Application process and guidelines

To access the microdata housed in the Research Data Centres (RDCs), researchers submit a project proposal to the Social Sciences and Humanities Research Council (SSHRC) and Statistics Canada.

SSHRC invites applications from individual researchers or from research teams led by a principal applicant. The principal applicant is responsible for submitting application forms on behalf of the team.

Steps to Take:

1. Eligibility
2. Prepare a project proposal
3. List research contributions of the research team members
4. Register the CVs of the team members on the SSHRC website
5. Complete the online Application Form on the SSHRC website and attach all the required documents
6. Evaluation of a Proposal
7. Complete the Security Screening Process
8. Sign a Microdata Research Contract with Statistics Canada
9. Review the Policies and Procedures of the Research Data Centre
   • Researcher Guide
   • Guidelines for RDC research papers

Step 1: Eligibility

Institutions

The RDC network consists of 15 Research Data Centres, 6 branch RDCs and the Federal Research Data Centre in Ottawa. Currently 43 postsecondary institutions (PDF) are members of the network.

1. Applicants from member postsecondary institutions need concern themselves only with the eligibility criteria set out in the "Applicant Eligibility" section below.
2. Potential applicants from postsecondary institutions that are not members of the network may apply for access, but it is up to the academic director of the RDC to which the applicant requests access to decide whether he or she can consider that application.
3. Researchers and students who wish access to an RDC and who are from a postsecondary institution that is not a member of the network should contact the responsible before submitting the application.

Applicants

SSHRC and Statistics Canada invite applications from the following six categories of researcher. Take careful note of the conditions attached to each category.

1. Individual researchers affiliated with a Canadian postsecondary institution and research teams led by a principal applicant affiliated with such an institution.
2. Employees of federal government departments and agencies—for direct or indirect access to the Federal Data Research Centre only. Researchers from provincial and territorial departments and agencies should consult the Data access procedures - statistical support for policy development.
3. Master's and doctoral students, registered at a Canadian postsecondary institution, who submit projects that form an integral part of their thesis or dissertation work. Applications of this type must:
   • include a letter of support (PDF) from the academic supervisor confirming that the student’s supervisory committee has reviewed and approved the proposed project as part of the student's research; Applications for students studying outside Canada must also be supported and signed by the responsible RDC Director.
   • supply the letter of support (PDF) to the responsible SSHRC program officer in both electronic format and as a signed hard copy;
   • identify the supervisor as applicant and the student as co-applicant or the student as applicant and the supervisor as co-applicant; and 
   • include the full CVs of both the student and the supervisor.
4. Master's and doctoral students, registered at a Canadian postsecondary institution, who do not propose to carry out research for their thesis or dissertation work. Applications of this type must:
   • include a letter of support (PDF) from the academic supervisor confirming that he or she has reviewed the proposed project; Applications for students studying outside Canada must also be supported and signed by the responsible RDC Director.
   • supply the letter of support (PDF) to the responsible SSHRC program officer in both electronic format and as a signed hard copy;
   • identify the supervisor as applicant and the student as co-applicant or the student as applicant and the supervisor as co-applicant; and 
   • include the full CVs of both the student and the supervisor
5. Undergraduate students who are in their final or honours year of study at a Canadian postsecondary institution may apply if, and only if:
   • the academic supervisor applies as applicant and the student as co-applicant;
   • the supervisor forwards a letter of support (PDF), in both electronic format and as a signed hard copy, to the responsible SSHRC program officer.
   • the proposal goes beyond mere descriptive and cross-tabular analysis of data sets: students with projects of this kind should explore other data access options; and 
   • include the full CVs of both the student and the supervisor
6. Researchers from outside Canada who are not affiliated with a Canadian postsecondary institution should contact the academic director of their research data centre of choice to discuss terms of use. 

Note: Applications from category 1 that have already received SSHRC or CIHR funding and all applications from category 3 are evaluated only by a Statistics Canada reviewer. All applications in the other categories are subject to full peer review.

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Step 2: Prepare a project proposal

To ensure a swift review of the proposal, applicants are encouraged to include all elements of the Project Proposal Template.

The Project Proposal is a maximum of five pages and includes the following elements:

1. Title of the Project
2. Rationale and objectives of the study
   • Clearly identify the specific questions or objectives of the project
   • State how the research will contribute to the knowledge in the field of study by summarizing the current literature and identifying the gap(s) to be addressed.
3. Proposed data analysis and software requirements
   • What is the proposed statistical methodology? How is it suitable for this project?
   • What software will be utilized?
4. Data Requirements
   • An explanation of why access to the confidential data (as opposed to public use microdata files) is necessary.
   • Which survey file/files or cycles are to be used?
   • Provide a statement that the confidential data file(s) identified is (are) in fact suitable for the proposed research.
   • What is the specific population of interest in the required data set(s)?
   • What are the variables to be used?
5. Expected project start and end dates
   • Expected project start and end dates
6. Expected Products
   • Describe products that will result from the proposed analysis including:
     • Working paper
     • Peer-reviewed journal article
     • Book or book chapter
     • Graduate level thesis or dissertation
     • Commissioned report (e.g. government report)
7. References
   • Sources used in the proposal or for specific analytical methods employed

Each RDC employs an RDC Analyst who would be happy to advise applicants preparing proposals. The Analyst can assess the proposal to determine whether the required elements are present and whether the project is appropriate for access to the detailed micro data. Also, the RDC Analyst can provide information about conducting research in the RDC environment and the data holdings of the RDC.  Advice from an RDC Analyst before submitting a proposal does not guarantee a successful review but will mostly likely improve the chances of a timely review by ensuring all elements of the proposal are complete and clear.

Please contact an RDC Analyst for more information.

Survey Specific Tools for writing Proposals: 

• The National Longitudinal Survey of Children and Youth (NLSCY) provides checklists for writing papers for projects using NLSCY data (PDF).  These documents outline several methodological-related issues that users and prospective users of the NLSCY may wish to consider. 
• Aboriginal Peoples Survey (APS): "APS 2001: Guidelines for researchers and analysts" may be helpful for researchers preparing proposals to use the APS file.
• Data sources on transitions and learning outcomes (PDF) presents a list of social surveys that could be used to conduct research on learning. This document may be useful for researchers in identifying social survey data sources that best match their proposed research questions on learning and education.

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Step 3: List research contributions of the research team members

Include any identifiable contributions made by the applicants to the advancement, development and transmission of knowledge related to the disciplines supported by SSHRC.  This element will help assess if the research team members have the expertise and ability to carry out the work. This document is a maximum of five pages.

Step 4: Register the CVs of the team members on the SSHRC website

Visit the SSHRC website for more information.

Step 5: Complete the online application form on the SSHRC website

Applications are submitted on the SSHRC website. New applicants can visit the SSHRC website to register as a new user. Ensure attachment of all the required documentation.

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Step 6: Evaluation of a proposal

The approval of proposals will be based on:

• scientific merit and viability of the proposed research;
• relevance of the methods to be applied— the data to be analyzed;
• demonstrated need for access to detailed microdata; and
• expertise and ability of the researchers to carry out the proposed research as illustrated in the CVs and list of contributions.

The decision to approve the proposal is unanimous. Within eight weeks of the date of application (sooner if possible), SSHRC will inform the principal investigator of the decision.

Terms of project approval:

If the proposal is approved and access is granted to a Research Data Centre, the contract with Statistics Canada allows the research team to access only the microdata specified in the approved research project and only for the purpose of completing that project. Researchers are asked to submit a new proposal for any subsequent research project. In addition, SSHRC and Statistics Canada may ask for a new proposal if the scope of the research changes significantly.

Please note that all RDC applications may be subject to comments from reviewers who would like clarification on the use of datasets.  These applications cannot move forward through the review process without a response from the applicant.  The applicant therefore has 6 months to respond to these comments from the date they receive SSHRC’s notification of a dormant application.

If, at the end of 6 months, SSHRC does not receive a response from the applicant, the application will be marked as incomplete; their proposal will be withdrawn from the system and the applicant must re-apply.

If the applicant chooses to withdraw the proposal, and resubmit at a later date, they will need to include all previous review comments and their revisions in order to facilitate the review process.  The applicant will also need to quote their original application number when they are resubmitting their proposal.

Step 7: Complete the security screening process

Once a project is approved, a number of security procedures will be followed: 

• Statistics Canada performs an Enhanced Reliability Check on any researcher who needs to access its data.
• Researchers must contact their RDC Analyst in order to complete the security check form.  This form must be completed within the presence of a Statistics Canada analyst at the RDC where the research will be conducted.
• The RDC analyst sends this form to Statistics Canada in Ottawa to be processed and contacts researchers to inform them of the results of the security check.
• The RDC analyst invites the researcher, or group of researchers, for an orientation session to explain procedures at the RDC.
• At this session researchers sign their contract with Statistics Canada and take the The Oath or Affirmation of Office and Secrecy (PDF).

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Step 8: Sign a microdata research contract with Statistics Canada  

The accepted proposal becomes part of the contract (PDF) between the researcher(s) and Statistics Canada. Once a proposal has been approved for RDC access, the researcher has one year from the date of the approval to sign a contract. If the PI is not able to sign a contract within this time frame, the proposal will automatically be withdrawn and the researcher will need to reapply through SSHRC in order to regain RDC access.  The contract specifies the following terms of access:

• Data sets to be provided by Statistics Canada (please note the contract grants researchers access only to the microdata specified in the approved research proposal).
• Purpose and scope of the research project as outlined in the approved research proposal.
• Project start and completion date.
• Agreement of the researchers to abide by the RDC security and confidentiality requirements.
• Agreement to provide a final product to Statistics Canada at the contract end date.

Final products:

Within the RDC Microdata Research Contract, a Principal Investigator agrees to submit a product derived from their research project conducted at the RDC. Thus, a project is complete and contractual obligations met, once the Principal Investigator submits their product to Statistics Canada. There are five types of outputs that a researcher can submit as a product for their research project.

1. RDC working paper: A paper for the RDC working paper series authored by the Principal Investigator for Statistics Canada.
2. Peer-reviewed journal article: A journal article authored by the Principal Investigator for a peer-reviewed journal.
3. Book or Book chapter: A book or book chapter authored by the Principal Investigator.
4. Thesis or Dissertation: A graduate level thesis or dissertation.
5. Commissioned Report: A commissioned report authored by the Principal Investigator.

Other types of products may be possible. Please discuss this with the RDC Analyst before the contract is written. Researchers are required to submit all final products to their local RDC Analyst. This is one means by which to measure the RDC Program’s success.

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Step 9: Review the policies and procedures of the Research Data Centre

The Research Data Centres (RDCs) provide a rich source of Statistics Canada microdata for researchers, under secure conditions that govern all aspects of work from data access to publication of analytical output. These secure conditions are outlined in the Researcher guidelines.

Guidelines for RDC research papers
These guidelines describe the publishing process and policies, including peer review.

Please contact the Research Data Centre Program at rdc-cdr@statcan.ca to receive the following documents:

• Guide for researchers under agreement with Statistics Canada (PDF)
  This guide describes the legal obligations, procedures and policies that apply to RDC researchers.

• Orientation session for Research Data Centre Users (PPT)
  This powerpoint presentation summarizes key elements of the guide for researchers.