proposal, if applicable
 
• Evidence of qualified Research Ethics Board Approval or Exemption
 
• Curriculum Vitae of every member of the research team who will request to become an HRDP-SK user
 
 
 
The HRDP-SK team will complete an assessment and provide a recommendation to the Master Health Data Sharing Agreement Trustee Authorization Committee.
 
The Trustee Authorization Committee will review the documentation and determine if the project can be given access to the data in alignment with the Health Information Protection Act. A conditional approval letter will be provided if the project is supported. The research team signs a Research Agreement with the data trustees. 
 
Onboard and Account Request
Stage 3:
At the Onboard & Account Request stage, individual research team members apply to be HRDP-SK users and are provided with access to the data that their project has been approved for in Stage 2.
In Stage 3:
 
  • Each HRDP-SK user will create a MyeHealth account
  • Each HRDP-SK user will need to submit the following documents:
  • Stage 3: Onboard and Account Request Checklist
  • Copy of their Curriculum Vitae (if not already provided)
  • Criminal Record Check
  • Conflict of Interest Declaration Form
  • Evidence of completion of the HRDP-SK privacy training
  • HRDP-SK Research Team User Access Form
 
 
Access & Analyze Data
Stage 4:
The Access and Analyze Data stage is initiated once all approvals are provided and the completed Research Agreement is received by the HRDP-SK team. An HRDP-SK team member provides support to the research team, extracts the required data from the HRDP-SK, and makes it available to the approved HRDP-SK users in the Secure Research Environment.
 
 
In Stage 4:
• Research team and the HRDP-SK team work together to complete the Project Data Access Form
• The HRDP-SK team compiles all the information needed to extract the data
• The HRDP-SK team extracts and links the approved dataset and places it in the
   Secure Research Environment
• The Research team completes their proposed analysis in the Secure Research Environment.  
   Assistance from the HRDP-SK team may be requested
Vetting
Stage 5:
The Vetting stage is the process by which the HRDP-SK team assesses whether the outputs from the Secure Research Environment can be disseminated to a wider public in a way that protects confidentiality and privacy. This step ensures that all released results lie within the scope of the project as approved in Stage 2 and do not directly or indirectly disclose any personal health information.
 
In Stage 5:
 
  • The principal investigator submits the following documents from within the Secure Research Environment:
  • The HRDP-SK team will then complete an assessment and if the results meet the above listed critieria, release the statistical results to the research team outside of the Secure Research Environment
  • Vetting Request Form
  • A list of related files they desire to release from the Secure Research Environment
Share Results
Stage 6:
At the Share Results stage, the HRDP-SK users notify the HRDP-SK team and Trustee Authorization Committee regarding forthcoming material for publication (e.g., academic journals or thesis presentations). This should occur as soon as dissemination timelines have been confirmed.
 
In Stage 6: 
• The Principal Investigator submits a Notice of Dissemination Form and a copy of the research material a minimum of 35 calendar days prior to the planned dissemination
 
• The HRDP-SK team and Trustee Authorization Committee will review results to ensure the use of data is in alignment with the approved Data Access Request
 
Stage 7:
Research Project Closure
The Research Project Closure stage indicates that the data analysis component of the research project is complete and the HRDP-SK users will not require further access to the data. 
 
The HRDP-SK team and the research team will work together to complete the Stage 7 – Research Project Closure Form and the tasks enclosed within.