RLU Process and Procedures Manual

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  1. Feasibility Stage
    1. General Inquiries
    2. Feasibility and Cost Estimate Request
    3. Consent Form Review
  2. Initial/Proposed DAR
    1. Initial DAR - Preliminary Check
    2. Proposed DAR - Detailed Review
  3. DAR Submission
    1. Pre-submission Final Review
    2. Preparing a Submission Package
    3. Submitting a DAR to Data Stewards
    4. Clarifications and Modifications
  4. Approved DAR
    1. Processing Data Steward Approvals
    2. Partial vs Full Approval
    3. Post-approval Steps
    4. Information Sharing Agreement
  5. Data Preparation
    1. Working with DSU
    2. Study Population
    3. Data Checking
    4. Data Release
    5. Crosswalk File
    6. Research Extract Provided by External Data Providers or Researcher
    7. YubiKey set-up
    8. Setting up users with SRE access
  6. Post-approval Activities
    1. Pre-publication Review
    2. Amendment
    3. Data Retention Date Extension
    4. Ethics Renewal
    5. Additional Funding
    6. Additional Project Team Members
    7. Graduate Student Access to the Data for Thesis/Dissertation
    8. SRE Access Management
  7. Expiry Tracking: Ethics, Data Retention, and SRE
    1. Creating Expiry Tracking
    2. Monitoring the Expiry Tracking spreadsheet
    3. Monthly Ethics and Data Retention Report to MOH and PNET
    4. Delinquency Report
    5. Privacy Training Expiries/ Refresher Training
  8. Project Closure Procedures
    1. Process for Expired Projects
    2. Sending Closure documents to researchers
    3. Closing the Project
    4. Archival Storage
    5. Project Closure FAQs
  9. Data Steward Coordination
    1. Ministry of Health
    2. BC Emergency Health Services
    3. BC Vital Statistics Agency
    4. BC Cancer Agency
    5. BC Centre of Excellence in HIV-AIDS
    6. PharmaNet Procedures and Coordination Information
    7. College of Physicians and Surgeons (CPSBC) Coordination
    8. Perinatal Services BC Coordination
    9. Stats Canada Income Band
    10. Ministry of Education
    11. Human Early Learning Partnership (HELP)
    12. WorkSafeBC
    13. Immigration, Refugees and Citizenship Canada (IRCC)
    14. Lifelabs
    15. Cardiac Services BC
    16. Vancouver Coastal Health
    17. Providence Health Care
    18. Fraser Health Authority
    19. Vancouver Island Health Authority
    20. Interior Health Authority
    21. Northern Health Authority
    22. Canadian Urban Environmental Health Research Consortium (CANUE)
  10. PDS
    1. Creating Portal Account (User Login)
    2. Privacy Training
    3. Creating Project Group and Project Login
    4. Suspending SRE Access
    5. YubiKey set-up
    6. User-Created Account Activation
  11. Finance
    1. Cost Estimate
    2. Cost Quote
    3. Invoice
    4. Student Waiver Policy
  12. File Transfer
    1. SFTP
    2. Secure Upload/Download
    3. CD/DVD
    4. Incoming Files Process
    5. File Zipping and Encryption Instructions for Researchers
    6. Data Help Transfers - SRE back to RedZone
  13. Housekeeping
    1. Folder Organization and Naming Conventions
    2. Paper Folder Filing System
    3. Email Folders
    4. Project Numbering
    5. Email Auto-Reply
    6. Wiki
    7. AppTracker
    8. DAR Status Definitions
    9. Documentation of Process Changes
  14. Incident Procedures
    1. Incident procedures
  15. Response Times Procedures
    1. Response Times procedures
  16. Training Data Set and Working with Education and Training Unit
    1. Training Dataset Terms and Conditions
    2. Vetting Training Data Set Assignments
  17. Documentation
    1. TO DOs
    2. Data Intake
    3. Relevant Terminology
    4. Organizational Plan - DSU/DAU Pairings
    5. Data Documentation Areas of Responsibility
    6. Field-level Inventory
    7. Checklist
    8. Field-level Documentation
    9. File-level Documentation
    10. PopData Documentation Format Template
    11. Using and updating Automation
    12. Using MetaData Central
    13. How we do linkage
    14. Moms and Babies linkages
    15. R&PB Lite
    16. Consolidation Files FAQ responses
    17. Hospital data FAQ responses
    18. Mental Health FAQ responses
    19. Pharmacare + PharmaNet FAQ responses
    20. ACGs FAQ responses
    21. BCCA FAQ responses
    22. Continuing Care FAQ responses
    23. Residential Assessment Instrument (RAI) and Home and Community Care Minimum Reporting Requirements (HCCMRR) FAQs
    24. NACRS FAQ responses
    25. Income Band FAQ responses
    26. Perinatal FAQ responses
    27. Stillbirths FAQ responses
    28. First Nation FAQ responses
    29. Ministry of Education FAQ responses
    30. WorkSafeBC FAQ responses
  18. Special SRE Folders
    1. SRE-only project general process
    2. Partnership of Work, Health and Safety (PWHS 06-C01)
    3. Human Early Learning Partnership Core Projects (Schoner-Reichl 11-S01 & 11-C03)
    4. Rick Hansen Institute (RHI 14-S02 & 18-s01)
    5. Core Projects
    6. Provincial Overdose Cohort (ODC) Projects
  19. Special Cases
    1. Request to Contact
    2. Industry/Private Funding
    3. Not DLI exempt
    4. Postal Code - Linkage to Geographic Information
    5. REDCap Inquiries
  20. Ethics and Consent
    1. Ethics General
    2. Harmonized Ethics Review
    3. For your info: BREB vs CREB review
    4. Project-specific Consents
    5. Database Consents
    6. Ethics and Program of Research
  21. Scout
    1. Citrix Setup and login Instructions
    2. Accessing your government email
  22. EMR
    1. EMR Data General
    2. Provincial Laboratory Information Solution (PLIS)
    3. Lifelabs and PLIS
  23. PopData Snippets
    1. Code Library
    2. Reviewing Snippets & Comments in PDS
    3. Review Checklists
    4. FAQs
  24. DARonline
    1. Blue Function Buttons
    2. Navigation
    3. DAR Sections
    4. Sharing Information between DARonline and AppTracker
    5. Team Members
    6. Data Stewards
    7. IDD Ministry Approvers
    8. Data Files
    9. Printing
  25. Data Innovation Program
    1. Project Coordination
    2. Adding Output Checkers
  26. AppTracker
    1. Data Stewards