Before starting a Data Access Request, a Feasibility Request must be approved. DataNB will review the project information on the Feasibility Request form to determine if we have the authority to provide access and if we have the data required for the project.
Feedback will be provided within 10 business days. Feasibility Requests are to be sent via e-mail.
Once the Feasibility Request is approved, DataNB will invite you to complete our Data Access Request (DAR) form.
The DAR is divided according to the Five Safes Framework: Safe Project, Safe People, Safe Data, Safe Output. The fifth Safe, Safe Setting, will be determined based on the information provided in relation to the other four Safes.
The DAR will go through a series of governance reviews before it is approved as a project. Each review provides opportunity to fine tune the project specifics as identified in the DAR. For information on the reviews, see the next step.
Once the DAR is received, a series of reviews occur; they take place in order:
Institute Review (IR)
DataNB staff will review the DAR to ensure it is compliant with the Five Safes Framework. Feedback will be provided within 10 business days, and a follow-up meeting may be offered. The Institute Review meeting is an opportunity to discuss the overall project (including methodology, data sets and variables) and address any concerns or questions.
Data and Research Committee (DRC)
The DRC is made up of relevant Data Business Owners (DBOs), MSSU Public Partners and DataNB staff. This review gives the DBOs the opportunity to review the project and understand how their data will be used. The DRC meeting also provides the project team with the opportunity to ask questions directly to DBOs and receive feedback about the data.
The DRC has a standing meeting the third Friday of each month; the project team will be invited to attend the next available meeting. Minutes are taken and will be provided within 10 business days.
Preliminary Research Ethics Committee (PERC)
This internal review ensures the project is ready for UNB REB submission. It is conducted by our Privacy Officer and at least one senior DataNB staff member.
At this point, the final version of the DAR and completed REB application are to be sent to Dar.DataNB@unb.ca. A blank REB form is available on the UNB REB website.
The PERC results will be ready within 5 business days. Should edits be required, an email will be sent directly to the Principal Investigator (PI). Once PERC is finalized, DataNB will submit the full package to UNB REB on your behalf; the PI will be cc’d.
The PERC package includes:
- The finalized DAR
- The completed (signed) REB Application
- A DataNB REB recommendation letter
- The PERC review signature page
- The PERC summary & final privacy review form
All projects requesting use of administrative data held by DataNB must be approved by the University of New Brunswick Research Ethics Board (REB).
Once REB approval has been granted, the REB Chair will e-mail the approval to the PI. DataNB will be copied on the approval; this signals that the Data Access Agreement can be prepared for signature.
Confirmation of REB approval is required before to the final stages of the project approval can proceed; if DataNB was not cc’d on the approval please forward it to DAR.DataNB@unb.ca.
For Details, see our REB Submission Instruction Guide.
A Data Access Agreement (DAA) is prepared for signature after all reviews are complete and REB approval is obtained. DataNB will verify that all administrative safeguards are met and that a signed budget letter is on file before sending the DAA for signature.
When everything has been confirmed, the draft DAA and Schedule A (the final version of the DAR), are sent to UNB’s Vice President (Research) for signature. Once signed, the DAA is forwarded to the PI for final signature.
After the DAA has been fully executed (all signatures obtained), a welcome note is sent to the PI and the project becomes active.
Only Approved Data Users may access the DataNB Trusted Research Environment (TRE). A request for access will be submitted on once DataNB receives confirmation of:
- the fully executed Data Access Agreement, and
- completion of all Administrative Safeguards
The PI will be notified when access is available for all team members who have met the administrative requirements.
For questions relating to administrative safeguards, please contact privacy.datanb@unb.ca.
