Just like with enquiries, submitting a Data Access Request can be done:

• By clicking on the ‘Actions’ button within the Dataset table view:

• On the landing page of a Dataset

• Or via your Library

Provided you are signed into the Gateway and the Data Custodian has Data Access Requests enabled, the Data Access Request form for the Data Custodian(s) of the Dataset(s) selected will appear. If Datasets & BioSamples from more than one Data Custodian is selected, the Data Access Request form will combine questions and guidance from all Data Custodians into one form for your completion. Once you submit the application, similar to enquiries, a unique thread will be started with each Data Custodian to whom you are applying.

First, you must name your application in the project title field.

Using the ‘Next’ buttons or the section headings on the left-hand side will allow you to navigate through the form. Clicking on a question will reveal the specific guidance to support your response. If you are applying to more than Data Custodian, the guidance for each Data Custodian will be shown on the right-hand side.

Please be sure to click ‘save draft’ periodically to avoid losing your changes.

Once you are ready to submit your application, click ‘Submit application’ at the bottom of the screen.

If there are any mandatory questions left unanswered, you will be prompted to complete them as follows:

Upon submission, you will receive a success message and be taken to your Data Access Request Management Dashboard:

Within the Dashboard you will be able to track and review your applications that are:

• In draft
• Submitted
• In review by a Data Custodian
• Approved
• Rejected
• Withdrawn

You can also use the search bar to search for a specific application.

To find out how to track the status of your application, click here.

FAQs

How do I contact a Data Custodian about a Data Access Request application that I am still working on?

Currently, ‘Messages’ are only enabled after an application has been submitted. You will need to contact the Data Custodian directly via submitting a ‘general enquiry’. Future functionality will enable a ‘pre-submission’ stage, which will allow the sharing of a Data Access Request with a Data Custodian prior to submission.

How do I contact a Data Custodian about a Data Access Request application that I’ve already submitted?

A Data Custodian may contact you about an application you have submitted. Until that takes place, the ‘Messages’ feature will not be enabled. In this instance, you will need to contact the Data Custodian directly via submitting a ‘General enquiry. If a Data Custodian has messaged you about your application, then you will be able to contact the Data Custodian via this section of the form.

I haven’t heard anything about my Data Access Request application for a while. What should I do?

Duration of application reviews vary between Data Custodians and based on each research project’s requirements, and many Dataset & BioSample listings on the Gateway indicate an average time to access. If your application is taking longer than that average, or if you are under time pressure due to funding or sponsor requirements, you can contact a Data Custodian using the ‘general enquiry’ feature.

Is it possible for me to change parts of my Data Access Request form after submission?

Once your application has been submitted, it can still be edited until the point at which the Data Custodian commences their review. After this, it can no longer be amended, unless the Data Custodian returns your form to DRAFT.

Can I just submit one form for multiple Data Custodians?

If Datasets & BioSamples from more than one Data Custodian are selected, the Data Access Request form will combine questions and guidance from all Data Custodians into one form for your completion. Once you submit the application, similar to enquiries, a unique thread will be started with each Data Custodian to whom you are applying.

Gateway Data Access Module Guidance for Researchers

• Submit your enquiry
• Managing your Data Access Requests
• Data Access Requests: Researcher FAQs