New Data Requests and Amendments

Population Data BC prepares and submits new data access and amendment requests to the Ministry of Health. Preparation of the application takes time. A well prepared application package is required to ensure timely access to Ministry of Health data.

The Process

1. Complete the Data Access Request

The researcher works with Population Data BC staff in completing the data access request and preparing the application package.

2. Submit the Data Access Request to the Ministry of Health

Population Data BC, on behalf of the researcher, submits the application package to the ministry for review.

3. Await Ministry of Health's Criteria Check

The ministry performs a criteria check within two weeks of receiving a new application package. The criteria check is a preliminary assessment of any major issues, including completeness and accuracy. During the check, the application is assigned a project number and a category.

If the application package does not meet the requirements of the criteria check, it will be returned to Population Data BC to work with the researcher for revision and resubmission.

4. Await Ministry of Health's In-Depth Review

Once an application package has passed the criteria check, it is reviewed by a ministry analyst for appropriate use of the data according to legislation and policy. Part of the review process may include follow-up clarification questions to the researcher.

When the in-depth review is complete, the application package and recommendation is submitted to the chief data steward for decision.

5. Receive Data Steward Decision and Notification

The chief data steward reviews the application package and approves or rejects the application.

The ministry sends an electronic decision letter to Population Data BC, which forwards it to the researcher and all relevant data stewards.

When approved, a Research Agreement signed by the chief data steward, the principal investigator and the affiliated academic institution will constitute the administrative agreement that enables the researcher to receive the requested data.

6. Await Ministry of Health's Data Preparation and Delivery

If the application is approved by all relevant data stewards, Population Data BC begins data preparation activities. Data is released to the researcher according to the specifications set out in the data access request form and the research agreement.

7. Request Amendments to Data Access Requests (if applicable)

A researcher may decide to request one or more amendments to the project. Some examples for amendment requests include: data retention extension, the addition of a graduate student, additional years of data, and additional data files/fields.

For all amendments, Population Data BC will assist researchers in the amendment application process. These amendment applications are submitted to all data stewards who approved the original application.

8. Submit Research Outputs to the Ministry of Health

All research findings intended for public dissemination must be submitted to the ministry through Population Data BC for review and comment prior to release. The ministry will provide feedback/comments within 45 business days of submission.

9. Ensure Project Closure Compliance

Upon completion of the research, Population Data BC will work with researchers to ensure data destruction compliance, and necessary project closure documents are completed and submitted to the ministry.