Limited requests undergo multiple level of reviews. The application lifecycle is detailed below.
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Completeness review: this stage ensures that the applicant has fully completed all documentation pertaining to their application.
- Organizational DUA: To be completed by an Organizational Representative, separate from the project director, and notarized appropriately. SPARCS will only accept fully completed forms with either a wet signature or an electronic signature with a digital stamp.
- Individual DUA: Please submit separate forms for each data user on the proposed project, including the project director. SPARCS will only accept fully completed forms with either a wet signature or an electronic signature with a digital stamp.
- Security Guideline: To be completed by a current Chief of Information Security Officer, lead Information Technology administrator, and the Organizational Representative. SPARCS will only accept fully completed forms with either a wet signature or an electronic signature with a digital stamp.
- Project Summary: Please submit a 1-page summary detailing your research goals and methodology in the context of SPARCS and how it will assist with your study.
- IRB Protocol (Identifiable Request Only): Please submit an IRB protocol detailing your research project.
- IRB Acceptance Letter (Identifiable Request Only): Please submit an IRB approval letter for human subject research.
- IRB Exemption Letter (Identifiable Request Only): Please submit an IRB exemption letter for non-human subject research.
- Soundness Review: All applications undergo an internal review by a Department Research Scientist to assess feasibility and ensure compliance with SPARCS minimum use case requirements. Applicants will receive feedback to assist with their research and recommended edits as necessary.
- Security Review: A policy hearing officer will review applications to verify appropriate data housing and linkage plans.
- Invoicing and Fulfilment: Upon approval the SPARCS program will provide an invoice to the applicant for the data extract. The data extraction process can take several weeks (2-3 weeks) to complete by our vendor. Once the SPARCS team receives the data extract, they will provide instructions for receiving the data via ASPERA, an IBM secure, high-speed file transfer tool.