Clinical Data Research Consultations FAQs

De-identified, aggregate, and identified patient data sets from the UCSF Medical Center APeX, Benioff Children's Hospital Oakland (BCH Oakland), and San Francisco Department of Public Health including Zuckerberg San Francisco General Hospital (ZSFGH) hospital data sources are currently available through this service.

Please complete the Clinical Data Research Consultations Request Form.

• Your UCSF colleague will need to file an IRB application through iRIS.
• Work with your UCSF colleague to submit a request for the data extract by completing the Clinical Data Research Consultations Request Form.
• You will need to work with UCSF Industry Contracts Division to complete a Material/Data Transfer Agreement Form (MDTRF) https://icd.ucsf.edu/materialdata-transfer-agreements and establish the appropriate agreement to receive data.
• Your data will be delivered to your UCSF colleague and you through RAE (formerly, MyResearch). Your UCSF colleague and you will need to request a RAE account if you do not already have one. The RAE request form is here.

The extracted data set will be delivered to you through your RAE (formerly MyResearch) account. An ARS team member will notify you once the extracted data set has been delivered to you.

Your data set can be delivered in comma separated value (CSV), MS Excel spreadsheet, or SAS file formats.

You can request either a one-time or re-occurring data extract through the Clinical Data Research Consultations service. While completing the Clinical Data Research Consultations Request Form to request a re-occurring extract, please specify the frequency of the re-occurring extracts.

Research data extraction and REDCap development consulting services are provided to the UCSF Research Community at the hourly rate of $140/hour. During our consultation, we will be able to give you a time estimate for work you are requesting.

This service is provided by the ITS Academic Research Systems team that can be contacted by emailing [email protected], submitting a Help ticket through help.ucsf.edu, or calling the IT Service Desk at 415-514-4100.

All requests for the extraction of identified patient data sets must be accompanied by a current IRB protocol. This protocol will be reviewed by the ARS team prior to the fulfillment of your data extraction request to ensure that the parameters of your data extraction request are consistent with the specifications of your IRB protocol.

Specifically, your IRB protocol must contain the following information:

• The study must be flagged as active in iRIS.
• The researcher who is listed as the Requestor on the Clinical Data Research Consultations Request Form must be listed in the Personnel List of the protocol.
• The Principal Investigator listed on the Clinical Data Research Consultations Request Form is consistent with the Principal Investigator listed in the Key Personnel section of the protocol.
• The subject area and specific AIMS covered in the Clinical Data Research Consultations Request Form and the protocol must be consistent.
• The expiration date of the protocol cannot precede the delivery dates for any identified data set extraction deliverables.
• The appropriate sites must be checked in the Sites list of the protocol. If data from the SFDPH sources is needed, then SFDPH must be checked in the Sites list. If data from the UCSF Medical Center hospital data sources is needed, then UCSF must be checked in the Sites list.
• If you are requesting data from SFDPH, we will also need an approval letter from ZSFG | SFDPH. Here’s a link to more information. https://zsfg.ucsf.edu/research-protocol-applications-zsfg
• In the Confidentiality and Privacy section of the protocol, the identifiers being requested must be checked. Any variables not listed in the checklist that contain identified information, such as clinical notes, must be explicitly stated in the subsequent text box in this section.