Data Sharing Process

A step-by-step process is outlined below for how to fill out the data request web form. You can reference a downloadable version of this guidance with visuals on our Form Guide and our Submit Request Overview (Note: Net-ID required to access these guides).

After logging into the portal and logging in with your Active Directory username and password (make sure to select the appropriate domain (UR AD / URMC AD), you’ll follow the steps below to complete the form. If you are working remotely, you’ll need to use VPN or Duo to access the application.

1. Confirm who is making the request: Because you are logged in, the form automatically assumes that you are the one asking for permission. If you are not, you have the opportunity to change the default to anyone at the University. Note: you must choose a named individual. Roles, departments, or schools cannot make requests; only people can make requests.
2. Short description of what you are looking for: The Summary box allows you to type a short description of your request. Sentences like, “I need data on student admissions”, or, “Request for faculty output metrics” would fit here.
3. Confirm what kind of data you want: In order to know who needs to grant permission, we need to know what kind of data you require. Permissions for data use are granted by the data stewards who are responsible for those data or the trustees who oversee that data domain or functional area. You’ll be asked to choose which domain(s) are relevant to your data request. For more information about data domains, visit our Data Domains definition page as well as our interactive Domain Explorer tool
4. Confirm frequency of data use: How often will you need to have data updated? Is this a one-time request where you would like someone to give you a spreadsheet or file? Or are you creating a report that requires new information monthly?
5. Explain business reason and question: This field allows you to explain why you need the data and what question you are trying to answer. Please note that both pieces of information should be included in your response. A business reason might be “I need to build a dashboard”, or, “I need to provide data to a vendor”. The question gets to the issue you are trying to understand: For example: What is the retention rate for STEM majors? How much grant money do we receive from NIH for cancer research? The stewards will use this information to know whether the data requested will actually help the data user with the relevant problem.
6. Who is the target audience: This field allows you to specify who else might be using the data. For example: Is the business reason a dashboard? Who will use it? Are you creating a report? Who will be reading it? Remember, the recipient of any output from these data must also have permission to use the data even if their use is passive. This field asks for information on different levels. If you will be sharing the data with named individuals, you will be prompted to select them by name. Your name is automatically included by default. If the data will be used by an identifiable group of people, such as a divisions or departments, the Department option will allow you to choose the appropriate department or division. Or, if neither the Individual or Department option is appropriate, the Other options presents a text field where you can explain situations such as a conference presentation, a chart for a website, or a group of people not readily described by the university org chart.
7. Accept the terms and conditions: This checkbox indicates that you have agreed to the“ground rules” for data sharing that are outlined on this data governance website, as well as any special conditions that have been placed on the specific data you need by the data steward. Restrictions may be tied to data security classification or guidelines for responsible data use.
8. Attach supporting documentation: This optional field allows you to share more details with the data steward if you would like to provide additional information to help them understand your request.
9. Create the request: When you click the “Create” button, the request is logged and sent to the appropriate data steward(s) who need to grant your permission.

You can reference downloadable guidance and visuals on how to manage requests from the portal (Note: Net-ID is required). Steps to navigate the portal are also outlined below.

Note: If you are working remotely, you’ll need to use VPN or Duo to access the application.

1. Navigate to the portal
2. Log in with your Active Directory (AD) username and password. Make sure to select the appropriate domain (UR AD/URMC AD)
3. Click on Requests > My Requests
4. View requests by clicking on the “Reference” or “Summary” link
5. Explore request management options. User actions may vary depending on the status of the request. If you need to provide more information regarding the request after submission, please use the comment box.

You can reference downloadable guidance and visuals on how to manage requests via email (Note: Net-ID is required). Steps to navigate this process via email is also outlined below.

Note: If you are working remotely, you’ll need to use VPN or Duo to access the application.

1. You’ll receive a confirmation email to your inbox. Open your confirmation email and click on the “customer portal” link.
2. Log into the portal with your Active Directory (AD) username and password. Make sure to select the appropriate domain (UR AD/URMC AD).
3. Explore management options. User actions may vary depending on the status of the request. If you need to provide more information regarding the request after submission, please use the comment box.

When you request permission to data,the data steward can verify that you have an appropriate business reason to use or view the data.

When you request access to data, a technical or analytical resource can provide you with the actual data in the format required/requested.

An analogy to describe the difference is when you are allowed to use a car (you have permission to drive it) versus being handed the keys (you have now been given access to it).

If you request permission for data but select the wrong domain, the Data Governance Support Office will reroute your request to the appropriate data steward.

If you request access to data and when you receive it, it turns out it is not the data you need, you will need to submit a new data permissions request specifying the appropriate data.

In the data permissions form, select the data domain of “other” and complete the form. Requests with unknown domains will be routed to the Data Governance and Support Office for approval. The office will help identify stewards who can effectively evaluate permission or will provide additional information. If the data exist, new domains may be created to accommodate the need going forward.

Data stewards are expected to respond within 5 business days. This does not mean the request is guaranteed to be resolved within 5 business days as additional information may be required or additional approvals may need to be sought.

You are expected to use University data in accordance with established data usage guidelines and following all security and privacy policies.

The process as outlined on this website should replace the process you currently use to request permission. Permission requests via email, phone, or other decentralized process are no longer recommended.