All Identifiable hospital discharge data file requests must go before the SPARCS Data Governance Committee (DGC). DGC meetings are convened by the SPARCS Administrator or designee eight times (8) per calendar year (or approximately every six (6) weeks). See meeting dates.
When your SPARCS request number has been added to a DGC meeting agenda, you will be notified approximately two (2) weeks prior to the meeting date. Meetings are held via WebEx.
Meetings typically run from 10 am to 1 pm, depending on the number of data requests on the agenda. A data request application can take 10 minutes to review and consider or sometimes take 30 to 40 minutes, depending on the committee members’ questions and applicant’s answers.
Note: Applicants (or their designees) must attend the DGC meeting and answer any questions presented by the committee members.
Once all questions are resolved, the request is put to a vote. A majority of the DGC members must approve the request and those voting no, or abstaining, are recorded.
If approved by the DGC, the request is submitted to the Commissioner or the Commissioner’s designee (SPARCS Administrator) for ratification within 15 business days of voting. If the request is ratified, the SPARCS program sends the applicant a signed approval letter describing the data files, years to be provided, other relevant decisions, and application expiration date.
If the Commissioner does not ratify the DGC’s decision, the application is returned to the applicant with a description of the factors that led to the denial. The applicant may apply again.
Background: The DGC is made up of external and internal Department members with experience using SPARCS data. See DGC member bios.