Data Access | NB Institute for Research, Data and Training (NB-IRDT) | UNB

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NB-IRDT

Applying for access to data

Before you begin

  • Establish your research question. Upon doing so, consult our data holdings to determine if our data might inform your research.
  • Please review the NB-IRDT data access guide for a step-by-step illustration of the process for gaining access to NB-IRDT resources.

How to apply for access to data

  1. Feasibility and quote
  2. Data access application
  3. Application review meetings
  4. Privacy/security training
  5. Research Ethics Board & privacy reviews
  6. Sign data access agreement

1. Feasibility and quote

Once your research question is established and you know what data set(s) you would like to access, complete Section 1 of the Data Access Application Package and email to NB-IRDTprojects@unb.ca.

We will evaluate the feasibility request and respond with feedback within approximately 10 business days.

Once your project feasibility request is approved, our Research and Evaluation Manager will reach out to schedule a meeting to evaluate your research service needs and provide a quote.


2. Data access application

After the approval of your feasibility request, our Project Coordinator will ask you to confirm that you are ready to proceed with your data access application. When you have confirmed, you will receive a link to an online folder that contains your submitted application and a project application checklist.

The checklist outlines the following requirements

  • The Principal Investigator must submit a CV with the application.
  • If the research project is being led by a student, the student is required to submit a letter of support from their supervisor. The supervisor must be listed as the project’s Principal Investigator.
  • If applicable, please include any ethics approvals the project has obtained to date. This includes Research Ethics Boards that are internal to UNB, as well as external REBs such as Horizon Health or Vitalité. NOTE: All NB-IRDT project Data Access Applications require review by the UNB Fredericton Research Ethics Board as a part of the application process.

You will have already completed Section 1 of the Data Access Application as part of your feasibility request. The next step is to complete the remaining sections using feedback that you received in Step 1. You can continue to make edits to this form until the REB approval stage of the application process.


3. Application review meetings

Institute review meeting

The Institute Review meeting is an opportunity for the NB-IRDT team to meet with you to discuss project methodology, data sets, variables chosen, etc. and to prepare the application for the Data and Research Committee review.

Our Project Coordinator will work with you to schedule attendance at this meeting, either in person or via teleconference.

Data and research committee meeting

The purpose of this meeting is to give data business owners the opportunity to understand how their data will be used and to allow applicants to ask questions and receive feedback about the data sets and data variables. If changes to the application are suggested, there will be an opportunity to make them before the application proceeds to the next step. 

The Data and Research Committee (DRC) is made up of data business owners and NB-IRDT staff. Meetings take place on the third Friday of every month. Our Project Coordinator will work with you to schedule attendance at this meeting, either in person or via teleconference in the month your project is scheduled to be discussed.


4. Privacy/security training

First-time users to NB-IRDT have a few data privacy and security steps to complete before they are granted access to project data. All are necessary administrative safeguards to help ensure compliance of privacy best practices and protection of the data in our custody.

Criminal record check

As an approved data user, you must submit a criminal record check prior to entry into our secure facility. We suggest requesting a criminal record check from your local police station in the early stages of your application as it may take a few weeks to obtain. We accept an original, photocopied, or scanned & emailed version of your criminal record check. However, we do not accept criminal record checks more than 1 year old.

To request a criminal record check, you must go to the appropriate police station depending on where you live, please contact your local police station for advice and instructions. If you require a letter from us when requesting the completion of your criminal record check, please email NB-IRDTprojects@unb.ca

Privacy training

Privacy training sessions are presented specifically on accessing and using administrative data- for research and program evaluation work (i.e. secondary use). Our Project Coordinator will schedule your attendance. Sessions are:

  • Offered on the last Tuesday of every month at 2:00 pm
  • Delivered online via GoToMeeting
  • Approximately one hour in length

5. Research Ethics Board & privacy reviews

Research Ethics Board

Applicants are required to complete an application to the UNB Fredericton Research Ethics Board for all research projects. Our Project Coordinator will inform you when it is appropriate to submit the REB application. See UNB Fredericton Research Ethics to download the form. NB-IRDT must receive confirmation that the REB application has been approved prior to data access.

Once your project feasibility request is approved, our Research and Evaluation Manager will reach out to schedule a meeting to evaluate your research service needs and provide a quote.

Privacy review

Our Privacy Officer will complete a final privacy compliance review.


6. Sign data access agreement

The Principal Investigator for the project will sign a data access agreement with UNB Office of Research Services.