Request to host new data

Please use the form below so we can begin the review process to determine whether the UWDC can host your data. If you have multiple data sets you would like us to host, please submit one form for each dataset or contract.

"*" indicates required fields

1. Applicant information

Please provide some information about yourself. [Note: your UWNetID is automatically logged with this request.]

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UWNetID*

UWNetID

First name*

Last name*

Contact e-mail address*

Are you a CSDE affiliate?*

Yes

For information about the benefits of becoming a CSDE affiliate, see Become an Affiliate.

2. Describe the data

Data to be hosted*

What is the name of the data set you would like hosted on the UWDC? Please include both the full name and a brief acronym if one exists.

Data set description*

Provide a brief description of the data, its classification, and what you believe the IT Security requirements are

Value of data for collaboration and scientific discovery

Provide a brief explanation about the value of these data for your scientific inquiry and offer reasons why others may find these data scientifically interesting.

Data Granting Agency Documentation

Please upload any and all documents provided by the data granting agency. These documents can include a Data Use Agreement, a Privacy Agreement, a Data Protection Plan, or others.
The documents we most need are those that detail the IT security controls and other contract terms

These do not have to be completed, signed forms They will be used by UWDC staff in reviewing the security requirements to determine if it is possible to meet the terms and host your data.

If you have filled out any part of the DUA or application, upload the most recent, most complete version of the form that you have. Missing or out of date documents may delay a hosting feasibility determination.

Drop files here or

Accepted file types: doc, docx, pdf, txt, Max. file size: 20 MB.

Estimated dataset size

Include the total size of the data set if that is known. Make sure to include the unit ( GB, TB, PB ). If the file size is unknown, enter "unknown."

Time line/urgency

Provide a description of the time line or urgency of need.

When does a proposal or application for the data need to be submitted? When will data be expected to be delivered? When will you be done with this data and it can be removed from the UWDC system?

Non-UW personnel

Are any of the collaborators not employees of UW? If so, please see information on contingent workers. Getting the personnel registered in Workday as contingent workers is necessary for access to DUO Mobile.

All collaborators will be UW employees

Some collaborators may be non-UW employees

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Additional Information*

Are you able to provide some additional information? This will assist us in determining appropriate security level, data classification, and hosting for your project

yes

4. Data source information

Data source provider

What agency/organization produces the data?
What agency/organization makes the data set available?

Initial data procurement fee

If there is an initial fee associated with procurement of the data, enter that here (US$).

Fee schedule

One-time

Recurring

Recurring dataset fees

If there are recurring fees which need to be paid to the Data Granting Agency please enter that value (US$).

Recurring fees detail

Provide additional relevant information about recurring fees, such as frequency, cost ranges, data re-use, etc.

Reporting

Will the UWDC be required to generate reports for the data granting agency or other entities?

Yes

unknown

Describe the frequency for required reporting

E.g., "one time", "annually". If this is not known, enter "unknown". If reporting is not required, enter "N/A".

5. Data Classification and IT Security requirements

The following items will be used to assess what IT processes and security controls will be required to qualify for and to then host and protect your regulated research data

Data contents

Do the data contain any of the following:

Protected health information (PHI)

Personally identifiable information (PII)

Social Security Numbers (SSN)

Federal Contract Information (FCI)

Controlled Unclassified Information (CUI)

Security requirements

Does the data granting agency, third party data provider, require meeting any security standards for hosting the data? Select applicable standards.

NIST 800-171

CMMC - Level 1

CMMC - Level 2

CMMC - Level 3

WA OCIO

GDPR

FISMA

FAR clause 52.204-21

other

unknown at this time

What other security controls or other restrictions does this dataset request

Ulitmately we need to see the DSA, but if known, please put any other data security requirements/requests/restrictions here.

Examples: Data may only be used 8am-5pm M-Fri, only one user at a time. Data cannot be copied. Data must be securely transfered by a named data custodian. Data must be encrypted at rest and/or in transit. Data cannot reside on removable media... etc

Does the DUA cover multiple users?*

Is this data set and the data granting agency amenable to allowing additional users (other than the named applicants on the DUA) to use the dataset for research

This can still be a "yes" if additional users would be required to fill out additional paperwork before access.

Yes

Unsure at this time

Does the DUA or contract need periodic renewal, update, review, reporting, or audits?

Does the DUA or contract need periodic review/update?

This could include any of the following:
-an annual or quarterly review
-reporting back to the data granting agency
-audits, scheduled or unscheduled

Yes

What is the required frequency for DUA or contract review/update?*

Include the unit, e.g., "6 months", "1 year". If this is not known, enter "unknown". If contract review/update is not required, enter "N/A".

UW IRB approval required

Does use of the data set require UW Institutional Review Board (IRB) approval?

Yes

unknown

6. Funding information

When possible, we recommend requesting funds to cover Regulated Research data hosting from your granting agency.

Baseline costs are $20K startup fees and $10K annual fees for the duration of the dataset hosting in the UWDC

There may be other ways to cover this if your grant cannot bear the costs, contact the UWDC director for more information.

If unsure the grant can bear it please try. We propose that granting agencies should like to see these costs, even if they ultimately strike them from the budget. Requesting this, in our opinion, indicates a level of sophistication regarding security controls that as of 2024 is still underdeveloped in EDU research.

Funding status

Indicate whether the use of the data is supported with funding.

Not funded

Currently funded as part of ongoing research

Expected/hoped to be funded in the future

Funded in part by a match

Restricted data hosting fees explicitly forbidden

current funds may be used to support hosting restricted data

Still exploring hosting restricted data hosting funding options

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Can current funds be used to support hosting the data on the UWDC?

Yes

Description of funding considerations for Regulated Research Dataset Hosting

Anything you would like us to know about your funding plans is welcome.

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Can expected future funding be used to support the UWDC through a budget line item?

Yes

Grant title

If this is funded, or expected to be funded, enter the grant title.

Grant principal investigator

If this is funded, or expected to be funded, enter the name of the principal investigator.

Funding agency

What is the agency that is or will be funding this research?

Grant identifier

If this is funded or has been assigned a grant tracking number, include that here.

Deadlines UWDC contract review team should be aware of

Reviewing your dataset hosting proposal can be a time consuming activity - Help us prioritize your proposal so we can do our best to meet any grant submission or other deadlines you are aware of

7. Other comments

Please include any other comments relevant to your request.