There are a number of things that a Researcher can do to reduce application processing delays.
Common causes of delay
- Incomplete DAR
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Incomplete DAR applications cannot be reviewed by Data Stewards. Use DAR help when filling out the DAR.
What you can do
- Submit to Data Access Unit (DAU) for review before Data Stewards
- Work with DAU on completing the DAR Provide all supporting documents and attachments
- Request only data needed for the analysis; be ready to provide justifications
- Inconsistencies in DAR package
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Inconsistent information in the DAR and appendices raises concern by Data Stewards and cannot be submitted for review.
What you can do
- Scan ALL supporting documents for consistent titles, date ranges, study population descriptions, etc and update them.
- Modifications submitted prior to approval
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Modification to the original request post-submission requires full re-consideration of the project by all Data Stewards.
What you can do
- Work with the DAU to ensure that you have requested the data that best answers your research question(s) at the outset
- Wait until all outstanding ideas and questions have been answered/included before submitting your DAR
- Researcher response time
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The request for information signals that the project is actively being reviewed. If there is a delay in response, the focus may move to another project.
Projects automatically become inactive with extended non-response: see: Researcher response times
What you can do
- Answer emails as soon as you are able, or communicate expected delays
- Request assistance or clarification from the DAU if a request for information is unclear Document communications you receive regarding your project
- Project information not updated with the DAU
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As the coordinator of applications, the DAU needs to be able to assure all Data Stewards that they are all reviewing the most up-to-date materials.
Late discovered information may require re-review by Data Stewards.
What you can do
Notify the DAU immediately of:
- Status of approvals
- Any changes to external applications
- Status of REB approvals
- Funding changes
- Any other change you think may affect your project
- Sensitive / identifiable data requested
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The more sensitive the request for information, the greater level of scrutiny the request undergoes.
What you can do
- Ensure you ask for the minimum data required to answer your research question(s).
- Ensure there is comprehensive justification for requests. This may include a field by field justification.
- Time period of requests
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Requests for current data can be made up to the end of the current fiscal or calendar year. However PopData receives data updates with a lag time of one year or more.
What you can do
- Ask your Data Access Unit contact when the current-year data is expected before including it in an application.
- External Data requests/External Study Population
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Extracts cannot be actioned until receipt of the external study population/cohort.
What you can do
- Ensure that the DAU has the up to date contact information for external Data Stewards involved in your project.
- Work with the DAU and external Data Stewards to clearly outline the linkage strategy for the project.
