Whether you're applying for Limited or Identifiable hospital discharge (SPARCS) data, most of the required forms remain the same except for three (possible) additional documents needed for an Identifiable request. You can find detailed information in the SPARCS Data Governance Policy and Procedure Manual for Data Release. All necessary forms are conveniently located here.
Please submit the following forms:
- SPARCS Data Request Application (DOH-5132)
- Project Summary- please submit a summary detailing your research goals and methodology in the context of SPARCS and how it will assist with your study.
- Organizational Data Use Agreement- 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 Data Use Agreement(s)- 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 Guidelines- to be completed by a current Chief of Information Security Officer or 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. This form is required to complete a data request.
- Project Director’s Curriculum Vitae- All researchers applying for access to SPARCS data must submit a comprehensive Curriculum Vitae (CV) to highlight their qualifications and experience in handling sensitive health information, including patient identifiers. Please ensure your CV includes academic and professional background, relevant research experience, publications, and any pertinent qualifications or certifications. SPARCS handles all CVs securely and confidentially.
- 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.
Note: Identifiable data requests must include (1) the IRB protocol submitted for review and (2) a determination letter from an IRB stating one of the following regarding their protocol: (a) has patient consent to perform the research; (b) has been provided a waiver of patient consent; (c) is “exempt”, or (d) has been determined non-human research.