The Feasibility and Resource Availability Check gathers information about the research proposal and identifies all the databases needed for the research project. This stage verifies that the data requested is available in the HRDP-SK and that the HRDP-SK team resources are available to support the request. 

Prior to starting Stage 1, researchers are encouraged to review Admin Data 101.

In Stage 1:

• The Principal Investigator(s) complete the Stage 1: Feasibility & Resource Check form and provides their Curriculum Vitae.

• The HRDP-SK team reviews and may meet with the research team to gather additional information.

• The HRDP-SK team determines if the data is available and what resources will be needed to support the project.

• The HRDP-SK director, on behalf of the Master Health Data Sharing Agreement (MHDSA) Governance Committee, provides the Principal Investigator(s) with a Confirmation of Resources Letter if the project is approved. This document can be used in funding applications if needed.

The Assessment and Authorization stage is the process by which the HRDP-SK Team assesses whether a research project should be given access to the HRDP-SK. It requires the research team to submit detailed information about the research proposal, privacy and confidentiality, and the research team members. The research team identifies the datasets and the variables in the datasets they are seeking to use in their research project.

In Stage 2:

• The research team prepares drafts of:

  • Stage 2: Assessment & Authorization Form

  • Project-specific Data Integration Request Form (if applicable)

• The HRDP-SK team provides support and coaching to the team to finalize the forms.

• The research team submits a draft Research Ethics Board (REB) application to the HRDP-SK team.

  • The HRDP-SK Ethics Guidance document provides support for answering ethics questions regarding data storage.

• The research team seeks REB approval.

  • List of approved Research Ethics Boards

• The team submits final versions of all documents:

  • Stage 2: Assessment & Authorization Form, Appendix A, and Project-specific Data Integration Request Form (if applicable)

  • Confirmation of funding award or a Peer Assessment Form

  • A copy of the grant proposal, if applicable

  • Evidence of qualified Research Ethics Board Approval 

  • Legislative authority of data ownership (if applicable)

The HRDP-SK team will complete an assessment and provide a recommendation to the data trustees.

The Trustee Authorization Committee will review the documentation and determine if the project can be given access to the data in alignment with the Health Information Protection Act. The research team signs a Research Agreement with the data trustees. 

At the Onboard & Account Request stage, individual research team members apply to be HRDP-SK users.

In Stage 3: Each HRDP-SK user will create a MyeHealth account and submit the following documents:

• Copy of their Curriculum Vitae (if not already provided)

• Criminal Record Check

• Conflict of Interest Declaration Form

• Evidence of completion of the HRDP-SK privacy training

• HRDP-SK Research Team User Access Form

The HRDP Director and MHDSA governance committee representative approve each user request.

The Access and Analyze Data stage is initiated once all approvals are provided and the completed Research Agreement is received by the HRDP-SK team. An HRDP-SK team member provides support to the research team, extracts the required data and makes it available to the approved HRDP-SK users in the Secure Research Environment.

In Stage 4:

• The HRDP-SK team compiles all the information needed to extract the data.

• The HRDP-SK team extracts and links the approved dataset and places it in the SRE.

• The HRDP-SK team places all supporting documents in the SRE for the research

• The research team completes their proposed analysis in the SRE.  

The research team must ensure Research Ethics Board status is maintained throughout the life of the project.

Any changes to the objectives, methodology, team members, variables or datasets used for the project after Stage 2 is completed require an amendment request be submitted.

The Vetting stage is the process by which the HRDP-SK team assesses whether the outputs from the SRE can be disseminated to a wider public in a way that protects confidentiality and privacy. This step ensures that all released results lie within the scope of the project as approved in Stage 2 and do not directly or indirectly disclose any personal health information.

In Stage 5:

• The principal investigator submits the following documents from within the Secure Research Environment:

  • Vetting Request Form

  • A list of related files for release from the SRE

• The HRDP-SK team will then complete an assessment and if the results meet the vetting criteria, release the statistical results to the research team outside of the Secure Research Environment

At the Share Results stage, HRDP-SK users must notify the HRDP-SK team and Trustee Authorization Committee regarding forthcoming material for publication (e.g., academic journals or thesis presentations). This should occur as soon as dissemination timelines have been confirmed, and at least 35 days before the dissemination.

In Stage 6: 

• The Principal Investigator submits a Notice of Dissemination Form and a copy of the research material a minimum of 35 calendar days prior to the planned dissemination.

• The HRDP-SK team will notify trustees of the proposed dissemination.

The Research Project Closure stage indicates that the data analysis component of the research project is complete and the HRDP-SK users will not require further access to the data. 

In Stage 7:

•  The HRDP-SK team and the research team will work together to complete the Stage 7 – Research Project Closure Form.