Data Access Policy
The vision of the Canadian Campus Wellbeing Survey (CCWS) is to establish a Canadian platform for monitoring student and employee wellbeing, and supporting implementation and evaluation of interventions to promote whole campus health and wellbeing. To complement the use of the data to inform institutional planning and practice, the data are available to researchers to pursue investigator-initiated research. We welcome applications to use data from the CCWS for research related purposes. Please review the CCWS Data Access Policy for more information, including how the CCWS data are governed.
Accessing your own institutions data? For access to your own institution’s data, please contact your institution.
Accessing the Data Registry
Step-by-step
Process of accessing the CCWS data registry begins with reviewing our Data Access Policy (below).
If any questions come up,
please contact us!
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Please submit all forms to the CCWS. If any questions come up, please do not hesitate to contact the CCWS as well.
Step 1: Review the Data Access Policy
Access to the research registry is governed by the Data Access Policy. Please note that applications are only required when you would like to access the data registry. To access fillable PDFs of the forms in the appendices, please see steps 2-5.
Step 2: Complete the Preliminary Access Application Form
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Applicants seeking a letter of support for grant or ethics submissions are directed to submit a Preliminary Access Application Form. This will initiate a feasibility and impact assessment review of the research proposal and identification of any budget implications for CCWS research analyst time in preparing the requested data.
Step 3: Complete the Data Access Application
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In order to receive access to CCWS Data, an Applicant must complete the Data Access Application Form. This application will be sent to the DAC for review and evaluation along with the submission of the required documents:
Research protocol (having received ethics approval)
Proof of scientific peer-review of research protocol (if applicable)
Approval by a Research Ethics Board (REB)
2-Page CV of the principal Applicant This application will be reviewed by the DAC.
Step 4: Data Access Approval, Ongoing Reporting, and renewals
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Your application will be reviewed by the Data Access Committee and you will be contacted once a decision is made. If your application is approved the CCWS team will send you a Data Access Agreement to review and sign.
Please see the sample agreements below.
Step 4a: Data Access Renewal & unanticipated/significant changes
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The Data Access Renewal Form is to be used by Approved applicants who have successfully applied for access to CCWS Data and who wish access to these data beyond the initial approval period.
The Data Access Renewal Form must be submitted at least one month prior to the end date identified in the Data Access Agreement. -
Once approved, researchers will be asked to report any unanticipated event(s) or significant change(s). Please submit this form to the Data Access Committee for the occurrence of Unanticipated Events and/or Significant Changes during an approved research project that may have an impact on the CCWS data and/or the ability of the Approved User to achieve their research goals.
If required, please complete and submit to the CCWS.
Step 4b: Amendments to Existing Projects
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The Amendments to Existing Projects Form is for requesting additional data or changes to the research team during an approved research project. For example, additional variables that are key for the project but weren’t included in the initial application, or variables required to do additional analyses (that are similar to or build on the original project).
Step 5: Completion of the Project
Final Report & Certificate of destruction
Once the project is completed, Approved Users must complete a final report and confirm that the data have been destroyed.
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This form is to be completed and signed by an Approved User who has successfully applied for access to CCWS Data and has used them for research purposes for the time specified in the Data Access Agreement. This Final Project Report provides the User with the opportunity to provide a summary of the research findings as well as comments and suggestions for improving the CCWS access procedure.
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Upon request by the DAC and as stipulated in the Data Access Agreement, the Approved User must submit a Certificate of Destruction to the DAC. This Certificate will certify that the transferred CCWS Data and all copies thereof have been destroyed.
