Sending/Receiving Data

Regardless of whether you are sending or receiving data, the process for implementing a DUA is fairly simple. Just submit a DUA Request form to let us know you need an agreement executed, and we’ll take it from there.

Sending Data to an outside entity

  • Complete the relevant sections of the Data Use (DUA) Request Form.
  • Log in to RAMS-SPOT.
  • Select “Submit Document for Review” in the yellow workspace on the left.
  • Answer the ensuing questions, and be sure to assign the review to the Gray Team.
  • Upload the DUA Request form and submit.

The Gray Team in the Office of Research Administration & Compliance will draft a preliminary agreement and negotiate acceptable terms directly with the outside entity.

Progress of the review and negotiation can be tracked in RAMS-SPOT. Once the agreement has been signed by both parties and all necessary regulatory approvals are in place, the PI is free to send the data to the requesting scientist. The final executed agreement will be available in RAMS-SPOT for convenient reference.

Receiving Data from an outside entity

  • Complete the relevant sections of the Data Use (DUA) Request Form. PLEASE NOTE: If the associated project is not externally sponsored, the signature of the PI’s department chair is required to document his/her approval of the work.
  • Log in to RAMS-SPOT.
  • Select “Submit Document for Review” in the yellow workspace on the left.
  • Answer the ensuing questions, and be sure to assign the review to the Gray Team.
  • Upload the DUA Request form, as well as the draft agreement sent by Provider (if applicable), and submit.

The VCU Office of Research Administration & Compliance will review the draft agreement and negotiate acceptable terms directly with the outside entity. Particular attention is given to any other agreements or approvals associated with the project, to ensure that no terms contradict each other.

Progress of the review and negotiation can be tracked in RAMS-SPOT. Once the agreement has been signed by both parties (i.e., “fully executed”), the PI is free to receive the data. The final executed agreement will be available in RAMS-SPOT for convenient reference.