Thank you for your interest in using the University of Toronto’s institutional data.
The University has established a review process to assist applicants with data access approvals and data supports for the following purposes:
Use of institutional data for academic research Use of highly sensitive data Use of institutional data to contact the data subject Analyses that will influence the data subject, either directly or indirectly Linkages of institutional data for which linkage rules do not exist Sharing institutional data with third parties Analyses to be placed in the public domain To process your request, please complete the application form below. If you are unsure of the information required, please contact data@utoronto.ca for assistance. As appropriate, please attach your protocol and any approvals (e.g. REB, Division, Scientific reviewers' comments) as a PDF.
Once the form is submitted, you will be contacted by the Institutional Research and Data Governance Office to facilitate the review of your request.
a) Name
* must provide value
b) Division/Department
* must provide value
c) Email Address
* must provide value
a) People who will have access to identifiable data
* must provide value
b) People who will have access to de-identified data (e.g. People who will be conducting the analyses)
* must provide value
c) Other team members participating in the study
* must provide value
Role in which you wish to access the data
* must provide value
U of T Staff U of T Faculty U of T Student Faculty outside U of T Student outside U of T
Please indicate why you are requesting this data. For example, it may be that your Dean or the Provost has requested a particular report. Or, it may be that this will be used for some sort of personal self-evaluation and quality improvement project.
* must provide value
Please attach a PDF of your department's approval
* must provide value
Will the data be used to conduct academic research?
* must provide value
No
Yes
Please indicate why you are requesting this data. For example, it may be that your Dean or the Provost has requested a particular report. Or, it may be that this will be used for some sort of personal self-evaluation and quality improvement project.
* must provide value
Has this research been peer reviewed?
* must provide value
No
Yes
Please indicate the funding source for this research
* must provide value
None
SSHRC
CIHR
NSERC
Other
Please specify
* must provide value
Attach protocol for this study
* must provide value
Will the data be used to conduct academic research?
* must provide value
No
Yes
Please indicate why you are requesting this data. For example, it may be that your Dean or the Provost has requested a particular report. Or, it may be that this will be used for some sort of personal self-evaluation and quality improvement project.
* must provide value
Has this research been peer reviewed?
* must provide value
No
Yes
Attach a letter of approval from your institution's Research Ethics Board
* must provide value
Please indicate the funding source for this research
* must provide value
None
SSHRC
CIHR
NSERC
Other
Please specify
* must provide value
Attach the protocol for this study
* must provide value
Faculty in which you are registered
* must provide value
Intended use of the data: (Please check one only)
* must provide value
For PhD thesis
For MSc thesis
Other
Please specify
* must provide value
Attach a letter of support from my thesis supervisor
* must provide value
Is this work attached to a larger grant - e.g. from your supervisor?
* must provide value
No
Yes
Please indicate the title of the larger study
* must provide value
Please indicate the name of the Principal Investigator and their home faculty
* must provide value
Please indicate the funding source for this research
* must provide value
None
SSHRC
CIHR
NSERC
Other
Please specify
* must provide value
Attach the protocol for this study
* must provide value
Please indicate the University in which you are registered
* must provide value
Please indicate the Faculty in which you are registered
* must provide value
Intended use of the data (Please check one only)
* must provide value
For PhD thesis
For MSc thesis
Other
Please specify
* must provide value
I have attached a letter of support from my thesis supervisor
* must provide value
Is this work attached to a larger grant - e.g. from your supervisor?
* must provide value
No
Yes
Please indicate the title of the larger study
* must provide value
Please indicate the name of the Principal Investigator and their home faculty
* must provide value
Attach a letter of approval from my university's Research Ethics Board
* must provide value
Please indicate the funding source for this research
* must provide value
None
SSHRC
CIHR
NSERC
Other
Please specify
* must provide value
Attach the protocol for this study
* must provide value
Your request will be be reviewed with the appropriate Data Trustee(s) to:
Ensure that the data are available and of sufficient quality to meet the need of the request, Ensure that the data are allowed to be used for the request, Inform data preparation and metadata support required to support the request and Provide any other approvals or considerations for the requested data, if required. The Data Trustee is the individual accountable for the information risk, data quality and use of data in their custody.
4. What are the specific questions you wish to answer with the data you are requesting?
* must provide value
5. Are any of the data you are accessing related to (Check all that apply)
* must provide value
Students [Please specify what specific variables are being sought]
* must provide value
Faculty [Please specify what specific variables are being sought]
* must provide value
Staff [Please specify what specific variables are being sought]
* must provide value
Alumni [Please specify what specific variables are being sought]
* must provide value
Donors [Please specify what specific variables are being sought]
* must provide value
The teaching and research activities of the University [Please specify what specific variables are being sought]
* must provide value
The University's physical infrastructure, occupancy, and capital projects [Please specify what specific variables are being sought]
* must provide value
The University's financial statements and financial records [Please specify what specific variables are being sought]
* must provide value
6. Do you know from what data source(s) will these be drawn?
* must provide value
No
Yes
From what data source(s) will these be drawn?
* must provide value
7. What time period is needed?
* must provide value
8. What kinds of data linkages are planned?
* must provide value
Please describe the datasets within the university (including those held in your division)
* must provide value
Please describe the datasets from outside the university
* must provide value
9. What kind of data analyses are anticipated?
* must provide value
No
Yes
Please specify
* must provide value
11. Will the research require use of directly identifying personal information (e.g., name, address, email, telephone number, health insurance number)?
* must provide value
Would the individuals being contacted have a reasonable expectation that they may be contacted?
* must provide value
Generally
Based on the data obtained (e.g. if the data source is not in the public domain, or if there is an assumption of confidentiality, there may be concerns as to how the data were obtained)
How will these individuals be initially contacted (e.g. surface mail; e-mail; telephone)
* must provide value
Who will make the first contact? (e.g. the researcher or someone with a reasonable expectation of having access to the contact information)
* must provide value
Will consent be sought?
* must provide value
No
Yes
Why not?
* must provide value
Will the consent process involve either incomplete disclosure of the study purpose or methods, or deception?
* must provide value
No
Yes
Please explain
* must provide value
12. Will individuals be identifiable during the analysis?
* must provide value
No
Yes
Please explain
* must provide value
13. Will results will be linked to an identifiable individual?
* must provide value
No
Yes
14. Will there be any reporting of data at the individual-level (even if not identifying names)?
* must provide value
No
Yes
15. Will you be studying or identifying vulnerable populations?
* must provide value
No
Yes
16. Will you be studying Indigenous groups?
* must provide value
No
Yes
17. Will you be studying behaviour, the findings of which may be potentially stigmatizing?
* must provide value
No
Yes
18. Could the findings be used to change policy around: funding, services offered, salaries, ...
* must provide value
No
Yes
Please explain
* must provide value
19. Will there be any direct or indirect attempt to influence the data subjects?
* must provide value
No
Yes
Please describe
* must provide value
20. Where will the data be stored? (Check all that apply)
* must provide value
Please describe
* must provide value
21. What safeguards will be applied to the data?
* must provide value
22. Will there be any sharing of the data outside of the those identified in question 2 above?
* must provide value
No
Yes
Please identify name and institution/department
* must provide value
23. Are there any private sector partnerships involved?
* must provide value
No
Yes
Please identify the private sector partnerships
* must provide value
24. Will there be any commercializable products from the research or intellectual property?
* must provide value
No
Yes
25. Are there plans to publish the findings? This could be, for example, in journals or any publicly-facing website.
* must provide value
No
Yes
Will the publisher require public posting of the data?
* must provide value
No
Yes
26. Will the data be made publicly available (e.g. for reproducibility purposes)?
* must provide value
No
Yes
Please describe where the publicly available data will be stored and how access to the dataset will be managed
* must provide value
27. Will you require assistance to extract and link the required data?
* must provide value
No
Yes
Do you have a budget for this?
* must provide value
No
Yes
29. Will you require assistance with analysis (including meta-data support)?
* must provide value
No
Yes
Do you have a budget for this?
* must provide value
No
Yes
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