Start the process now! Please do not wait until you are ready to submit your IRB protocol. This is a separate process and should be started as soon as you know you need a data use agreement.
Generally speaking: a Data Use Agreement (DUA) is needed in cases where non-public information on humans, especially protected health information, is shared between the entity that holds the data and the researcher. The researcher must agree (via the DUA) to specific terms to protect the data in order to receive it. A DUA would not be needed if the researcher is directly obtaining PHI from study participants since participants would provide their authorization for their PHI via the HIPAA Research Authorization Form (RAF). Similarly, a DUA would not be needed if the researcher is requesting data through the Yale University HRPP/IRB process.
Please contact your Yale HRPP should you have any further questions or are unsure if you need a DUA ([email protected]).
YNNHS manages the execution of DUAs for YNNHS employees. Should you have questions about how to obtain your DUA, please refer to Legal & Risk Services (intranet).
You will need a Conga account through Service Now (intranet) to obtain a signed DUA. Follow the steps below.
1) Create a Conga account in Service Now:
2) Submit the DUA through Conga for signature.
At the home page, select “New Contract Request” and you will be prompted to provide information for your request including selecting “LRSD” under the Contract Intake Type.
Click both the “Preview & Submit Approvals” button (see screenshot below) as well as the “Submit” at the very end of the process, otherwise the request will not be completed.
