Custom Data Request

If your data needs are too complex for our self-serve tools, we can pull a custom data set for you – to bedata direct delivered once, or on a scheduled, ongoing basis. 

Before you begin, you will need the following items to complete your request:

  • IRB Approval and HUM Number, if applicable
  • PI uniqname and study team members who are permitted to receive the data
  • List of data domains or specific variable of interest

Steps to Request Data

  1. Click here to launch the Data Office Customer Portal.

  2. Be sure to fill out all required fields; you cannot submit or save a request once you have started it.

          The form will ask for the following:

          Study Information

         This is the research study and team information relating to this request:                                                                     

  • Study ID (HUM#) and Title
  • PI name and uniqname
  • PI Department, Division, School/College and Center/Institute, as appropriate
  • Contact name, phone and email (the primary contact person with whom the Data Office will work concerning your request).

         Data Type Information

  • The goal of the request
  • The type of data requested (Full PHI, de-identified, etc.) and delivery schedule
  • Contract or other agreement information
  • Data sharing information

         Data Storage Information                                                                    

  • The name and uniqname of the person who will receive the data from the Data Office
  • The format you want the data set delivered in (CSV, Excel, etc.)
  • The way you want data delivered (MiShare, direct to server/EDC)
  • Your data storage information (data path and physical location) Example: S:\core07t2\intmed_shared\mend\restricted

     3. Once the request is submitted, a representative of Data Office will be in contact if more information is needed (e.g. list of patients as pre-defined cohort).

Recharge information

  • To better align staffing with demand, a recharge rate of $60/hour will be implemented for all custom data requests that require effort from the Data Office to extract or manage data for your project.
  • Shortcodes are preferred over Fund Code, Dept ID, Program Code and Class.
  • If you use a shortcode, you do NOT need to enter the rest of the recharge information.
  • A shortcode is required to submit your data request so that we have the appropriate information on file for our finance department to process payment (if applicable).
  • If recharge costs apply to your request, you will receive an estimate of charges that will require PI approval.
  • Data extraction will NOT begin until any estimate has been approved.
  • Recharge costs will NOT exceed the approved estimate, even if actual hours of effort exceed those in the estimate (assuming no major changes to the request were made after the estimate was approved.)
  • The shortcode will NOT be charged until you have approved the initial cost estimate.    

  

FAQ

How do I request a cost estimate?

Every Custom Data Request goes through a cost estimate review. You can submit a Custom Data Request and include both the cohort definition and data elements of interest. You will receive an automated message with the cost estimate for you to approve. Data extraction and invoicing will only happen if you approve the estimate.

How do I request an in-person consultation?

You can request an in-person consultation via the Data Office Customer Portal or by giving us a call at (734) 615-2100. Consultations are free of charge.

What are the differences between data types?

  • Full PHI Data: all patient identifiers including MRN, names, full addresses and full dates.
  • Limited PHI Data: includes full dates, no full addresses (except for city, state or zip code), no patient identifiers
  • De-Identified Data: no patient identifiers, and only year

Questions?

Contact us or call (734) 615-2100 

North Campus Research Complex, Building 400, 1600 Huron Parkway, Ann Arbor, MI 48105

A list of Data Office contacts is available in the Personnel Directory