Creating and submitting a data request

Data requests can only be created and submitted by Researchers and Data Facilitators

In order to access the data contained within a dataset, Researchers and Data Facilitators can create and submit a data request. These can then go on to be approved by a Data Request Approver or Administrator, which can in turn lead to the Researcher(s) or Data Facilitator(s) who submitted the request being 'onboarded' (granted access to the requested data).

How to create and submit a data request

1. Select 'Dataset Library'.

1. Select the dataset you wish to request access to.

Note: If your chosen dataset requires a specific data passport or other requirements, they will be listed in the 'Data Passport Required' and 'Additional Requirements' columns respectively.

1. Ensure the data contained in your chosen dataset's 'Example Data' field is what you wish to request.

1. If you wish to request access to this dataset, select 'Start data request'. If this is not the dataset you wish to request access to, repeat steps 2 and 3 until you find the desired data.

Note: The user who starts a data request this way automatically becomes a Project Lead.

1. Name your data request via the 'Title' field.

Note: From this stage onwards, a data request can be saved and exited safely at any time by selecting 'Save & Exit' (below).

1. Select whether you are requesting this data as an individual or a team.

Note: This setting cannot be adjusted later. If any team members plan to join/contribute to this data request in future, you must select 'Team'.

1. If you selected 'Team', input the email of the first team member you wish to invite to the data request. If you selected 'Individual', proceed to step 11.

1. Select the email.

Note: If the email address you entered into the text field was not complete (for example, it was missing its '.com'), the selectable version of the email will not appear.

1. Select whether the user you are inviting will act as the Project Lead, a Discussant or an Analyst.

1. Repeat steps 7 to 9 until all relevant team members have been listed and assigned the intended role.

Note: Emails/team members can be removed from this list before they are invited via the delete icons (below).

1. Complete any mandatory, and optionally any non-mandatory questions attached to this dataset.

Note: Mandatory questions are marked with a red asterisk (as is beside 'Today's Date' above).

1. Select 'Next Section' once satisfied.

1. Input the purpose of the data request.

1. Select 'Next Section.

1. Select the variables that represent the data that you or your team wish to access once onboarded.

1. If you are a Project Lead, select 'Submit'. If you are not a Project Lead, you will need to contact a Project Lead to submit the data request for your team.

1. If the dataset requires you to complete a data undertaking (as shown by the red notification below), select 'complete'. If the dataset does not require you to complete a data undertaking, proceed to step 19.

Notes:

• Outstanding actions that require completion before a data request can progress will appear beneath 'Correspondence', in the 'Data Request Checklist' (below)

  • This checklist will include incomplete undertakings

  • See here for a list of all outstanding actions.

1. Read the data undertaking, then acknowledge that you have done so by checking the 'I acknowledge that I have read the data undertaking' checkbox.

1. Select 'Submit acknowledgement'.

1. If you wish to download a copy of the signed data undertaking, select 'Download Signed [Undertaking Name]'. If you do not wish to download a copy of the signed data undertaking, or once you have downloaded one already, select 'Return to the data request'.

1. If you have submitted a team data request and wish to invite more team members, select 'Update Request', then 'Yes' to mark the request as a draft. If you do not need to invite any team members, proceed to step 24.

Note: 'Update Request' can be selected whenever updates need to be made to a data request. Once a data request is submitted, changes can only be made to it if it is reverted to draft status this way.

1. Type and select the email of the user you wish to invite.

1. Select whether the user you are inviting will act as the Project Lead, a Discussant or an Analyst.

1. Select 'Add'. The user will be invited via the provided email address.

1. If you wish to communicate with fellow team members or approvers, navigate to the 'Summary' tab, and use the 'Correspondence' section to do so. You can proceed to step 25 once a Data Request Approver or Administrator has approved the data request.

Note: The data request, correspondence, and relevant variables can all be downloaded from the 'Summary' tab by selecting 'Download Request', 'Download Correspondence' or 'Download Variables' respectively (below).

1. Once the data request has been approved, you are able to revert it. If you wish to revert the data request, select 'Revert Request'. Otherwise, you can proceed to step 21 once you have been both approved as an Analyst or Project Lead and onboarded by a Data Request Approver or Administrator.

Note: If a Data Request Approver or Administrator approves you as a Discussant, you cannot be onboarded (see 'Data Request Roles').

1. Once:

   1. A Data Request Approver or Administrator has approved your role as either an Analyst or Project Leader

   2. A Data Request Approver or Administrator has onboarded you

   An email will be sent to whatever email was set as this dataset's onboarding email containing further information and instruction for data onboarding.

Note: The possible data request statuses are defined below:

• Draft: This stage is only visible to the requesters themselves. It signifies that the request is still in the preliminary phase and is being worked on or reviewed

• Closed: Also visible only to the requesters, this state indicates that the data request has been finalised or concluded and is no longer active

• Submitted: This stage is visible to both the requesters and assigned approvers. It shows that the data request has been submitted for consideration and is awaiting a response or decision

• Denied: Visible to requesters and assigned approvers, this state signifies that the data request has been declined or rejected

• Approved: This stage is visible to both requesters and assigned approvers. It indicates that the data request has been approved and the necessary access permissions have been granted

• Partially Onboarded: This state represents partial onboarding of a request's team. It indicates that some but not all of the relevant researchers have been onboarded

• Fully Onboarded: This stage indicates that the data request has been fully processed and implemented, and all relevant researchers have been successfully onboarded.