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👋 If you need to download some data from the NIMH Data Arhive but do not have access to it, you’ve come to the right place!

Creating a Data Use Agreement for NIMH Datasets

Note: This tutorial uses the PING dataset as an example for illustration purposes.

You will need a valid PennKey in order to create a new data use agreement.

Getting started : Download and fill out the most up-to-date form

You can access the most recent version here. Make sure that you select Data Use Certification (DUC) to download the form.

zero-step

Next, you need to fill out the form (don’t forget to add yourself as a recipient), and have Ted sign it.

Step 1 : Enter the RIS

Research Inventory System is the web-based application for requesting, routing, and issuing various research related agreements.

Start by clicking on the system and providing your PennKey login. You should then see the following:

first-step

Step 2 : Create new data request

Go to DATA: If you want to receive/send data for research from/to an outside party, click here and click here.

third-step

Are you receiving or are you sending data?

Since we are requesting data access, we select receiving.

Type of data

In the case of PING, the type of data is “de-identified health information”.

Please provide brief description of data

Please provide basic description of your requested dataset.

Can the data be obtained from an alternative source?

In the case of PING, the answer is No.

Are you aware of any export restrictions regarding the data?

Just select No.

fifth-step

Step 3 : Select faculty member, business administrator and department

sixth-step

In our case, faculty member is Theodore Satterthwaite, and the department is Neuropsychiatry. sixth-step-filled-out

Consult the team for business administrator.

Step 4 : Upload research plan

Consult the team to come up with a research plan. This should be a short paragraph. You can either enter that plan in the blank field or upload it as an attachment.

seventh-step

This request is associated with

  • Federally sponsored/federal flow through research
  • Corporate sponsored clinical trial or human subjects research
  • Foundations/other non-profit sponsored research
  • Other corporate sponsored research
  • Other

PING is funded by the National Institute of Mental Health (NIMH) which is a federal agency. Hence we select Federally sponsored/federal flow through research

Are your requests (materials, data, equipment, confidential information , services and/or collaboration) related or connected to a sponsored research agreement (SRA), a clinical trial agreement (CTA), a government or grant funded project, or will it be charged to a fund?

  • Yes
  • No

In the case of PING, the data request is for the purpose of scientific research. The research is neither related nor connected to a sponsored research agreement (SRA), a clinical trial agreement (CTA), a government or grant funded project. Hence we select No

What is the likelihood of an invention resulting from the research?

  • May possibly result in an invention
  • Is likely to result in an invention
  • Is unlikely to result in an invention

In the case of PING, the data request is for the purpose of scientific research that would not lead to any invention.**

Is the research related to any of your previous or pending disclosures of inventions?

  • Yes
  • No

In the case of PING, the data request is for the purpose of scientific research that is not related to any disclosures of inventions. Hence we select No

Modify as necessary for your specific requested dataset.

Step 5 : Fill out data information

Below is how you would fill out the data information for PING.

Modify as necessary for your specific requested dataset.

eighth-step

Step 6 : Upload data use agreement

Upload the signed and dated data use agreement form that you prepared at the beginning by clicking Upload outside party agreement.

ninth-step

Step 7 : Final submission

Select No for the question and you can click on submit.

tenth-step

Step 8: Wait for approval from the Office of Research Services

Just relax and wait for a final approval email to pop up in your inbox. The subject line would read like MTA/NMA (58028/00): Request fully executed.

Step 9: Contact the Lead Recipient

Per the new NDA policy, The only way to properly submit a DUC is for the Lead Recipient to upload the document to the appropriate DAR on their Data Permissions dashboard (https://nda.nih.gov/user/dashboard/data_permissions.html).

Now you should contact the Lead Recipient for the DUC to execute the following steps:

  • visit the Data Permissions dashboard (https://nda.nih.gov/user/dashboard/data_permissions.html)

  • click ‘Reapply for Access’ under the ‘Actions’ dropdown for the Data access request

  • locate the updated DUC file

  • upload the DUC to Data Access Request.

Once the Lead Recipient receives final approval on the DUC, you will be able to feast on the data 🎉