Data Access Requests Management

Summary

Before requesting access to data, a researcher needs to register by sending a data access request.

Request Workflow

To create a data access request, users have to fill out the application form and submit it once it is completed. The validate button can be used to check that the form contains the required information. Before submitting he request, the form can be edited and saved (for future edits) as needed. After the request is submitted, the form is locked and can no longer be edited unless the request is reopened.

After the request is submitted, a data access officer will review it in order to approve or reject it. The data access officer can also reopen (or conditionally approve) the request if he considers that modifications are needed. This workflow, as well as email notifications that can be sent on request status changes, can be configured by the administrator, e.g. to omit the review step or make the approve/reject steps final.

The most simple workflow is:

• no Under Review intermediate state
• no Conditionally Approved intermediate state
• Approved state is final
• Rejected state is final

When the Under Review intermediate state is activated (which is the default configuration), the flow is:

When the Conditionally Approved intermediate state is activated, the flow is:

When both Under Review + Conditionally Approved intermediate states are activated, the flow is:

The workflow is described in the following table:

Status	Description	From Status	To Status
Opened	The request is in an editable state.		Submitted
Submitted	The request is submitted to the application officer and is not editable by the applicant. The application officer can (conditionally) approve or reject it or, if configured, go to an intermediate under review status.	Opened	Under Review or Approved Rejected
Under Review	The request is being reviewed by the application officer, who can reopen, conditionally approve (if this state is activated), approve or reject the request.	Submitted	Opened Approved Rejected Conditionally Approved Submitted
Approved	The request has been approved. If configured, the request can go back to the submitted or reviewed status.	Submitted or Under Review	if state is not final: Submitted or Under Review
Rejected	The request has been rejected. If configured, the request can go back to the submitted or reviewed status.	Submitted or Under Review	if state is not final: Submitted or Under Review
Conditionally Approved	The request was submitted, has been reviewed and some adjustments are required before a final approval. The applicant can edit its request and will re-submit it.	Submitted or Under Review	Submitted

Application Form

The application form is configured by the administrator, who can also define the PDF template used to create a printable copy of the form (available by clicking on the Download button).

Feasibility Inquiry

Researchers can fill in a short form to ensure the feasibility of a project. This can be a preliminary of the main application form or of an amendment.

Amendments

Researchers can submit amendments to request changes (e.g. additional data, new research collaborators) to a pre-approved data access request.

Comments

To enhance the collaboration between users and data access officer, each member can add a comment to a data access request. Mica can be configured to send email notifications when a comment is added or updated.

Private Comments

Administrators, data access officers and users with proper permissions (see data access request permissions) can add private comments while processing a data access request or an amendment.

History

A list of all status changes of a data access request and its amendments. In addition, administrators and data access officers can log actions that they have taken while processing a request or an amendment. These actions are either pre-defined or free text. Only users or groups with proper permissions (see data access request permissions) can view action logs.