Data Commitments FAQs – By Melinda Bodayla
Q: Why are there so many studies on the “my data commitments” page?
A: The “my data commitments” page is for the data commitment coordinators (DCCs). You must use the “search” function to find your project. The ProBud number is the best way to search. If you do not have the ProBud number, you can use the project title or the PI name.
Q: What should I do if can’t find my project?
A: If you can’t find your study, it may not have migrated from the SPA database yet. If it’s a new project, try again in a week. If you are a DCC, which is usually the data analyst, you must be assigned to a project to have access. If you are a PM, contact CHR_ComplianceApprovals@kpchr.org and we will troubleshoot.
Q: I don’t see the Data Transfer Request (DTR) button?
A: A “share with” commitment must be created prior to a DTR. Please work with the DCC to get commitments entered for the project.
Q: I have more than one project with the same title. Which one should I use to enter my commitments?
A: Any time there is new funding for a project, a new ProBud number will be generated and a new project will populate in Data Commitments. New funding could include an additional funding source, additional grant funding, year-to-year funding, etc. These projects can be linked by a Data Commitment Administrator. Once projects are linked you can access the data commitments, and DTRs from any of the ProBud numbers/projects. This means you can also enter new commitments, and DTRs from any of the linked projects. If you would like projects/ProBud numbers linked please contact CHR_ComplianceApprovals@kpchr.org.
Q: I already have a Data Use Agreement (DUA), Data Transfer Agreement (DTA), or other agreement, why do I also need a DTR?
A: The agreements DUAs, DTAs, etc. are agreements with outside agencies. The DTR is an intra-CHR agreement and allows Research Compliance and IT to confirm that the data and/or samples being sent, received, or stored are in alignment with CHR policy, procedure, and with the project’s IRB-approved protocol.
Q: My study is unfunded, so there is no ProBud number. How do I track commitments and submit a DTR?
A: We have a ProBud number set up specifically for unfunded projects. Please contact CHR_ComplianceApprovals@kpchr.org and we will give you the ProBud number and instructions on how to enter the information.
For more information on sharing data, including the Data Commitments Tracking Overview and the Data Commitments Tracking User Guide, please see the Research Compliance website. If after reviewing both documents you still have questions, please contact CHR_ComplianceApprovals@kpchr.org.