Cross and Multi-Jurisdictional Application Process

Cross and Multi-Jurisdictional Application Process

Cross and Multi-Jurisdiction Application Process

This section is designed to assist researchers who are applying for cross or multi-jurisdictional linked data as part of a research project. 

Step 1Review PHRN website and relevant jurisdictional DLU websites

Review the PHRN website and websites of the data linkage unit(s) from which you are requesting data for: information about the data collections available; any mandatory training; and details of the application process.

Step 2Contact client services

Applicants are strongly advised to contact client services via phone or email before applying for data. Be sure to discuss any questions, doubts or concerns you have before you begin your application. Contact details of Client Services are available here.

Step 3 – Register as a user of the PHRN Online Application System (OAS)

To register as a user, visit the PHRN OAS Register site and complete the required details. All researchers who require access to the online application form need to register as a user.

Step 4 - Prepare a request for quote, expression of interest, application or amendment

It is important to note that only the application owner is able to edit a Quote, Expression of Interest, Application or Amendment.

Logon to the PHRN OAS and select the 'Application type' from the drop down menu. Press 'validate' and the mandatory fields to complete will be identified. Throughout the process of preparing your quote, expression of interest, application or amendment, please do not hesitate to contact the PHRN Program Office regarding any issues or queries about the PHRN OAS.

Choose 'Quote' if you would like an estimated cost from each data linkage unit involved in your proposed research project. Complete the mandatory fields then press 'Submit' to lodge your request. Data linkage units will upload cost estimates to the PHRN Online Application System. To view the cost estimates, click on the DLU information tab and choose 'Cost estimates' from the drop down menu.

Choose 'Expression of Interest' if you would like preliminary feedback from client services about whether the data requested is appropriate for the purposes of the study, receive guidance on issues such as data availability and quality and suggest proposal changes. Complete the mandatory fields then press 'Submit' to lodge your Expression of Interest. 

Choose 'Application' if the status of your project in the PHRN Online Application System has changed to 'EOI Completed'. Complete the mandatory fields then press 'Submit' to lodge your application. 

Choose 'Amendment' if the original application is approved and you would like to apply for access to additional linked data for the same project.

Step 5 – Formal review process
Once submitted, the jurisdictional data linkage units involved with your project will meet to discuss the feasibility of your project.

Quotes will be uploaded to the PHRN OAS or emailed to the Principal Investigator and Contact Person.

Coordinated feedback for an 'Expression of Interest' or 'Application' will be uploaded to the PHRN OAS and/or emailed to the Principal Investigator and Contact Person.

Upon completion of this phase, your application will be returned to the owner.

For 'Expression of Interest', 'Application' and 'Amendment' submissions, the next phase is known as the 'researcher review' phase. This phase generally involves the application owner responding to any suggested changes/clarifications requested by the data linkage unit(s). This may mean making amendments to the online form, further discussions between the researchers and individual data linkage(s), and completing additional jurisdictional-specific forms. Upon completion of this phase, the application owner will press 'Submit' to return the application to the data linkage units. This phase may go back and forth between the applicant owner and the data linkage(s) until client services are satisfied that it is complete and well-conceived prior to forwarding it, on behalf of the researcher, to the relevant data custodians for review.

After feedback has been received from the relevant data custodians, the 'Application' will be returned to the owner and re-enter the 'researcher review phase'. The application owner will be required to amend their application further to incorporate suggested changes. Once the application owner is satisfied with the changes made, the application should be re-submitted to the PHRN OAS by pressing 'Submit'.

At this stage the data custodian will provide in principle support, conditional approval or reject the application. Note that data custodians typically will not provide final approval until the project has received ethics approval.

Researchers will generally receive a feasibility letter stating that the linkage is technically feasible and that the data linkage unit is able to do it.

Step 6 – Seek HREC approval

In most jurisdictions, researchers are encouraged to apply for ethics approval after they have received conditional approval from each of the data custodians from which they are requesting data and the technical feasibility letter from the relevant data linkage unit(s).  The client services officer of the jurisdictional data linkage unit(s) involved with linking data for your project will be able to provide you with guidance on this.

Please notify the data linkage unit(s) when you are submitting the HREC application. In the PHRN OAS (approvals/ethics section) the application owner is able to press 'Add Ethics Committee' to the add the relevant HRECs, and 'Manage Documents' to upload all HREC applications, approval letters, consent forms, participant information sheets etc. Once your project has ethics approval, email the data linkage unit(s) and/or update details in the PHRN OAS. Please note the data linkage unit(s) will only learn of your project's ethics approval through your advice.

Step 7 – Final approval

In the PHRN OAS, researchers are able to monitor and track data custodian approvals. Data linkage unit(s) will approve data sets in the PHRN OAS upon receipt of data custodian approval letters. Once the project has all its approvals in place, i.e. data custodian, ethics and any other approvals required, the project will be given Final Approval in the PHRN OAS.


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