Single Jurisdiction Application Process

Single Jurisdiction Application Process

Single Jurisdiction Application Process

This section is designed to assist researchers who are applying for linked data as part of a research project through the application process.   There are eight data linkage units within the PHRN and each unit’s application process differs slightly. As a result the information provided here is an overview of the stages involved and identifies the various groups involved in the process.  For a more detailed description of the application process relevant to you, visit the website of the DLU that will be linking the data. A list of the DLUs, the jurisdictions they cover and their website addresses is available here

Step 1Review website

Review the website 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 – Submit an expression of interest

Researchers can submit an expression of interest, also sometimes referred to as a draft to their jurisdictional data linkage unit or the data linkage unit who is expected to conduct the linkage. A list of the data linkage units and the jurisdictions they cover is available here

This 'expression of interest' stage provides client services with the opportunity to advise researchers whether the data requested is appropriate for the purposes of the study, give guidance on issues such as data availability and quality and suggest changes.  

SA-NT DataLink use the PHRN Online Application System for Expression of Interests and applications for data. All other data linkage units have jurisdictional specific forms to be completed. Visit the website of relevant data linkage units for more information. All data linkage unit websites are available here.

Step 4 – Formal application submission

Once submitted, the application will be reviewed by client services to ensure 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, researchers are required to amend their application to incorporate suggested changes. Researchers are required to send the final version of their formal application to client services for review. This helps to ensure that the researcher has addressed all of the feedback provided and incorporated required changes and assists in improving the efficiency in the submission to ethics and subsequent release of data.

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

Step 5 – 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 DLU who is linking your data should be able to provide you with guidance on this.

Step 6 - Final approval

The data linkage unit will approve data sets once the project has all its approvals in place, i.e. data custodian, ethics, research governance and any other approvals required.

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PHRN is closely monitoring the COVID-19 situation and has taken steps to mitigate the risk of transmission to our staff. In line with advice on social distancing, all staff at PHRN program office have moved to work from home. Staff are currently all working in line with our usual work patterns and our landline numbers are being diverted to staff at home, so will either be answered, or it will be possible to leave a voicemail. Please bear with us as we move to this new way of working. We will be participating in any meetings we need to attend remotely via Zoom. We are reviewing our work plans in light of the current situation and will make changes as required to ensure we are serving our network, researchers and community in this changing situation.

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WA Department of Health is seeking to establish a contract for the provision of an expert resource which will provide consultation to the Department of Health and the Department of Jobs, Tourism and Industry on a joint initiative. The ‘Strategic Linkage Advisor’, will provide strategic linkage advice, research, analysis, stakeholder management and inter-governmental coordination on matters relating to data linkage.