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. Note that modifications cannot be submitted for terminated RDAs.

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Modification Type Descriptions

The information and documentation required for each type of modification is detailed below. Instructions that are specific to an agreement type (VDI, CMS, or Traditional License) are included below general instructions.

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

Additional VDI Requirements:

As part of the annual renewal process for VDI agreements, you must review all approved Data Security Plans for all team members, and submit revised versions where needed. Revised Data Security Plans will be required on the renewal form, or can be submitted as separate modifications before the renewal form is submitted.

When your renewal is submitted, currently approved Data Security Plans that are not revised will still be submitted to be reviewed by HRS Staff. Approved Data Security Plans can be seen by viewing your agreement, and will also be listed on the renewal form.

Additional CMS Requirements:

As part of the annual renewal process for CMS agreements, you must review and resubmit your HRS RDA User Tracking Spreadsheet, including updates where necessary.

Additional Traditional License Requirements:

  • 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
  • As part of the annual renewal process, you must review and resubmit your Data Protection Plan and related documents (Data Security Plan Checklists or HRS RDA User Tracking Spreadsheet), including updates where necessary.

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

For CMS agreements, submit this modification to add a CMS DUA to a project.

Submit a HRS-RDA MiCDA Access Agreement

For VDI agreements, submit this modification to add an HRS-RDA MiCDA Access Agreement to an RDA. The agreement must be signed by the institution representative, the principal investigator, and all members of the project team.

If the project includes team members from more than one institution, an agreement must be submitted for each institution.

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.

For active CMS and 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.

For VDI agreements, removed team members will no longer have access to HRS restricted data for the selected project in the MiCDA VDI.

Add team members to a project

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

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

  • Name
  • Role on project
  • Email address
  • Indicate if the team member requires access to the data

New team members will be asked to create an account on this website and submit the HRS Disclosure Limitation Review Policy Agreement form.

Additional VDI Requirements:

Additional CMS Requirements:

For CMS agreements you will also need:

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

Additional Traditional License Requirements:

For each new project team member who was not previously included in your agreement, you will also 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.

For VDI agreements, team members who did not previously have access to the data will be asked to create a website account and submit a Data Security Plan and a CV in .pdf format. They will also be asked to electronically review and agree to the MiCDA Data Enclave Acceptable Use Policy Agreement and the ISR Pledge to Safeguard Respondent Privacy.

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

For Traditional License agreements, 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.

This modification cannot be submitted for a CMS-HRS agreements. If you have a new project that requires CMS data, apply for an additional CMS-HRS agreement.

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

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
  • Indicate if the team member requires access to the data

New team members will be asked to create an account on this website and submit the HRS Disclosure Limitation Review Policy Agreement form.

Additional VDI Requirements:

Additional Traditional License Requirements:

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

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

Update a User Tracking Spreadsheet or Data Protection Plan

CMS

Submit this modification to update a HRS RDA User Tracking Spreadsheet for CMS agreements.

Traditional License

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

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

Update funding source (Traditional License)

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

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.

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

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

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

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.