Post Application Activities

Audits

To help ensure the security of the restricted data and to prevent breaches of respondent confidentiality, HRS may conduct an audit. The audit process involves an unannounced site inspection of the work site(s) by an independent investigator, who will seek to verify compliance with the user's restricted data security plan. Violations will be the subject of further investigation and may result in withdrawal of data access, among other possible penalties.

Submit Your Publications

As part of your Restricted Data Agreement, you have agreed to inform HRS of any papers and publications based on the data. Use the Submit Your Publication form to report citations for any publications, papers, or reports that used HRS Restricted Data under your agreement.

Modifying your Agreement

Submit the Modify an Agreement form to make changes to an existing Restricted Data Agreement (RDA), or to make changes to a submitted RDA Application. If you have not already done so and your RDA was created before 11/07/2019, you will need to create a website account and submit the RDA Administrator Registration form.

Modification Type Descriptions

The information and documentation required for each type of modification is detailed below. Instructions that are specific to an agreement type (VDI, CMS, or Traditional License) are included below general instructions.

Unless otherwise specified, attached documents must be in .pdf format.

Your agreement must be renewed annually. Submit this modification within 30 days of your expiration date to maintain uninterrupted data access.

If you need to make changes to your agreement (add/remove team members, update data security or protection plans, etc.), submit the changes as separate modifications before you submit your annual renewal.

As part of your Restricted Data Agreement, you have agreed to inform HRS of any papers and publications based on the data. Before submitting your renewal, use the Submit Your Publication form to report citations for any publications, papers, or reports that used HRS Restricted Data under your agreement.

To submit this modification, you need:

  • A brief description of how you've used HRS Restricted Data
  • A brief description of any changes to your project research plan(s)

Additional VDI Requirements:

As part of the annual renewal process for VDI agreements, you must review all approved Data Security Plans for all team members, and submit revised versions where needed. Revised Data Security Plans will be required on the renewal form, or can be submitted as separate modifications before the renewal form is submitted.

When your renewal is submitted, currently approved Data Security Plans that are not revised will still be submitted to be reviewed by HRS Staff. Approved Data Security Plans can be seen by viewing your agreement, and will also be listed on the renewal form.

Additional CMS Requirements:

As part of the annual renewal process for CMS agreements, you must review and resubmit your HRS RDA User Tracking Spreadsheet, including updates where necessary.

Additional Traditional License Requirements:

  • Additional documents must be attached when renewing a Traditional License agreement:
    • Documentation of IRB approval from your institution
    • A Notice of Award or other proof of federal funding
  • As part of the annual renewal process, you must review and resubmit your Data Protection Plan and related documents (Data Security Plan Checklists or HRS RDA User Tracking Spreadsheet), including updates where necessary.

Submit this modification to update the following information for a project:

  • IRB review documentation
  • Research abstract
  • A short description of each of the following:
    • The HRS Restricted data products and variables you intend to use in your research, including planned data analyses
    • Why the public data are not adequate for your research purposes
    • How the results you plan to export or publish will comply with the requirements of disclosure limitation review

Updated documentation of IRB approval is required to submit this modification.

For CMS agreements, submit this modification to add a CMS DUA to a project.

For VDI agreements, submit this modification to add an HRS-RDA MiCDA Access Agreement to an RDA. The agreement must be signed by the institution representative, the principal investigator, and all members of the project team.

If the project includes team members from more than one institution, an agreement must be submitted for each institution.

Submit this modification to remove team members from an RDA. Removed team members will no longer have access to HRS restricted data.

For active CMS and Traditional License agreements, one or more completed User Termination Form is required to submit this modification.

Submit this modification to remove team members from a research project.

For VDI agreements, removed team members will no longer have access to HRS restricted data for the selected project in the MiCDA VDI.

Submit this modification to add team members to a research project.

For each new project team member who was not previously included in your agreement, you need:

  • Name
  • Role on project
  • Email address
  • Indicate if the team member requires access to the data

New team members will be asked to create an account on this website and submit the HRS Disclosure Limitation Review Policy Agreement form.

Additional VDI Requirements:

Additional CMS Requirements:

For CMS agreements you will also need:

To address how and where the new team members will access the data, you may also need to attach:

Additional Traditional License Requirements:

For each new project team member who was not previously included in your agreement, you will also need:

To address how and where the new team members will access the data, you may also need to attach:

Submit this modification to update project roles and data access requirements of a team member.

Name, contact information, and CV can also be updated if the team member does not have their own account on this website.

For VDI agreements, team members who did not previously have access to the data will be asked to create a website account and submit a Data Security Plan and a CV in .pdf format. They will also be asked to electronically review and agree to the MiCDA Data Enclave Acceptable Use Policy Agreement and the ISR Pledge to Safeguard Respondent Privacy.

For VDI agreements, submit this modification to revise or add an additional Data Security Plan for the team member. An approved Data Security Plan is required for every computer/location the team member will use to access the VDI.

Submit this modification to request additional data products for a research project.

For Traditional License agreements, if you are requesting an updated data product, a Data File Destruction Certification for the original distribution media is required. For information on data destruction methods, review the suggestions in the HRS document Data Destruction Policy and Procedures.

Submit this modification to add a new research project to an RDA.

This modification cannot be submitted for a CMS-HRS agreements. If you have a new project that requires CMS data, apply for an additional CMS-HRS agreement.

To submit this modification, you need:

  • Project title and research abstract
  • A short description of each of the following:
    • The HRS Restricted data products and variables you intend to use in your research, including planned data analyses
    • Why the public data are not adequate for your research purposes
    • How the results you plan to export or publish will comply with the requirements of disclosure limitation review
  • Documentation of IRB approval from your institution, in .pdf format

Team members already included in your agreement can be selected and added to the new project. For each new team member (those not already included on your agreement), you need:

  • Name
  • Role on project
  • Phone number
  • Email address
  • Indicate if the team member requires access to the data

New team members will be asked to create an account on this website and submit the HRS Disclosure Limitation Review Policy Agreement form.

Additional VDI Requirements:

Additional Traditional License Requirements:

For each new project team member who was not previously included in your agreement, you will also need:

To address how and where the new team members will access the data, you may also need to attach:

CMS

Submit this modification to update a HRS RDA User Tracking Spreadsheet for CMS agreements.

Traditional License

Submit this modification to update the Data Protection Plan and/or associated documents for Traditional License agreements.

One or more of the following documents is needed to submit this modification:

Submit this modification to update the federal funding source for Traditional License agreements.

A Notice of Award or other proof of federal funding is required to submit this modification.

Submit this modification to terminate a research project.

Note that terminating a project does not terminate an agreement. This modification is only useful for agreements with multiple active projects.

For VDI agreements, the principal investigator and team members will no longer have access to HRS restricted data requested for this project in the MiCDA VDI.

Submit this modification to terminate an RDA. The principal investigator and all project team members will no longer have access to HRS restricted data.

To submit this modification, you need a list of citations for any publications, papers, or reports that used HRS Restricted Data under this agreement

When terminating a Traditional License agreement, a Data File Destruction Certification for the distribution media is required. For information on data destruction methods, review the suggestions in the HRS document Data Destruction Policy and Procedures.