One of the most asked questions is: How long will it take to get approved? The short answer is that the timeline depends on both SPARCS and the applicant.
We’re committed to processing requests as efficiently as possible. That said, timelines vary based on the type of request, how complex it is, and how complete and clear your application is when we receive it.
Causes of Delays
SPARCS receives hundreds of applications each year. Small issues can add up and contribute to longer wait times. These include:
- Missing or incomplete documents
- Misalignment between application components
- Unclear justifications for identifiable data
- Poorly written project summaries or research methods
Even if all required files are submitted, if the content is inconsistent or unclear, there will need to be clarification before moving forward.
How You Can Help Keep Things Moving
You do not have to be a SPARCS expert to submit a solid application but taking a few thoughtful steps can make a big difference.
- Use the SPARCS Data Dictionary and explore the Public Use Files to understand the data before applying
- Make sure your documents align with your research plan
- Be realistic and specific in your data requests, especially for identifiable data. Requests for identifiable elements must be fully justified, not just “nice to have”
A well-prepared application helps everyone. It allows us to move more efficiently through the review and fulfillment process and supports better planning across the board. Taking time up front to understand what you need and how to present it will set your project up for success and contribute to smoother timelines for all applicants.
Timeline
The review timeline’s listed below assume all necessary documents are submitted and complete. Any time the SPARCS program spends requesting documents or clarifying request intentions with applicants should not be considered part of this timeline. The complexity of a request may also affect how long it takes to review.
Submissions must include:
- All required forms and documents, see article, What documents do I need to submit for a data request?
- Consistent and aligned materials (such as the IRB, research protocol, and SPARCS summary form)
- Specific justification for any identifiable data requested, in accordance with our minimum necessary principle
In general, the following estimates are used for planning how long an application review will take:
- Limited data requests typically take two to ten months
- Identifiable data requests typically take two to eighteen months
After Approval
Once an application is approved, the process moves into the fulfillment phase. This is separate from the review timeline.
- The invoicing process begins after approval, and it requires coordination. We will contact you to start this process, but your organization must also be set up as an ACH vendor through our finance department, which is a separate entity from SPARCS. Delays from your own finance team can impact the timeline.
- SPARCS works with a third-party vendor to fulfill data requests. This means fulfillment is not solely in our hands.
- Some approved requests require more time. If your project involves linking SPARCS data to vital statistics or includes a personal cohort match, additional steps and time are needed.
- The typical range for fulfillment is between one to six months. Most do not take the full six months, but you should factor this range into your project timeline.