Modifying your Agreement
Here we summarize actions you need to take if you have any of the following changes. Remember to reference the RDA number assigned to the original agreement in all e-mail correspondence.
Changes in the terms of your federal funding
Action: Send an e-mail outlining the funding changes along with your new federal research grant or contract award letter(s) to email@example.com.
Changes to the Research Plan or Data Security Plan
Action: Send an e-mail with a copy of the modified document with proposed changes flagged to firstname.lastname@example.org.
Change of research team members
Member leaves the project:
Add a new team member:
Action: Complete a Supplemental Agreement with Research Staff for Use of Restricted Data and e-mail to email@example.com. All requests for adding a user must address the user's location, how the user will access the data, and any resulting changes to the data security plan.
Request additional data for the original project
Action: Complete a new Restricted Data Order Form and e-mail to firstname.lastname@example.org indicating that a new product is required, and how it will be used in the context of the existing project. If an updated version is being requested, include the Data File Destruction Certification Form.
Change of Principal Investigator
Action: Send an e-mail with this request to email@example.com.
You will need to renew your agreement annually on the anniversary of the approval of your access to restricted data. Within 30 calendar days of the anniversary, send an e-mail to firstname.lastname@example.org with the following information:
- A short report describing how the restricted data have been used including citations for any papers, publications or presentations using the restricted data, and why continued access is necessary.
- A description of any changes or modifications to your approved research plan, data security plan(s), or project team members, providing additional documentation as instructed above under "Modifying Your Agreement."
Please do not hesitate to contact email@example.com with any questions.
Terminating your Agreement
You are required to return or destroy the original restricted data and all derived data files. To terminate the agreement you should send an email stating that you wish to terminate the agreement and a Data File Destruction Certification Form for the distribution media to firstname.lastname@example.org. For information on data destruction methods, review the suggestions in the HRS document Data Destruction Policy and Procedures.
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.