Modify an Agreement

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Select a modification type to submit a modification to an existing Restricted Data Agreement (RDA), or to make changes to a submitted RDA Application.

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System Notice: If you created your HRS account before 09/01/2020, and the following exceptions do not apply, please create a new account to log in.

You may already have an account if:

  • You are a user of Sensitive Health, Genetic, or other special access data and have been notified that an account has been created for you. If so, submit the Request a New Password form to activate your account.
  • You are a user of HRS Restricted Data and have already created an account to manage a Restricted Data Agreement (RDA).

If you have any questions, email hrsquestions@umich.edu.

Modification Type Descriptions

The information and documentation required for each type of modification is detailed below. Instructions above the gray box apply to both VDI and Traditional License agreement modifications. Instructions that are specific to either will appear in the gray box just below. Unless otherwise specified, attached documents must be in .pdf format.

Annual renewal

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.

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)
  • A list of citations for any publications, papers, or reports that used HRS Restricted Data under this agreement

Traditional License

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

Update a project research plan or IRB review

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.

Submit a CMS DUA

Submit this modification to add a CMS DUA to a project.

Remove team members from an RDA

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

Traditional License

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

Remove team members from a project

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

VDI

Removed team members will no longer have access to HRS restricted data for the selected project.

Add team members to a project

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

VDI

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

  • Name
  • Role on project
  • Phone number
  • Email address

Team members who require access to the data will be asked to create an account on this website and submit a Data Security Plan, a signed MiCDA Data Enclave Confidentiality Agreement and current CV.

Traditional License

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

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

Update a team member's information

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.

VDI

For VDI agreements, team members who did not previously have access to the data will be asked to create an account on this website and submit a Data Security Plan, a signed MiCDA Data Enclave Confidentiality Agreement, and a current CV.

Update or add a team member's Data Security Plan (VDI)

VDI

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.

Request additional data for a project

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

Traditional License

For a Traditional License agreement, 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.

Add a new research project

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

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

VDI

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

New data users will be asked to create an account on this website and submit a Data Security Plan, a signed MiCDA Data Enclave Confidentiality Agreement, and a current CV.
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Traditional License

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

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

Update a Data Protection Plan (Traditional License)

Traditional License

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

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

Update funding source (Traditional License)

Traditional License

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

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

Terminate a research project

Submit this modification to terminate a research project.

VDI

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

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

Terminate agreement

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

Traditional License

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.