Data Access Process
STEP 1: CONTACT US
Contact HDNS for a consultation regarding the data sets and methodologies that are appropriate for your project and objectives.
STEP 2: SUBMIT YOUR HDNS DATA ACCESS FEASIBILITY AND COST ESTIMATE REQUEST
Start by completing the Data Access Feasibility and Cost Estimate Request Form [PDF - 190kB]. Try to be as specific as you can, because the quality of your application will directly impact the accuracy and timeliness of our assessment.
Email us your completed form to email@example.com. Also, include a copy of your research proposal and summary.
Once we've processed your request, we'll send you a confirmation of feasibility and cost estimate or request for further consultation within three (3) weeks. Confirmation of feasibility is not a guarantee of data access, final decisions on data access are made by the HDNS Data Access Committee.
Please refer to HDNS Fees and Charges page for more information.
STEP 3: GET FUNDING
Make sure you submit your proposal to a funding agency. This is entirely your responsibility. You’ll also need to notify us when your project has been funded.
STEP 4: SUBMIT YOUR DATA ACCESS REQUEST
To obtain data access approval, complete our Data Access Request Form [PDF - 252kB] and supporting documentation (i.e., proposal, complete research ethics board (REB) submission, CV, etc.) and email it to the HDNS Data Access Committee at firstname.lastname@example.org. The Data Access Committee will review the request at its monthly meeting and notify you of their decision.
If your application is approved, please submit the original signed copy of the HDNS data access request form.
If your application is not approved, you’ll be provided feedback to make the necessary modifications and re-submit.
STEP 5: APPLY TO THE RESEARCH ETHICS BOARD
Once you’ve secured funding, you’ll need to contact the appropriate research ethics board (if applicable). It’s your responsibility to both identify and contact the correct board.
Application to an REB can occur prior to, at the same time or after applying to the HDNS Data Access Committee. However, if there are modifications to your research proposal as a result of REB feedback, HDNS requires a copy of the revised proposal. If the changes are significant HDNS may need to reassess the data access request and the cost estimate.
Once you have received ethics approval, send your REB letter of approval to HDNS along with the revised proposal (if applicable).
STEP 6: SIGN THE CONTRACTUAL & CONFIDENTIALITY AGREEMENTS
Once the HDNS DAC and REB approvals have been received, HDNS will administer the Contractual Agreement for Data Access and Management (CADAM) [PDF - 61kB] with the requestor which specifies the terms and conditions under which HDNS grants data access to the requestor and the applicable members of the project team and the quote associated with project execution. If the project scope has changed since initial consultation, the quote may require modification from the original cost estimate.
Any members of the project team accessing HDNS data must sign a Confidentiality Agreement (CA) [PDF - 183kB] and complete HDNS privacy training.
Please deliver original, signed copies of the CADAM and CA to HDNS, by courier or mail.
HDNS will contact you and the applicable members of your project team to arrange the privacy training.
STEP 7: SIGN PROJECT CHARTER
Once HDNS receives all letters and signed agreements we’ll work with you to create a project charter that will identify the details around the project dataset creation, analysis, packaging, and delivery of your data. The charter must be signed by you and HDNS. We complete all projects on a first-come, first-served basis.
For more information, download and review our Guide to Using our Services [PDF - 326kB]