Publishing Research Materials and Data Steward Review requirements

In signing a Research Agreement with a public body for access to data, Researchers commit to sending Research Materials (or "pre-publication materials") to the public body in advance of public dissemination. Data Stewards, as those responsible for ensuring appropriate uses of the public body’s data, check that:

  • Privacy/confidentiality requirements are upheld, including minimum cell sizes, no inadvertent or unapproved identification of specific populations or communities
  • There is no gross misuse of the data
  • There is a clear connection to the Project and alignment with the stated and approved purpose
  • The data is appropriately referenced and a disclaimer is included

This also provides an opportunity for Data Stewards to learn of, and brief internally on, the research findings. 

Experience has shown that not all Researchers have the same understanding of what is required, and that public bodies vary in their expectations and timelines. In order to enhance communications and compliance around review requirements for the public disclosure of Research Materials, a single set of review requirements has been agreed upon by Population Data BC (PopData) and our Data Steward partners (including the BC Ministry of Health). These are summarised below.

Note: Please check your Research Agreement to see if other Data Steward partners have different pre-publication requirements to make sure you are compliant. PopData is in the process of harmonizing requirements with all Data Steward partners, but this work is not yet finalised.

 

New review requirements

ALL Research Materials that result from your project must be provided to the Data Stewards. There are TWO categories of Research Materials: Materials for REVIEW and Materials for NOTICE.

Materials for REVIEW

Materials for REVIEW are those intended for public dissemination that are based on, include, or offer novel (new) interpretations of the Protected Data, including Derived Data. These are subject to review timelines before dissemination and should be submitted to Data Stewards for review as soon as is practicable (i.e. all data and data analysis is complete, content is complete, but formatting can be incomplete).

  • Review of presentation materials, including those for lectures and conferences (should be submitted 7 business days prior to presentation)
  • Review of publication materials, including scholarly articles, theses, dissertations, and articles for popular audiences (should be submitted 45 business days prior to publication/release)
  • Review of instructional materials (should be submitted 45 business days prior to release)
  • Radio, television, or internet-based interview materials not previously reviewed must be submitted as soon as practicable and must otherwise comply with publication requirements (should be submitted as soon as the Researcher is aware of the interview and talking points are ready). Note: Researchers can NOT publish/release Research Materials until the material has been reviewed (i.e. the above timelines have passed since submission of the materials and/or confirmation from the Data Steward and/or PopData). Note: Please see FAQ for examples of publications that require review.

Materials for NOTICE

Materials for Notice are those which DO NOT disseminate novel (new) data or novel (new) interpretations of the Protected Data, including Derived Data. That is, they are not subject to review timelines, but are submitted to Data Stewards for information as soon as is practicable (i.e. all data and data analysis is complete, content is complete, but formatting can be incomplete).

  • Updated versions of previously submitted materials
  • Radio, television, or internet-based interview materials based on materials already reviewed
  • Opinion editorials, commentaries and other popularized material that relates to the Project based on materials already reviewed and accepted

Other

Any other material relating to the Project and Protected Data being considered for presentation should be reviewed for mutual acceptance of process and timelines.
 

Quick reference guide

Type of Research Material  Submission to Data Steward required Citation requirement Disclaimer requirement When to submit?
Presentations: seminars, conferences, lectures
Conference abstract yes no no At time of submission to conference (initial submission) (at least 7 business days prior to abstract publication/public release)
Presentations to colleagues no no yes Not required
Presentations (audience outside of colleagues) yes yes yes At least 7 business days prior to presentation
Instructional use (lectures, lab exercises, etc.) yes yes yes At least 7 business days prior to delivery
Publications: articles, op-ed, journals, theses and dissertations
Article or Op-ed for general public release (newspaper, magazine, blog, wiki, etc.) yes yes yes At time of submission (at least 45 business days prior to publication/release)
Abstract (article, monograph, thesis, or other manuscript etc.) submitted alone yes no no At time of submission (at least 7 business days prior to publication)
Journal publication, including pre-prints yes yes yes At time of submission to the journal (initial submission) (at least 45 business days prior to publication/release)
Academic thesis or dissertation material
Please note: All thesis and dissertations completed as part of a larger project MUST be pre-approved by the Data Stewards BEFORE the student engages in the work
yes yes yes At time of final submission to committee (at least 45 business days prior to publication)
Other output types        
Radio, television, internet, etc. interview yes no no At least 7 business days prior to presentation


Examples of publications that require REVIEW versus those that require NOTICE

Type of Research Output

Requiring REVIEW

All materials that have:

  • New data analysis
  • New data interpretations

Requiring NOTICE

All materials that have:

  • No new data analysis
  • No new data interpretations
  • Been previously reviewed in current or alternative format
Presentations: seminars, conferences, lectures
Conference abstract Example: New data finding displayed in an abstract not previously reviewed. Example: Abstract reviewed for Conference A and submitted 3 months later for Conference B.
Presentations to colleagues Not applicable Not applicable
Presentations (audience outside of colleagues) Example: New data findings displayed in a presentation not previously reviewed.

Example 1: Article reviewed and later presented in a PowerPoint presentation.

Example 2: Presentation reviewed for Conference A and submitted 3 months later for Conference B.

Instructional use (lectures, lab exercises, etc.) Example: New data findings displayed in a presentation not previously reviewed. Example: Course materials reviewed for Course A and materials used again for Course B.
Publications: articles, op-ed, journals, theses and dissertations
Article or Op-ed for general public release (newspaper, magazine, blog, wiki, etc.) Example: New data findings displayed in an article or Op-ed not previously reviewed.

Example 1: Article reviewed and later presented in an Op-ed format

Example 2: Presentation reviewed and later presented in an Op-ed format

Abstract (article, monograph, thesis, or other manuscript etc.) submitted alone Example: New data findings displayed in an abstract not previously reviewed. Example: Abstract reviewed for a manuscript and submitted 3 months later for a different publication/article
Journal publication, including pre-prints Example: New data findings displayed in a journal publication (including pre-prints) not previously reviewed.

Example 1: Pre-print article reviewed and later available as a full journal publication.

Academic thesis or dissertation material Example: Thesis not previously reviewed. Example: Thesis required some edits to grammar and table format, no data or data interpretations were altered.
Other output types    
Radio, television, internet, etc. interview Example: Data findings that will be referred to during an interview that have not been previously reviewed.  Example: Article reviewed and approved and later findings referenced in an interview.
Protocol paper Not applicable Example: Article outlining how a study will be conducted, including data sets intended to be used, without any data analysis conducted of data shown.

 

Required acknowledgments

Disclaimer requirements

The following disclaimer language is required to be included in all Research Materials (with the exception of conference abstracts):

"Access to data provided by the Data Steward(s) is subject to approval, but can be requested for research projects through the Data Steward(s) or their designated service providers. All inferences, opinions, and conclusions drawn in this publication are those of the author(s), and do not reflect the opinions or policies of the Data Steward(s).”

Data source citations

Data sources must be cited in publication materials (see the Quick reference guide in the Review requirements section above for exceptions). Please refer to the section below on How to cite sources for further guidance.

How to cite sources

Using the citation standards established by DataCite, there are a number of mandatory and optional elements that are to be included in your citation.

With these elements in place, the generic citation format would appear as follows:

Creator[creator](PublicationYear): Title. Version. Publisher[publisher]. ResourceType. Approver(Year). Identifier

To aid you in developing your data citations, you will find a Table below outlining each element, followed by specific citation examples for each data source.

NEW: Create your own data citations Excel file

Use a new feature in AppTracker, our online project management system, to produce an Excel file of data citations for each of the data releases for your project(s).

To produce this file, follow these steps:

  1. Log into https://my.popdata.bc.ca/ using your my.popdata account.
  2. Select the 'Researcher Tools' button, then 'AppTracker'.
  3. From there, select the project you need the citations for by clicking on its project number.
  4. Go to the 'Data Preparations' tab. You will see a blue button that says 'Print Data Citation'. By clicking that button, the Excel file will be produced.

Please note for data releases prior to 2019, the citations produced may not be complete. For more information on AppTracker and how to get access to this tool, please visit:https://www.popdata.bc.ca/researchers/resources/AppTracker

 

Elements

Description and instructions

Requirement

Example

Identifier

The Identifier is a unique string that identifies a resource, and typically takes the form of a Digital Object Identifier (DOI). For the purposes of citing data provided by PopData, a link to PopData's website will be sufficient.

Mandatory*

http://www.popdata.bc.ca/data

Creator

The main researchers and/or organizations involved in producing the data, or the authors of the publication, in priority order.

Mandatory*

BC Ministry of Health
WorkSafeBC

Title

A name or title by which a resource is known.

Mandatory*

Medical Services Plan (MSP) Payment Information File
PharmaCare
Discharge Abstract Database (Hospital Separations)
Home & Community Care (Continuing Care)
Mental Health
Consolidation File (MSP Registration & Premium Billing)
PharmaNet
BC Cancer Registry Data

Publisher

A holder of the data. In the case of data sets, "publish" is understood to mean making the data available to the community of researchers.

Mandatory*

PharmaNet titles - BC Ministry of Health

All other titles - Population Data BC

Publication year

The year the data was published, not the date range for observations in the data set. Data sets are published by PopData in ‘Collections’. Researchers can contact PopData for the data set publication year for a given PopData Collection.

Mandatory*

YYYY

Version

Version number of the resource. Data sets are published by PopData in ‘Collections’. Researchers can contact PopData for the data set version for a given PopData Collection.

Optional

VX (where X is the version number)

Resource type

The general type of a resource.

Optional

Data Extract

Approver (year)

The executive and/or authority who grants access to the data. Typically this role resides within the Creator's organization. The approval year must also be included and can be obtained from PopData.

Mandatory*

BC Ministy of Health titles - MOH (YYYY)

PharmaNet titles prior to May 2012 - PharmaNet Stewardship Committee (YYYY)

PharmaNet titles after May 2012 - Data Stewardship Committee (YYYY)

Human Early Learning Partnership, Vancouver, BC: University of British Columbia, School of Population and Public Health

 

*These elements are currently mandatory for all Data Stewards. Note that the ‘Creator’ element is not considered mandatory by BC Cancer.

Examples

Applying this format to specific data requests, the following examples illustrate what the final data citations might look like (note that the publication year, approval year, and version elements would need to be revised and/or removed as needed in the final citations):

BC Cancer 

  • BC Generations Project Data (2011). V1. Population Data BC [publisher]. Data Extract. BC Cancer (2011). http://www.popdata.bc.ca/data
  • If you used BC Cancer data extracted and provided by PopData
  • If you used BC Cancer data extracted and provided by BC Cancer
    • BC Cancer Registry Data (2011). BC Cancer [publisher]. Data Extract. BC Cancer (2011)

BC Ministry of Health

  • British Columbia Ministry of Health [creator] (2011): Consolidation File (MSP Registration & Premium Billing). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): BC COVID-19 Test Lab Data. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • Canadian Institute for Health Information [creator] (2011): Discharge Abstract Database (Hospital Separations). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Home & Community Care (Continuing Care). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Medical Services Plan (MSP) Payment Information File. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator]. (2011): Medical Services Plan Practitioner File. Population Data BC [publisher]. Data Extract. College of Physicians and Surgeons of BC (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Mental Health. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): PharmaCare. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • >British Columbia Ministry of Health [creator] (2011): Vital Events Births. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Vital Events Deaths. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Vital Events Stillbirths. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Office of Patient-Centred Measurement [creator]. (2011): Patient-Centred Measurement. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data

In cases where a researcher requested data that does not reside in Population Data BC’s internal holdings (e.g., PharmaNet), the BC Ministry of Health would need to be cited as both the creator and publisher of the data.

Human Early Learning Partnership

  • Human Early Learning Partnership [creator] (2011): Early Development Instrument. V2. Population Data BC [publisher]. Data Extract. Human Early Learning Partnership. Vancouver, BC: University of British Columbia, School of Population and Public Health (2011). http://www.popdata.bc.ca/data

Immigration, Refugees and Citizenship Canada

  • Immigration, Refugees, and Citizenship Canada [creator] (2011): Permanent Resident database. Population Data BC [publisher]. Data Extract. IRCC (2011. http://www.popdata.bc.ca/data

Perinatal Services BC

PharmaNet

  • BC Ministry of Health [creator] (2011): PharmaNet. V2. BC Ministry of Health [publisher]. Data Extract. Data Stewardship Committee (2011). http://www.popdata.bc.ca/data

Statistics Canada Income Band

Statistics Canada [creator] (2009): Statistics Canada Income Band Data. Catalogue Number: 13C0016. Population Data BC [publisher]. Data Extract. Population Data BC (2011). http://www.popdata.bc.ca/data

WorkSafeBC

  • WorkSafeBC [creator] (2011): WorkSafeBC Claims and Firm Level Files. V2. Population Data BC [publisher]. Linked Data Set. WorkSafeBC (2011). http://www.popdata.bc.ca/data
How to reference Population Data BC

Please use the full name, Population Data BC when referencing Population Data BC in:

  • Grant/funding applications
  • Conference presentations or discussions
  • Interviews or articles
  • Reports, papers or other published research outputs

Do not use PDBC or PopData BC or PopData

Frequently asked questions

Where do I submit my Research Materials for pre-publication review?

Researchers are asked to submit their pre-publication submissions via PopData using our online webform. PopData will distribute research materials to Data Stewards on the researcher’s behalf. This allows PopData to a) track Research Products and support public dissemination of the materials, and b) ensure that there is a uniform coordination of the Research Materials review process, including ensuring that all Data Stewards involved in a project receive the submission.  

What are examples of pre-publication materials requiring review versus notice?

Type of Research Output

Requiring REVIEW

All materials that have:

  • New data analysis
  • New data interpretations

Requiring NOTICE

All materials that have:

  • No new data analysis
  • No new data interpretations
  • Been previously reviewed in current or alternative format
Presentations: seminars, conferences, lectures
Abstracts Example: New data finding displayed in an abstract not previously reviewed. Example: Abstract reviewed for Conference A and submitted 3 months later for Conference B.
Presentations to colleagues Not applicable Not applicable
Presentations (audience outside of colleagues) Example: New data findings displayed in a presentation not previously reviewed.

Example 1: Article reviewed and later presented in a PowerPoint presentation.

Example 2: Presentation reviewed for Conference A and submitted 3 months later for Conference B.

Instructional use (lectures, lab exercises, etc.) Example: New data findings displayed in a presentation not previously reviewed. Example: Course materials reviewed for Course A and materials used again for Course B.
Publications: articles, op-ed, journals, theses and dissertations
Article or Op-ed for general public release (newspaper, magazine, blog, wiki, etc.) Example: New data findings displayed in an article or Op-ed not previously reviewed.

Example 1: Article reviewed and later presented in an Op-ed format

Example 2: Presentation reviewed and later presented in an Op-ed format

Journal publication, including pre-prints Example: New data findings displayed in a journal publication (including pre-prints) not previously reviewed.

Example 1: Pre-print article reviewed and later available as a full journal publication.

Academic thesis or dissertation material Example: Thesis not previously reviewed. Example: Thesis required some edits to grammar and table format, no data or data interpretations were altered.
Other output types    
Radio, television, internet, etc. interview Example: Data findings that will be referred to during an interview that have not been previously reviewed.  Example: Article reviewed and approved and later findings referenced in an interview.
Protocol paper Not applicable Example: Article outlining how a study will be conducted, including data sets intended to be used, without any data analysis conducted of data shown.

 

Can I share my Research Materials with Colleagues without submitting for pre-publication review?

Sharing of results or outputs pre-release with team members and colleagues is an important part of the research process (please refer to our definition of ‘Colleague’ below). In order to maintain the status as not being public, thus not requiring review, it is expected that the information is kept confidential amongst colleagues. Acknowledgement of this in presentations is expected.

What is PopData's definition of Colleague?

A “Colleague” is someone who shares research-related interests. Communications to a colleague are not expected to go public or get distributed. Colleagues may be both within or outside the same institution; both within or outside the same research centre or work unit.

What if my Research Materials have been revised after submission for pre-publication review?

Data Stewards recognize that Research Materials may change after submission for review. That said, they also need to know what information about the project has been made public. It is requested that the Researcher commit to sending only final drafts for review and, if subsequent changes are made, notify the Data Steward of any material changes and provide a copy of the final publication and/or presentation version.

What happens if I fail to submit my Research Materials for pre-publication review?

The Research Agreement that is signed between the public body and the Researcher outlines the Researcher’s legal obligation to submit Research Materials for review. Failure to comply puts the Researcher in breach of this agreement, and could render the Researcher ineligible to access the public body’s data again in the future.


Need to submit Research Materials for review?

If you would like to submit a Research Material for review, please complete an online form by following the relevant link below.

> Submit Research Materials from a PopData project
> Submit Research Materials for Provincial Overdose Cohort research
> Submit Research Materials for BC Data Scout  

 

DARs/Projects snapshot

Total number of DARs/Projects currently with PopData:

429

The breakdown:

DARs in preparation/review

46

Projects with amendments in preparation/review

28

DARs in post-approval 

10

Projects with data being prepared

32

Projects being maintained
(includes 11 Data Access Support Hub (DASH) and 13 DI Program)

288

CaraSpace projects

25

 

Last revised June 10, 2022

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