WA Amendments and Data Updates

Any change to an original application could be considered a data amendment. This includes changes to:

  • Project aims, design or methodology
  • Project personnel
  • Contact details
  • Linkage update
  • Extraction update
  • Addition of new variables or new datasets
  • Data location

The data amendment form can be found at the Application Forms page.

 

Review of data amendments

Depending on the changes requested, amendments may require draft review(s), updated ethics approval, updated approval from Data Custodians, and updated approval from research governance bodies. All amendments to data linkage projects and requests for data updates should first be discussed with the ISPD Client Services Team, the WA Health Central Human Research Ethics Committee (HREC), and the Research Governance Office (RGO).

When applying for an amendment it is important to consider the changes requested and the levels of review required, as this can affect timeframes for processing an amendment.

The following amendments require review and approval from the WA Health Central HREC and the RGO, and can usually be made directly through RGS:

  • Participant information/consent;
  • Contact details;
  • Project timelines;
  • Project personnel.

Any of the above amendments should first be discussed with the WA Health Central HREC and RGO.

The following amendments require draft review, Data Custodian approval, WA Health Central HREC approval, and RGO approval:

  • Linkage updates;
  • Extraction updates, including data refreshes;
  • Addition of variables;
  • Addition of new datasets;
  • Data location;
  • Amendments to project aims, design or methodology.

Any of the above amendments should first be discussed with the ISPD Client Services Team.

Requests for use of data provided for one project in a different project are categorised as a Data Repurpose and should first be discussed with the ISPD Client Services Team.

Please note that as with all data requests, reviews of data amendments are iterative by nature, and an apparently simple request may take several rounds of review for the specifications or parameters to be agreed upon as feasible.

 

Cost of data amendments

Please note that most amendments and/or data update requests will need to be reviewed by Data Custodians, and a cost will apply.

All amendments to data linkage projects and requests for data updates should first be discussed with ISPD Client Services and WA Health Central HREC for advice on how to apply.

Data updates will be re-extracted in full and may include some linkage keys that differ from the corresponding records in previous extracts. Generally, Client Services will not provide mapping files showing the differences in linkage keys over time. It is suggested that applicants rerun their analysis syntax in full, using the new extract.

As updated data must be fully re-extracted, requests for data amendments are subject to the same costing parameters as other data requests.