Health Data Platform Organizational Data Access Request

Data Access Requests (DARS) without all mandatory applicable attachments will be returned to Applicant prior to review

If training has not been completed, organizational data requestors may still submit this Data Access Request Form. Organizational data requestors will be asked to complete organizational privacy training at a later stage in the process.

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Project proposal for the project related to the HDP Organizational Data Access Request.

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Documentation from the HDP Organizational Delegate that confirms that the project meets the definition of Safe People and Safe Projects as defined by the HDP Data Access Framework.

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Will this project be support by a third party funder? If yes, please indicate the organization and the role they play with respect to the project.

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A. 1. Can the users be trusted to use the data in an appropriate manner?

Principal Investigator (PI)Missing or incorrect value

Phone Missing or incorrect value

Primary EmailMissing or incorrect value

Title of Project/ProgramMissing or incorrect value

Are you the applicant?Missing or incorrect value

A. 2. Organizational Sponsor

a) Does the Principal Investigator have a formal organizational affiliation with the BC Ministry of Health, or BC Health Authority as per the definition of Safe People as described in the HDP Data Access Framework?

HA of MoH Employee (Employee): Person as per the FIPPA definition of employee which includes:contracted service provider, medical practitioners, students, and volunteers.

Academic Researchers (Researcher): Person who has an academic affiliation with a Canadian postsecondary institution. NOTE: Academic researchers have an alternate process to access HDP. Contact MoHAnalytics@gov.bc.ca for further information regarding the HDP access process for academic researchers.

Other: PI not formally supported by an organization; and/or PI not an Academic Researcher; and/or PI does not meet the definitions above.

Missing or incorrect value

b) Will the project be sponsored by the organization with whom the Applicant has a formal organizational affiliation with as per the terms in a)?Missing or incorrect value

Sponsoring OrganizationMissing or incorrect value

Health Data Platform Organizational DesignateMissing or incorrect value

HDP Organizational Designate EmailMissing or incorrect value

A. 3. Privacy Training

Note to Applicant PI

The Applicant does not have to complete Privacy Training prior to submitting a DAR.
- Privacy training is intended to ensure a consistent level of understanding regarding data security and privacy within the context of provincial legislation.
- The general privacy policy requires the applicant and project team members to complete privacy training refreshers every three years while they have access to data from HDP.
If an Applicant has completed training within the 3 years prior to submitting this DAR, the date it was completed should be entered below.

a) Has the Applicant/PI completed organizational Privacy Training prior to submitting a DAR?Missing or incorrect value

A. 4. The Project Team

Note to Applicant PI

Identify all members of the project Team in the table below.
In cases where a Project Team member has multiple emails, their primary organizational e-mail must be provided.
Any change in a member of the Project Team that has been identified in the Table below as having data access requires a formal amendment within 5 days.

Name

Position

Organizational Affiliations

Key Project Roles

Access to data

Missing or incorrect value

Do all members of the project team have a formal organizational affiliation with the BC Ministry of Health or a BC Health Authority as per the definition of HA or MOH Employees as described in the table above?Missing or incorrect value

B. 1. Organizational Projects

Does the Project contribute to filling Health Authority and/or Ministry of Health mandated work and is the proposed work of priority interest to the organization?Missing or incorrect value

Project ObjectiveMissing or incorrect value

Summary of How Project Meets Organizational MandateMissing or incorrect value

Safety Classification

Sub-Category

Definition

Safe

Organization

Project contributes to filling the HA/MoH’s mandated work and has been approved by the HDP Organizational Designate. Organizational Delegates will be asked to confirm their approval for this project by the Health Data Platform.

Not Safe

Other

Project not supported by organization; project without REB approval; and/or project not meeting the definitions listed above.

Is the proposed project consistent with the Safe Project definition provided in the HDP Data Access Framework?Missing or incorrect value

B. 2. Project Overview

Note to Applicant PI

The project overview provides the context for your data request.
The more complete and clear the information provided in the project overview, the more likely the HDP Front Counter will be able to review and submit your request.
Your clarity and consistency also will assist the Health Data Platform, the Health Data Council, The Data Stewardship Committee, or other Data Stewards to review and process your DAR with minimal questions and iterations.
HDP does not judge the methodology, but an understanding of the applicant’s intent increases the capacity of HDP to provide the correct data.
The project overview must include the following 5 headings:
1. Key aims/objectives,
2. Intended cohort,
3. Basic methodology, and
4. Brief consideration of how the analysis will be eventually presented, communicated and utilized.
All information provided must be consistent with any information supplied in DAR: Part A.
The project overview should not exceed two pages.

Prior to completing this section, please review the following section, which sets out expectations for access to sensitive and external data.

B. 3. Funding – Projects with Public Funding

Note to Applicant PI

This section refers to any external public funding the project may receive.
When declaring 100% public funding, note that any contribution from a for-profit organization, including funding or in-kind contributions, provided either directly, indirectly, or through a third party such as an industry funded patient group, is considered as a funding contribution.
If you answer No to the following question, move to following section, For-Profit Funding and Contributions.

Is this project 100% publicly funded?Missing or incorrect value

Is this work receiving any external funding? Is a copy of the most up to date formal funding notification letter from the public funding body which includes the expiry date of the funds to be awarded attached? If the nature of the funding arrangement changes over the course of the project lifespan, it is the responsibility of the PI to notify HDP and provide the recent funding documentation.Missing or incorrect value

Note to Applicant PI

In the case where a public donor wishes to remain anonymous, the request should be noted on the DAR; however, this caveat does not apply to industry donors.

List all public funders(s) in table below.

Name

Type of Contribution/Funding

Amount

Missing or incorrect value

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Health Data Platform Organizational Data Access Request

Health Data Platform Organizational Data Access Request

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Health Data Platform Organizational Data Access Request

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Mandatory Document Checklist

Part A: Safe People and Safe Projects

Part B: DAR Safe Projects: Is this Project Appropriate?

Part C: Safe Data, Safe Settings, Safe Output

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