Do you know which resource(s) you would like to use?
Yes, I know which resource(s) I want to use
No, please guide me
Which describes your resource needs:
Identified data
Patient contact/recruitment
Data with limited identifiers
De-identified data
CT or MRI images
Data from multiple sites
Tissue samples
Identify potential subjects for recruitment
Employ a workforce for manual review of data
Our
Crowdsourcing service can be used to review a variety of documents, including complete or partial medical charts, notes in the medical chart, and/or medical images.
The service can be used for data that you already have, or used in conjunction with a Research Derivative (RD) or Synthetic Derivative (SD) data pull. Select the option that applies to your project:
I have data ready to be reviewed, I want to fill out only the Crowdsourcing application
I would like to request both RD data and the Crowdsourcing service
I would like to request both SD data and the Crowdsourcing service
OK
Patient data with limited identifiers (full zip codes and dates of events) is available in the
Limited Derivative (LD) .
Fill out the LD application?
OK
OK
De-identified patient data is available in the
Synthetic Derivative (SD) .
Fill out the SD application?
De-identified data is also available from the RD if a request requires that data be sorted based on an identifying field. Contact VICTRBigData@vumc.org for more information.
OK
Is this a request to access Radiology images (MRI and CT) or image metadata through ImageVU?
Yes
No
Radiology images (MRI and CT) or image metadata is available in the
Research Derivative (RD) and in the
Synthetic Derivative (SD) .
Fill out the RD or the SD application?
De-identified data is also available from the RD if a request requires that data be sorted based on an identifying field. Contact VICTRBigData@vumc.org for more information. Research Derivative
Synthetic Derivative
Microbial specimen data, microbial specimens, and discarded clinical COVID-19 testing specimens are available in MicroVU, a repository that is linked to the Research Derivative (RD) . Fill out the RD application?
OK
Data from multiple sites is available in
V-i2b2 . This study feasibility resource provides aggregate patient counts from 47 CTSA sites.
Fill out the V-i2b2 application?
OK
Tissue samples and data about them are available from
TissueVU (formerly known as PathLink).
You must also have access to the
Research Derivative (RD) to find tissues based off of phenotypic criteria or link medical records to your specific tissues.
Fill out the RD and TissueVU application?
OK
Screening for participant recruitment can be completed through
Subject Locator , which allows researchers to search the EPIC records of patients with upcoming appointments based on their inclusion/exclusion criteria.
Fill out the Subject Locator application?
OK
Select the primary resource for which you are applying:
Select the RD as your primary resource to access MicroVU and TissueVU (formerly PathLink).
Select the RD or the SD as your primary resource to access ImageVU,
Select Crowdsourcing here if you already have data to be reviewed. Select RD or SD here, as applicable, if you need to obtain data as well as have it reviewed, then select Crowdsourcing as your additional resource below.
Synthetic Derivative (SD)
Research Derivative (RD)
Subject Locator
Limited Derivative (LD)
Crowdsourcing
V-i2b2
Is this a request to access BioVU data for an existing approved BioVU study?
If you are requested SD access for a project that involves only de-identified medical record data and no BioVU genetic data or samples, click NO
* must provide value
Yes
No
Requests to add a user to an existing approved BioVU study need to be completed by contacting the BioVU Team at BioVU@vumc.org with the project IRB # and names of investigators to be added rather than this application. Contact BioVU@vumc.org with any questions.
OK
The option " " can only be selected by itself. Selecting this option will clear your previous selections for this checkbox field. Are you sure?
Select any additional resources that you will use with the RD:
* must provide value
select all that apply
The option " " can only be selected by itself. Selecting this option will clear your previous selections for this checkbox field. Are you sure?
Select any additional resources that you will use with the LD:
* must provide value
select all that apply
The option " " can only be selected by itself. Selecting this option will clear your previous selections for this checkbox field. Are you sure?
Select any additional resources that you will use with the SD:
* must provide value
IRB Approval Necessary:
The use of the LD must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
IRB Approval Necessary: The use of the LD and ImageVU must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
IRB Approval Necessary:
The use of the LD and TissueVU must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
IRB Approval Necessary:
The use of the SD must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
IRB Approval Necessary:
The use of the RD must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
IRB Approval Required:
The use of MicroVU and the RD must be explicitly stated in the IRB protocol for this study and can be added as an amendment as necessary. Template language to include is provided as a courtesy (download below).
Vanderbilt Environmental Health and Safety (EHS) Institutional Biosafety Committee (IBC) Approval Required:
Obtaining physical microbial specimens requires approval for each specimen type/strain by the EHS IBC. For more information, visit their website:
https://www.vumc.org/safety/committees/ibc-vu
IRB Approval Required:
The use of MicroVU and the SD must be explicitly stated in the IRB protocol for this study and can be added as an amendment as necessary. Template language to include is provided as a courtesy (download below).
Vanderbilt Environmental Health and Safety (EHS) Institutional Biosafety Committee (IBC) Approval Required:
Obtaining physical microbial specimens requires approval for each specimen type/strain by the EHS IBC. For more information, visit their website:
https://www.vumc.org/safety/committees/ibc-vu
NOTE: The use of V-i2b2 does not require IRB approval.
IRB Approval Necessary:
To find tissues based off of phenotypic criteria or link medical records to your specific tissues, you will need approval for both the Research Derivative (RD) and TissueVU . The use of the RD and TissueVU must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language to include is provided as a courtesy (download below).
NOTE: Subject Locator will be decommissioned and no longer accessible on February 28, 2023. Researchers may continue to use the application for new and existing studies until January 16, but all users will lose access on that date. To explore alternative recruitment options, please visit the EHR Recruitment Support team's StarBRITE page .
IRB Approval Necessary:
The use of Subject Locator must be explicitly stated in the IRB protocol for this study and can be added as an amendment if necessary. Template language is provided below as a courtesy (download below).
Have questions? Email us at VICTRBigData@vumc.org or come to a SD/RD Office Hours Session for one-on-one help. View session times and register here .
Your first name:
* must provide value
Your last name:
* must provide value
Your VUMC/VU email address:
* must provide value
Your affiliation:
Default to VUMC if you have dual affiliations.
VUMC
VU
Other
NOTE: For all non-SD requests, VU investigators without a VUMC appointment are considered external and require an executed contract in place to receive VUMC data. Please email us at VICTRBigData@vumc.org if you have any questions.
Your VUMC ID or VUnetID:
If you have both, list the ID for your primary institution.
* must provide value
Your department/division:
Indicate the following:
* must provide value
I am the Principal Investigator (PI) or submitting on behalf of the PI
I am a Non-PI
PI's first name:
* must provide value
PI's last name:
* must provide value
PI's affiliation:
* must provide value
VUMC
VU
Other
Specify affiliation:
* must provide value
NOTE: For all non-SD requests, VU investigators without a VUMC appointment are considered external and require an executed contract in place to receive VUMC data. Please email us at VICTRBigData@vumc.org if you have any questions.
PI's department/division:
Request type:
* must provide value
Research
Quality Improvement/Operational
Preliminary/Exploratory/Feasibility counts
Other
NOTE: Only counts may be generated preparatory to research. Other requests for prep-to-research may only be carried out as custom data pulls, which are billable.
Quality Improvement (Healthcare Operations) data purpose:
This information will only be used for one of the following purposes: * Quality assessment and improvement activities * Reviewing the competence or qualifications of health care professionals * Conducting or arranging for medical review, legal services and auditing functions * Business planning and development * Business management and general administrative activities * Educational mailings or events * Promoting Vanderbilt services
Fundraising (demographic and dates of service only)
Marketing products/services of a third party (contact the Privacy Office 6-3594)
IRB number associated with this study:
* must provide value
IRB number associated with this work:
if applicable/available
Type of access requested:
* must provide value
RD Discover (user interface)
RD Custom Data Pull
RD Azure Workspace Access
Consider attending one of our SD/RD Discover Tool Tutorials to learn how to use the User Interface tools and get custom questions answered. View training times and register here .
MRAV EMAIL data pulls must be completed via a custom data pull, not RD Discover. Be sure that you selected 'RD Custom Data Pull' on the 'Type of access requested' question if you plan to collect patient email addresses. Patient phone numbers and/or addresses are available in RD Discover.
RD Azure Workspace Access Request Type
* must provide value
Investigator's planned work on the project
* must provide value
Has the user previously been granted access to an Azure Workspace for a different approved project?
* must provide value
Yes
No
Please provide funding information (center number) for the new Azure Workspace
* must provide value
All analysis should be completed in the Azure workspace. Do you plan to egress data from Azure?
* must provide value
Yes
No
All requests to export data are tracked. Will the data be any of the following?:
Approximately how many subjects' data will you egress?
* must provide value
All requests to export row-level data are tracked. Please explain in detail why you require row level export
* must provide value
Free text is defined as any data that is not structured. This includes semi-structured fields, such as certain lab results, as well as unstructured fields, such as note text. Free text is to remain on Azure unless a user has explicit permission to export it. Please explain in detail why you require export.
* must provide value
Please provide additional details regarding the request for supplemental tables to be added to the workspace including tables names and justification. Tables with protected identified fields should not be viewed or used unless there is a legitimate need and it is listed in the IRB approval.
* must provide value
Is the requested data:
* must provide value
Identified data
Limited data
De-identified patient level data
Aggregate data (counts)
Is this resource request currently funded?
* must provide value
Yes, funding is secured
No, I am planning to apply for VICTR funding
No, I am planning for a grant submission
Other
If the requested information is for any non-research purpose (such as quality improvement, business/financial, or to prepare a protocol, conduct a feasibility study, or other activities preparatory to research), please download and sign the attached data use agreement required for access.
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Do you want to add access for multiple users?
* must provide value
Yes
No
Please include VUMC email addresses for all users below:
* must provide value
How many additional users?
* must provide value
1
2
3
4
5
6
7
8
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Upload your completed copy of the RD Electronic DUA for Non-Research.
* must provide value
Will this data set be shared outside of VU or VUMC?
* must provide value
Yes
No
List external groups or individuals with whom the data will be shared:
Does this request require access to radiology (CT or MRI) images or image metadata?
* must provide value
Yes
No
NOTE: This data repository includes a subset of radiology images and their associated metadata, and is not representative of all VUMC imaging studies. Currently, MRI and CT scans are available, with most studies dating from the past 3 years.
Does this request utilize MRAV to pull emails and other contact information?
* must provide value
Yes
No
Is this request related to a PCORnet STAR CRN project?
* must provide value
Yes
No
Have you submitted an online STAR CRN Collaboration Request Application and received approval for the project?
* must provide value
Yes
No
Approval of the online PCORnet STAR CRN application is required before RD work may begin.
Please exit this survey now and visit PCORnet STAR CRN Collaboration Request Form and apply.
After your application has been approved, please return to complete a new RD request.
The option " " can only be selected by itself. Selecting this option will clear your previous selections for this checkbox field. Are you sure?
Does this request require access to microbial specimens or discarded clinical COVID-19 testing specimens?
* must provide value
Select all that apply
The option " " can only be selected by itself. Selecting this option will clear your previous selections for this checkbox field. Are you sure?
Does this request require access to microbial specimens or discarded clinical COVID-19 testing specimens?
* must provide value
Select all that apply
Do you have IRB Approval to use MicroVU?
* must provide value
Yes
No
Do you have IRB Approval to use MicroVU?
* must provide value
Yes
No
Please submit an IRB amendment to add the template language below. Contact the MicroVU project manager Megan He (megan.he@vumc.org ) with questions.
Do you have Vanderbilt EHS IBC approval to obtain requested MicroVU specimens?
* must provide value
Yes
No
Please upload signed IBC approval letter.
* must provide value
Please briefly describe your proposed research project including the number and type of specimens you will be requesting.
* must provide value
How many samples from COVID-19 tested patients do you need access to?
* must provide value
If viral transport media is needed, what quantity would you need to obtain per specimen (in microliters)?
Are you requesting access to inactivated virus?
* must provide value
Yes
No
What viral inactivation procedure would you require (e.g. TRIzol, heat inactivation, etc.)
* must provide value
Please confirm you are requesting live virus and your current IBC approves transfer and handling of live COVID-19 virus
* must provide value
Yes
No
Describe your request. Be as specific as possible, including a definition of the patient population that you are interested in (inclusion dates, diagnoses, ages, etc.) and any associated data (vitals, codes, demographics, etc.):
* must provide value
Provide the first and last name of the pathologist for your TissueVU (formerly known as PathLink) project:
Estimated date for completing your project:
* must provide value
Today M-D-Y
Please Note: The MyResearch At Vanderbilt Participant List is very large and is dependent on the generosity of the Vanderbilt Community.
As such, use of the MRAV Participant List is conditional upon your agreement to meet the following expectations:
* Ensure that staffing is sufficient to respond to the possible numerous responses which may be received
* A willingness to participate in random audits
* Agree to provide feedback via brief electronic surveys on the MRAV process and specific outcomes of your study
* Agree to respond to all participants within 30 days of contact
* Agree to cite the CTSA grant if you publish a paper resulting from the use of MRAV access using the following phrase: The project described was supported by CTSA award No. UL1TR000445 from the National Center for Advancing Translational Sciences. Its contents are solely the responsibility of the authors and do not necessarily represent official views of the National Center for Advancing Translational Sciences or the National Institutes of Health.
By citing the grant you are helping us obtain further funding from NCATS/NIH.
Do you agree to the expectations listed above?
* must provide value
Yes No
Contact Colleen Lawrence at (615)-343-3712 or email MyResearch@vanderbilt.edu
Reason for request (check all that apply):
* must provide value
Date of request:
* must provide value
Today M-D-Y
Select if you would prefer participants who indicated they wanted to be contacted by which of the following methods (check all that apply):
* must provide value
Select if you would prefer participants who indicated they wanted to be contacted by which of the following methods (check all that apply):
NOTE: Because you selected RD Discover rather than a Custom Pull as your RD access type, you cannot request patient email addresses.
* must provide value
The MRAV team can contact participants by e-mail on your behalf. If you would like to contact participants by other methods, we can provide the contact information.
When would you like your study description to be sent?
Do you have a defined population for this study?
* must provide value
I already have a list of eligible participants to match to the MyResearch participant list.
I do not have any specific criteria and would like to message all MRAV participants.
I need assistance identifying eligible patients with defined criteria using the Research Derivative.
Upload your list of eligible patients to be matched to the MyResearch list
* must provide value
Upload any additional documents:
Total target enrollment/responses:
* must provide value
Would you like information about using a free national volunteer recruitment website,
www.ResearchMatch.org ?
Yes
No
List the Key Study Personnel (KSP) on your study who need access to Subject Locator and their associated VUnetIDs:
Do you and all KSP listed above have EPIC access?
* must provide value
Yes
No
EPIC access is required to use Subject Locator. Please contact your local Security Access Manager before requesting to use Subject Locator.
Click 'OK' to receive a return code that you can use to continue this application once you have EPIC access.
* must provide value
OK
IRB number associated with this study:
* must provide value
Recruitment goal (# of participants sought):
Will this list of potential study subjects be shared with anyone outside of VUMC or VU?
* must provide value
Yes
No
List external groups or individuals with whom the data will be shared:
Estimated date for achieving full enrollment:
Today M-D-Y
***Please remember:
Protected Health Information is any subject/patient level information that is not de-identified as described in
IM Policy 10-30.07 .
Consider attending one of our V-i2b2 Tool Tutorials to learn how to use the User Interface tools and get custom questions answered. View training times and register here .
Are you a faculty member?
* must provide value
Yes
No
Are you a faculty designee (e.g. trainee, student, staff member or research/teaching instructor)?
* must provide value
Yes
No
NOTE: Only faculty members or faculty member designees may access the i2b2 tool.
Use the e-signature (by clicking 'add signature') to affirm that you have read and agree to the above statements.
* must provide value
Type of access requested:
* must provide value
SD Discover (user interface)
SD Custom Data Pull
Preliminary/Exploratory/Feasibility counts
Other
SD Azure Workspace Access
Type of access requested:
* must provide value
SD Discover (user interface)
Data from an SD Custom Data Pull
Other
SD Azure Workspace Access
Consider attending one of our SD/RD Discover Tool Tutorials to learn how to use the User Interface tools and get custom questions answered. View training times and register here .
Specify requested access:
* must provide value
SD Azure Workspace Access Request Type
* must provide value
Investigator's planned work on the project
* must provide value
Have the user previously been granted access to an Azure Workspace for a different approved project?
* must provide value
Yes
No
Please provide funding information (center number) for the new Azure Workspace
* must provide value
All analysis should be completed in the Azure workspace. Do you plan to egress data from Azure?
* must provide value
Yes
No
All requests to export data are tracked. Will the data be any of the following?:
Approximately how many subjects' data will you egress?
* must provide value
All requests to export row-level data are tracked. Please explain in detail why you require row level export
* must provide value
Free text is defined as any data that is not structured. This includes semi-structured fields, such as certain lab results, as well as unstructured fields, such as note text. Free text is to remain on Azure unless a user has explicit permission to export it. Please explain in detail why you require export.
* must provide value
Please provide additional details regarding the request for supplemental tables to be added to the workspace including tables names and justification. Tables with protected identified fields should not be viewed or used unless there is a legitimate need and it is listed in the IRB approval.
* must provide value
IRB number:
* must provide value
if applicable/available
Download and complete this PI Data Use Agreement for access to the SD.
You may print, sign, and scan the form, or insert a pdf of the physical signatures into the form.
Upload your completed Data Use Agreement form.
* must provide value
Do you want to add access for multiple users?
* must provide value
Yes
No
Please include VUMC email addresses for all users below:
* must provide value
How many additional users?
* must provide value
1
2
3
4
5
6
7
8
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Upload your completed Data Use Agreement form.
* must provide value
Is this resource request currently funded?
* must provide value
Yes, funding is secured
No, I am planning to apply for VICTR funding
No, I am planning for a grant submission
Other
Will this data set be shared outside of VU or VUMC?
* must provide value
Yes
No
List external groups or individuals with whom the data will be shared:
Download and complete this non-PI Data Use Agreement for access to the SD.
You may print, sign, and scan the form, or insert a pdf of the physical signatures into the form.
Your PI's signature is required.
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Do you want to add access for multiple users?
* must provide value
Yes
No
Please include VUMC email addresses for all users below:
* must provide value
How many additional users?
* must provide value
1
2
3
4
5
6
7
8
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Upload your completed Data Use Agreement form.
Your DUA is invalid without PI signature.
* must provide value
Estimated date for completing your project:
* must provide value
Today M-D-Y
Does this request require access to Census Geographic Information System (GIS) data?
* must provide value
Yes
No
GIS Data Use Policy
We are excited that we are able to provide a newly available de-identified census tract level dataset for your SD project.
The dataset is designed so that it corresponds to a census tract or group of census tracts with a population of 20,000 or more individuals. However, we note that combining 3 digit zip codes (currently present in the SD) along with tract-level data increases the risk of re-identification. Similarly, using longitudinal tract-level data to trace location over time of individual records increases the risk of re-identification. Therefore, to ensure that the data privacy protections in place for the SD are not compromised, we ask that you not combine the tract-level data with 3 digit zip codes or use longitudinal tract-level data to specifically reveal more granular address information about the patients. Please select Yes below to confirm that you intend to abide by these guidelines. Please contact us at VICTRBigData@vumc.org if you have any questions regarding this SD policy.
We appreciate your cooperation in keeping SD data secure and protecting the privacy of our patients.
Yes, I agree to abide by these guidelines
Does this request require access to the Vanderbilt Neonatal Clinical Repository?
* must provide value
Yes
No
If you are interested in collaborating with our local neonatology experts within the NICU group, want to learn about on-going projects, or would like a data consult please contact Dr. Hendrik Weitkamp hendrik.weitkamp@vumc.org or Dr. Susan Guttentag susan.h.guttentag@vumc.org . Briefly describe the aims of your study:
* must provide value
If the data collected are meaningful and the project is successful, do you expect to:
* must provide value
Other
* must provide value
Please enter up to six keywords pertaining to your study.
Please separate your keywords by commas.
* must provide value
Please choose the research area that best fits this study:
* must provide value
Basic (bench, biomedical, cellular and molecular basis of disease, disease specific)
Epidemiology (health systems, health services, populations, computer based searches)
Retrospective data/specimen analysis for hypothesis generation or protocol development or assessment of feasibility
Translational research 1 (the process of applying discoveries generated during research in the laboratory and in pre-clinical studies to the development of trials and studies in humans)
Translational 2 (research aimed at enhancing the adoption of best practices in the community)
Other
Other
* must provide value
Describe your request. Be as specific as possible, including a definition of the patient population that you are interested in (inclusion dates, diagnoses, ages, etc.) and any associated data (vitals, codes, demographics, etc.):
* must provide value
Study Details and Approach
Study design:
* must provide value
If other, please describe:
* must provide value
Briefly describe the research design and methods proposed for this study.
Describe the methodologies, novel concepts, approaches, tools, or technologies for the proposed project. Consider limitations and alternative approaches where appropriate.
* must provide value
Briefly describe the data elements needed for the study as well as the phenotyping criteria utilized to define the population of interest. Include ICD-9/ICD-10 codes, keywords, medications, CPT codes, etc.; include a plan for manual review of the records within the Synthetic Derivative.
* must provide value
Please enter today's date before submitting.
If re-submitting please change to date of re-submission.
* must provide value
Today M-D-Y
Brief (3-4 sentence) project description:
* must provide value
Number of patients in study cohort:
Number of documents to be reviewed per patient:
Type of document(s) to be reviewed:
Requested number of reviewers per document (i.e., should each unique document be reviewed by 1 person, 2 people, etc.):
select all that apply
Describe the type of review requested:
Please provide any other relevant project request details:
* must provide value
Does this project have IRB approval?
* must provide value
Yes
Pending
No
Upload the stamped IRB application (or Final Approval Letter if stamped application is not available)
Does this project have funding?
* must provide value
Yes
Pending
No
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