Requesting CMS's Identifiable Data Files (RIFs) - Amendment to Existing Study
To begin the data request process, e-mail a draft (unsigned) version of all documents in their original format (.xls, .pdf, .doc) to resdac@umn.edu for review. More than one round of review of your packet may be required. Please allow 7-10 business days for each round of review.
For requests requiring CMS Privacy Board review, ResDAC must receive your final packet (with signatures) no less than 2 weeks prior to the scheduled Privacy Board meeting.
See our RIF data request Timeline for additional details!
Data Request Documentation
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Checklist to be used by the researcher to determine which documents are required for the amendment request (different types of amendment requests require different subsets of the documents listed below). The checklist will also assist the researcher in ensuring that all documentation has been completed, prior to emailing to ResDAC for review.
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The written request letter should indicate the type of amendment request, DUA to be amended, and researcher contact information.
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** This is a new Executive Summary template. Researchers are required to submit this version for all requests submitted after July 1, 2011. See the Data Management Plan Guidelines and the Data Management Plan Evaluation Guide for details when preparing the data management section of the Executive Summary. Also see the announcement for the Data Privacy Safeguard Program and this FAQ document for more information on the program.**
The Executive Summary is a document that summarizes the objectives, provides the details of the data management plan, and lists the key personnel of the study being proposed.
- Data Management Plan
A summary must be provided of the data management plan if: 1) any individual(s) being added to the DUA are at an institution not already listed in the DUA, and/or 2) there is a change to the data management plan submitted in the original request. The Data Management Plan template can be found in the Executive Summary Template.
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An Update DUA is needed to ensure compliance with the requirements of the Privacy Act, and must be completed prior to the release or use of specified data files containing individual identifiers.
Please note: If your amendment request involves the use of Part D data for the first time under this DUA, you are required to fill out the full DUA in lieu of the Update DUA. See this document for tips on filling out the full DUA.
CMS DUA Guidelines [19K, pdf] - additional information regarding a DUA.
- DUA Signature Addendum
If anyone besides the requester or custodian is going to handle CMS data, a signature addendum may be required.
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The Specification Worksheet contains requester information, shipping information, method of payment, and study/project data extract details.
Please Note: If your request involves Part D data, you are required to fill out the Part D Justification tab.
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To assist ResDAC staff in submitting a request for a cost estimate (for grant proposals) or cost invoice (for data requests) to CMS, please fill in the requested information and e-mail to ResDAC.
Letters of Support (Items 9-11)
Statement(s) of support may be provided in the form of a signed letter (on official letterhead) using the templates below OR in the form of an email using the language in the templates below. Requestor: please have statement(s) of support emailed to you directly and then forward the document(s) electronically to ResDAC along with your full packet.
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If the protocol is federally approved, a letter of support from the federal project officer is needed to show continued support.
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If the data being added are under reuse, a letter of support from the original requestor is needed. -
If the data being added are under reuse and the original protocol was federally approved, a letter of support from the original federal project officer is needed.
Last Modified February 2, 2012