The Requestor submits the DAS Request Form.
The Requestor must be a publicly funded, not-for-profit researcher, student, organization, policy maker or decision maker. The Requestor must specify the purpose of the project – academic publication, inform policy makers, report, etc. – and the intended audience. A pdf request form should be submitted.
ICES DAS assesses the project.
If acceptable, the Requestor is invited to a consultation to review the project.
Upon submission, the DAS team will assess project feasibility and timelines. The Requestor will be contacted within two full business days of submission of the DAS Request Form. If feasible and eligible for services, a consultation to review the project objectives and timelines will be scheduled.
During the consultation, ICES DAS will gather information to develop a preliminary project plan.
Following the consultation, ICES DAS will provide the Requestor with a Confirmation of Feasibility that includes a cost estimate of the services requested.
The DAS team consults with the Requestor to develop a preliminary project plan. This consultation process (up to 10 hours) will gather information on the following:
- Project Personnel: Specify the principal investigator and any analysts or research coordinators who are part of the project team. ICES DAS will also request a named individual who will require access to the virtual data environment: this person should be experienced in using statistical software (SAS, Stata or R) to analyze large data sets.
- Type of Study: Specify whether the project is a cohort or case-control study. If cohort, has the cohort already been created or is cohort development required? If it is a longitudinal study, identify which changes over time are of interest (examples: residential changes, coding changes).
- Index Event, Variables & Covariates: Identify the index event, age, sex and any other required demographic or geographic data. Specify any comorbidities and additional covariates.
Data sets required: Identify the data sets and dates that will be needed to answer the research question.
- Types of Analytical Methods: Identify the analysis plan. Specify if existing data fields can be used or whether fields need to be derived. If there is a named analyst on the project team, are they familiar with the analytic methods that are required?
- Disease & Procedure Codes: Specify any classification codes that will be used in the study.
- Resources Required: Specify whether the project will require support from analysts, epidemiologists, scientists, project manager, etc.
- Timeline: Specify the proposed timeline for the project and whether there are deadlines to meet (funding end dates, year-end reports, etc.).
The Requestor reviews Confirmation of Feasibility for accuracy and provides ICES DAS with approval to move forward with project initiation.
ICES DAS will provide the Requestor with a proposed project plan, high-level data set project plan and cost estimate based on the consultation. The letter of support accompanying the Confirmation of Feasibility will include any conditions that must be met by the Requestor before project work can begin (including confirmation of public funding). If funding is being sought, the letter of support can be submitted to granting agencies for applications. When the Requestor has confirmed funding, they will contact ICES DAS to initiate the project.
ICES DAS submits project initiation documents for ICES Privacy to review and approve.
ICES Privacy will review the ICES Project Privacy Impact Assessment (PIA) submitted by ICES DAS. ICES Privacy will advise and inform the project team of any further requirements which need to be met prior to project approval.
For projects requesting importation of external data to ICES, a data sharing agreement will be negotiated following ICES Privacy approval, specifying the data custodian, location of data, transfer schedule and data destruction upon linkage to ICES Data.
ICES DAS provides the Requestor with the DAS Agreement for signature.
The DAS Agreement outlines the terms and conditions for provision and estimated cost of the services.
Following signature, ICES Finance will invoice the Requestor for services as per the payment schedule negotiated within the DAS Agreement.
ICES DAS works with the Requestor to develop and finalize the Dataset Creation Plan.
Information from the consultation(s) with DAS and the project proposal will be used to put together the Dataset Creation Plan outlining in detail the Requestor’s data requirements (specific data sets, timeframes, variables, covariates, etc.). The Dataset Creation Plan must be approved by the Requestor prior to the ICES Analyst beginning the cohort creation.
ICES DAS creates cohort(s) according to the final Dataset Creation Plan and generates research deliverables (tables, figures or reports) as requested.
ICES Analysts will generate tables and figures and provide them to the Requestor for input on an ongoing basis. It is helpful if the Requestor provides ICES DAS with shell or dummy tables.
The Requestor reviews the deliverables and advises ICES DAS if any changes are required.
This is an iterative process where the Requestor works closely with ICES DAS to fine-tune the deliverables according to the Requestor’s specifications. All deliverables (including preliminary deliverables) will be suppressed for small cells and assessed for re-identification risk assessment.
The Requestor receives the final deliverables as requested and informs ICES DAS of project closure.
Once the Requestor has received the final deliverables, final administrative documents will be issued by ICES DAS. Any remaining and outstanding costs will be invoiced at this time.
Any publications resulting from the work must include all applicable acknowledgments. Please refer to the Publication Guidelines for DAS Third Party Research (TPR) document and the ICES Data Dictionary for all the details.