Revision Date: March 3, 2023
Responsible Office: URA
Submitting a Data Use Agreement
To submit a Data Use Agreement (DUA) for URA review, please visit AURA Agreements. There are two types of DUAs in AURA Agreements: incoming (DUAI) and outgoing (DUAO). For reciprocal data exchanges, please route using the DUAI agreement type. Click below for more information.
Data Use Agreement - Incoming
- For use when a UChicago researcher intends to receive data from an external entity.
- In most cases, the institution providing the data will provide a draft agreement.
- UChicago can provide the first draft, if necessary. Please note this in your submission.
- This agreement type should also be used for reciprocal data transfers. Please make a note in your AURA submission and provide a descriptive data flow so URA can easily understand what data will be shared by which party.
Data Use Agreement - Outgoing
- For use when UChicago is acting as the data provider.
- UChicago’s own DUA template is required in most cases, to ensure adequate protection of the data. Exceptions may be granted on a case by case basis for projects such as contribution of data to a multisite registry.
- This agreement type should also be used for Data Collaborator Agreements.
In the event an anticipated data exchange does not fit cleanly into one of the categories above, such as in the case of multi-party transfers, please reach out to the URA Contracts team to determine the best solution.
What is a Data Use Agreement and Why is it Necessary?
A data use agreement is a formal contract that clearly documents the data being shared and the parameters under which the data may be used—including description of project, term of use, and method of transmission. Such an agreement serves two purposes. First, it protects the agency providing the data as well as the data subjects, ensuring that the data will not be misused. Second, it protects the intended recipient of the data by providing confirmation that they are authorized to use that data for the proposed purpose and that the data transfer is compliant with legal and ethical standards.
It is important to recognize that the process for setting up data use agreements varies across institutions and often depends on the type of data that is being shared.
The University handles transfers of physical materials, such as tissue samples, mice, etc., separately from transfers of data. The University’s DUA template should not be used for the transfer of materials and vice versa.
What Should be Addressed in Your DUA Request
Following is a list of items that are helpful to address up front. Although this list may cover the basics, additional concerns may be relevant to a particular dataset or provider agency, so responsiveness to URA’s follow-up questions will allow for efficient processing.
- Period of agreement:
- What is the anticipated time frame for the project?
- Common periods are for 1, 2, 3, or 5 years, although other periods can often be accommodated.
- Intended use of the data:
- State as specifically as possible how the data will be used: what is the study, will the data be linked with other datasets, who will have access?
- Data security:
- In the case of incoming data, describe as clearly as possible your intended storage plan for the data, including the computing environment that will be used.
- Financial costs of data sharing:
- Will any money be exchanged as part of this data sharing?
- Will there be expenses related to the sharing or use of data that will be paid for out of a sponsored project?
- Nature of the data
- What is the origin of this dataset?
- Patient records
- Educational records
- Surveys
- Consumer files
- Etc.
- Does the data set include names, dates, or other identifiable or sensitive information?
- If the data comes from human sources, what is your IRB protocol number?
- URA requires an IRB determination for any data sharing related to human subjects.
- What is the origin of this dataset?