General
- What is PopData and what does it do?
Population Data BC (PopData) is a multi-university, data and education resource facilitating interdisciplinary research on the determinants of human health, well-being and development.
Providing a range of services to Researchers and data providers, PopData strives to ensure that Researchers have timely access to the data and training they need to address research questions on population health. Research using these data informs policy-making and leads to healthier communities.
- What is the Data Innovation Program (DI Program)?
The Data Innovation Program is a data integration and analytics program for government analysts and academic researchers. While every BC ministry collects and manages its own data, the Data Innovation Program can securely link and de-identify data from multiple ministries, giving analysts and researchers a better understanding of BC’s complex issues.
The program supports population-level analysis, not individual or case-level analysis, unlocking the potential for new insights that lead to better programs and services for British Columbians.
Through the Data Innovation Program, existing data sets from various ministries or agencies are linked and de-identified in a secure platform (known as a secure analytics environment) to support specific population-level research projects. These projects aim to better understand trends and complex issues in BC.
Population Data BC works in partnership with the DI Program providing services related to data linkage, secure data storage, and project and data management. For further information on the Data Innovation Program, including past and current projects, go to: the DI Program website.
- What is the Health Data Platform (HDPBC)?
The Health Data Platform British Columbia (HDPBC) is a secure platform in the cloud, designed for data research and analysis within the health sector. Serving both the Public Sector and Academia, HDPBC provides essential tools for efficient data analysis and promotes ease of use through streamlined health data access. For more information, go to: the HDPBC website
Data available
- What data is available?
A wide range of data, from both federal and provincial sources is available across three access streams. To see what data is available from which stream, go to: Data available.
- Can I bring my own data to link to other data sets?
For access via PopData/HDPBC, the answer is yes. Both Researcher-collected and external data can be linked with data holdings, with the permission of the external data provider and appropriate data sharing agreements in place. For more information for HDPBC, go to: the HDPBC website.
For access via the Data Innovation Program, bringing you own data is assessed on a case-by-case basis.
- Do I have to do my own analysis of the data?
Yes, Researchers are expected to perform their own data analysis. PopData, HDPBC and the Data Innovation Program do not currently provide analytical services
- Where can I find more detailed information on the variables in the data sets available?
For further information on PopData holdings, go to: Metadata Central. Access to Metadata Central is through the my.popdata website and you will need a my.popdata account to log in. To request access to Metadata Central, please contact the Data Access Unit at dataaccess@popdata.bc.ca.
For further information on Heath Data Platform BC holdings, go to: the HDPBC website.
For further information on Data Innovation Program holdings, go to: the DI Program website.
- Can I request sensitive/Non-Core/masked variables?
Yes, but you will need to provide a strong justification for why the sensitive/Non-Core/masked variable is required to answer your research question.
Data access
- How do I get started?
If you are new to data access and don't know where to start, go to: Getting started for resources which will help orient you to the process.
For eligibility criteria to access data through the Data Innovation Program, go to: Eligibility requirements on the DI Program website.
- How do I apply for access?
Researchers access data from one of three streams; Population Data BC (PopData), the Health Data Platform BC (HDPBC) or the Data Innovation Program (DI Program). Researchers will be routed to a data access stream based on a range of qualifying criteria which includes the data required to answer the research question and the tools required for analysis.
Review the information on the Data available webpages to determine which of three streams offers the data that you require.
To apply for data access through PopData/HDPBC, first review the information on the Getting started webpage and Data PopData/HDPBC Data Access Request (DAR) process page. PopData's Data Access Unit team will provide support during the application process. Please email: dataaccess@popdata.bc.ca with any access-related questions.
To apply for data access through the Data Innovation Program, please apply directly to the Program. Please contact the Data Innovation Program with any access-related questions.
- Is it possible for me to select a specific data provisioning stream?
Presently, there are three streams available, and the selection of the appropriate stream for a Researcher is based on the specific datasets and analytical tools necessary for their project. Researchers will be directed to the stream that best accommodates their analytical needs based on the nature of their research.
Unfortunately, researchers do not have the option to select their preferred data provisioning stream.
Requests that meet the criteria for the Health Data Platform BC (HDPBC) or Population Data BC (PopData BC) will follow the same submission process through PopData BC.
Eligible projects for the Data Innovation Program will proceed through to that program.
- What should I do if I want to request data from multiple provinces/territories?
Health Data Research Network (HDRN) Canada's Data Access Support Hub (DASH) is a single entry point for researchers interested in multi-jurisdictional research. It is comprised of members from data centres across Canada who work in a coordinated effort to respond to queries and facilitate data access requests. For more information, go to: the HDRN website or email dash@hdrn.ca.
- Can I apply for access to data outside of Canada?
The Ministry of Health and the Data Stewardship Committee adjudicate requests for access to data outside of Canada on a case-by-case basis. Researchers are advised to provide a strong justification. Please note that requests for access to data outside of Canada are considered on an individual researcher basis, rather than for the entire team.
Access for students
- Are students eligible to access data?
Students are eligible to apply for data through PopData/HDPBC but NOT the Data Innovation Program. For more information, go to: Data access for students.
- How do students access data?
There are two options to apply for access as a student.
- Via what is called a Stand Alone Student Data Access Request (DAR). The student is the Applicant and creates their own DAR with their supervisor designated as the Principal Investigator for the project.
- A student may request access to data which has already been made available under a supervisor's existing DAR. In this case the student fills out a shorter version of the DAR to outline specific research questions/aims.
- What is included in a student DAR package?
- Application form
- Ethics Certificate and Applications (must include names of all listed supervisors, committee members, researchers etc.)
- Supervisor's CV
- Letter of Support from the Supervisor
- Proof of Funding (if funding is ONLY for the student project, not the parent project)
- DORIs for all named researchers/committee members in the application
- Is there a cost waiver for students?
Only student projects that are used to fulfill program of study requirements can be deemed eligible for the student waiver. This means postdoctoral fellows and research associates are not eligible for the student waiver. For more information, go to: Student Cost Waiver Policy
Feasibility, costs and timelines
- How long does it take to get data?
For PopData/HDPBC projects application processing times can differ significantly, making it difficult to provide a definite timeframe. It could take anywhere from a month to several months to gain access. To minimize potential delays in processing your application, go to: Timelines and application processing. This page outlines causes of delays and offers advice on how to avoid them.
For Data Innovation Program projects while there is a target timeline of six to eight weeks to approve data provision, sometimes there are unforeseen circumstances or project specific needs that delay access. The project main contact will be notified as soon as possible of any changes to projected timelines.
- How much does it cost to access data?
For information on the cost of applying for data through PopData, go to: PopData fees and charges.
For information on the cost of applying for data through Health Data Platform BC, go to: the HDPBC website.
For information on the cost of applying for data through the Data Innovation Program, go to: the DI Program website.
- Can I get a cost estimate before I apply?
For access through PopData/HDBBP Researchers may request a cost estimate letter, that may be used for budgeting purposes, indicating the feasibility of data access and/or linkage for their specified research topic, and an estimate of costs. This may be requested online and we aim to provide the letter within two weeks.
For a cost estimate for a data access through the Data Innovation Program, please complete a Data Access Feasibility and Cost Estimate Request form.
- How do I pay?
For PopData/HDPBC projects:
- UBC Internal: We accept internal UBC account (worktag) for us to collect payment
- External to UBC: We accept external payments by cheque or EFT.
Unfortunately, we do not accept payment by credit card.
Publishing research results
- Do I need permission before publishing the results of my project?
Yes. For all PopData/HDPBC projects ALL Research Materials that result from your project should be provided to the Data Stewards before any dissemination, and should be submitted to Data Stewards for review as soon as is practicable (i.e. all data and data analysis is complete, content is complete, but formatting can be incomplete). Therefore, Researchers are advised to wait for the Data Stewards to review any Research Material before public dissemination, as it may affect the content of the Research Material). For more information, go to: Publishing Research Materials and Data Steward Review requirements.
For Data Innovation Program projects, please refer to the onboarding materials that were provided or contact the service desk.
Managing your research project
- How can I track the status of my project?
For PopData/HDPBC projects, go to: AppTracker, our online project management system.
For Data Innovation Program projects, go to: the DI Program service desk.
- Can I change or amend my project once it has been approved?
Researchers with an approved DAR sometimes need to amend the original request while working with the data. In many cases, a DAR amendment is required. For more information, go to: the DAR amendments section on the Data analysis and Pre-publication Review page.
For Data Innovation Program projects, please refer to the onboarding material provided.
- Can I get an extension for access to the PopData Secure Research Environment?
Access may be renewed on a prorated basis with a minimum payment for three months but cannot be invoiced over two fiscal years unless an expiring funding needs to fully utilized. Please contact dataacess@popdata.bc.ca for more information.
- How do I close my project?
For PopData projects this process is typically initiated upon Researcher request or project expiry without renewal.
Once you have received a project closure form, fill out the relevant sections and prepare your submissions. This includes project outputs and any code snippets you may want to share for our collective Researcher resource.
Ensure that all Yubikeys have been returned, given they will not be in use for other projects.
For Data Innovation Program projects, please refer to the onboarding material provided.
