Applying for Access

Applying for Access

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Reporting Requirements

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Policies on Use and Disclosure

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Acknowledgments and Disclaimers
MCHP acts as a steward for the databases housed in the Population Health Research Data Repository. The basic model for providing access is based on the principle that the database is owned by the parent Manitoba organization that contributed the specific data. Proposed research using Repository data must therefore be approved through a process which includes writing and submitting a proposal for the study. 
SUBMITTING THE PROPOSAL

The following requirements must normally be met when requesting access to the Data Repository. For non-Health data other requirements may include submissions to non-Health data providers to obtain approvals for accessing the data.

The whole 4-step process will take a minimum of 4 months from initial submission of proposal to receipt of all necessary approvals to access the data. HIPC and UM submissions may be submitted at the same time and processing time will vary depending upon approval committee meeting schedules.

  1. MCHP requirements - Please send documentation to the MCHP Repository Access Coordinator at mchp_access@cpe.umanitoba.ca.  Allow at least 10 working days for processing.
    a) A copy of your proposal
    b) Completion of the MCHP Project Feasibility form [pdf]*. It is recommended that an MCHP researcher familiar with use of the Data Repository be included in the project team.
    • MCHP Training Database - may be used to take a preliminary look at the feasibility of your project (e.g., methodology, sufficient events)
    • Student Thesis - please review MCHP Guidelines for Student Use. 
    • Private Funding - please review MCHP Guidelines for Contract and/or Private Sector Sponsorship. Effective April 1, 2011 a  non-refundable fee of $1,000.00 will be required for all private sector sponsored applications using the Repository. The fee is for review of the private sector proposal and contract only and is not an assurance that a project will receive approval. Applications funded by the public sector (i.e. the Government of Canada, Health Canada, PHAC, Province of Manitoba, etc...) are not subject to this fee. 

    * May be completed electronically and saved as a pdf file upon completion when using Adobe Reader 9 or newer - available at http://get.adobe.com/reader/otherversions/.

    c) Completion of Accreditation Process - includes signing of the UM oath of confidentiality 

  2. Health Information Privacy Committee (HIPC) requirements [HIPC website]
  3. University of Manitoba* requirements [HREB website] - applicable to all UM employees, students, academic appointments and researchers affiliated with the WRHA.
    • HREB policy statement on Retrospective Chart or Record Reviews [doc] 
    • HREB application [doc] [annotated example - pdf].

      *Non-UM researchers require a letter from UM REB confirming that the non-UM REB approval meets UM requirements.
      **Your project may be subject to review by the Research Quality Management Office.

Note: Please check HIPC and HREB requirements before submitting your application as they change periodically.

UM-MCHP Researcher Agreement requirements. Please send documentation to the MCHP Repository Access Coordinator at mchp_access@cpe.umanitoba.ca. Allow 3 weeks for processing.
a) Completion of a Researcher Agreement (available from MCHP, along with guidelines for its completion)
b) Complete HIPC submission, including a copy of your proposal and proof of funding
c) HIPC letter of approval to proceed with the study
d) HREB letter of approval to proceed with the study

 WRITING THE PROPOSAL

1. Methodology section

  • Databases required from MCHP - Specify database names and years and how the data will be used.
    • MCHP resources - MCHP list of databases [pdf].
    • NOTE - Manitoba Health Insurance registry data is typically specified to ensure access to health coverage start and end dates as well as family relationship information and date of death.
  • Type of study - Specify, for example, if the study is cross-sectional, or if cohort development is needed. If it is longitudinal, changes in data values occurring over time need to be taken into account (e.g., residential moves, coding changes <e.g., ICD-9-CM change to ICD-10 April 1, 2004>, family structure alterations).
  • Type of analyses - Specify methods that will be used and indicate whether original data fields can be used or whether they must be derived. Also indicate whether analytic methods need to be developed, or if existing methods may be used. You may reduce your study costs by checking to see if you can find the necessary programming from existing resources such as the Concept Dictionary and Glossary (and specifying the URL in your proposal). If methodological/analytical techniques are novel, references to the work should be included.
  • Disease/Drug/Procedure Classification codes - Specify classification codes you are using in the study - e.g.,  ICD-10-CA/CCI and tariff codes for diagnoses, tests, and procedures and Drug Identification Numbers (DINs) for drugs. Multiple codes within various time frames (as opposed to a code at one point in time) will require extra programming.
  • Project location - Specify where analyses will take place. If there are multiple collaborators over multiple sites, this must be noted. For any offsite data storage and analysis, the request must be sent directly to the data provider - they will have their own requirements regarding handling of the data.
  • Software - All analyses at MCHP take place using SAS software.

2. Budget and Timelines

MCHP provides the following kinds of support on a cost-recovery basis, with timelines dependent on availability of MCHP resources. The support needed to complete the project should be included, indicating the role of MCHP in providing that support, and noting where conceptual definitions and/or code already exist for various methodologic needs.  

  • Data extraction - is it necessary to build and test an analytical dataset?
  • Data processing - is it a new database which requires additional work (i.e., installation, transfer, and understanding the data)?
  • Data analyses (e.g., code development)- are basic descriptives like frequencies and means sufficient for completion of analyses, or are more complex analyses like hierarchical linear modelling, exploration of interaction effects necessary? It should be clearly stated what outcomes/dependent variables are being examined.
  • Physical/computer workspace - Does the project have its own programmer requiring the use of MCHP facilities (i.e., an embedded programmer)?  MCHP should be contacted for availability of resources and for the data access fee that will need to be included in the budget.

 Last updated April 10, 2012

The following standard statement should be used on all publications using data from the Population Health Research Data Repository:

The authors acknowledge the Manitoba Centre for Health Policy for use of data contained in the Population Health Research Data Repository under project # (HIPC#).  The results and conclusions are those of the authors and no official endorsement by the Manitoba  Centre for Health Policy, Manitoba Health, or other data providers is intended or should be inferred.