Notice of NIAAA Data-Sharing Policy for Human Subjects Grants Research Funded by the National Institute on Alcohol Abuse and Alcoholism (NIAAA) [2nd Revision]

Notice Number: NOT-AA-19-020

Key Dates
Release Date: July 31, 2019

Related Announcements

NOT-AA-18-009 Rescinded

NOT-AA-18-010 Rescinded

PA-19-091

PA-19-055

PA-19-056

PA-19-092

PA-19-053

PA-19-054

PA-19-052

PA-19-127

PA-19-126

PA-19-084

PA-19-132

PA-19-131

PA-19-085

PA-19-116

PA-19-117

PA-19-086

PA-19-119

PA-19-118

PA-19-087

PA-19-122

PA-19-121

PA-19-088

PA-19-124

PA-19-125

PA-19-089

PA-19-130

PA-19-129

PA-19-090

PAR-19-207

PA-18-863

PA-18-861

PA-18-862

PA-18-785

PA-18-786

PA-18-660

PAR-18-659

PA-18-647

PA-18-619

PA-18-620

PAR-18-580

PAR-18-578

PAS-18-557

PA-18-508

PA-18-507

PA-18-413

PA-18-391

PA-18-390

PAR-18-203

PAR-18-196

PA-17-467

PA-17-468

PA-17-297

PA-17-296

PA-17-219

PA-17-220

PA-17-211

PA-17-212

PA-17-213

PAR-17-170

PA-17-134

PA-17-132

PA-17-135

PA-16-395

PA-16-394

Also applies to all NIH-wide FOA's where NIAAA is a participating IC.

Issued by

National Institute on Alcohol Abuse and Alcoholism (NIAAA)

Purpose

This revised Notice replaces NOT-AA-18-009 and NOT-AA-18-010.

The purpose of this notice is to inform prospective applicants responding to the above referenced Funding Opportunity Announcements (FOAs) of a new policy whereby the National Institute on Alcohol Abuse and Alcoholism (NIAAA) expects investigators and their institutions to provide plans for submitting grant-related human subjects data to a NIAAA-sponsored data repository, the NIAAA Data Archive (NIAAA DA ), as outlined in this Notice. These plans should be included in a NIAAA Data Archive Data Sharing Plan (NIAAA DA DSP) located in the Resource Sharing Plan section of grant applications. Applicants are strongly encouraged to use the NIAAA DA DSP template for this purpose. The portion of that plan dealing with data must include: 1) a brief summary of the assessment schedule, 2) a listing of proposed data collection instruments (assessments) that do not currently exist in the NDA (if applicable), and 3) the proposed schedule for running the data validation toolonce data collection begins. Compliance with the NIAAA DA DSP will become a special term and condition in the Notice of Award. The Institutional Certification (for sharing human data) should also be provided prior to award, along with any other Just-in-Time information.

This policy applies to all grant applications (new and resubmitted) that include human subject research

except Fellowship (F), Training (T), Small Business (SBIR/STTR), and Education (R25) grants—regardless of the amount of direct costs requested in any year.

The NIAAA data-sharing policy outlined below is effective for grant applications (new and resubmitted) submitted starting with the 2019 Cycle I due date (January 25 - March 16, 2019; see activity code-specific due dates) and going forward.Accordingly, NIAAA expects that all grant applications involving human subjects submitted for funding on or after the 2019 Cycle I due date include a NIAAA DA DSP.

Overview

Widespread data sharing by research communities adds significant value to research and accelerates the pace of discovery. NIAAA has begun a new data-sharing initiative to create a data repository of future NIAAA-funded studies that include human subjects. This repository is called the NIAAA Data Archive (NIAAA DA ). NIAAA-funded investigators conducting human subjects research are expected to submit de-identified, individual-level data to this data archive. Non-NIAAA funded investigators with alcohol-related data are welcome to deposit their data to the NIAAA DA if they are willing to adhere to the archive’s data sharing terms and conditions (https://nda.nih.gov/niaaa/award/data-sharing-expectations.html). The data in the NIAAA DA will be catalogued and made available to the general research community after an embargo period of exclusive access following the end date of the research award.

NIAAA is using an established informatics infrastructure, hosted and managed by the National Institute of Mental Health (NIMH) Data Archive (NDA), to enable the sharing and use of data collected from human subjects. At present, this NIMH Data Archive (NDA) is a single, cloud-based data infrastructure comprised of harmonized datasets from multiple research communities, each of which has a distinct website and access governance. The current NDA data repositories are: the NIMH Data Archive, the Adolescent Brain Cognitive Development Study (ABCD), the Connectome Coordination Facility (CCF), and the Osteoarthritis Initiative (OAI).

A fifth data repository has been created for the NIAAA DA and the new NIAAA DA website which serves as the portal for NIAAA-related data submissions and access housed within the NDA. Grant applicants are strongly encouraged to review this website prior to submitting a human-subjects grant application to NIAAA.

Applicable Data

The NIAAA DA accepts only electronic, de-identified data from human subjects studies. This includes data from clinical trials, epidemiological surveys, human laboratory investigations, and other types of studies involving human subjects.

This Notice substantially changes the data sharing expectations for genomic data and for data related to biosamples and genomic data. This Notice does not supersede the general NIH Genome Data Sharing Policy. However, this Notice does mandate that the NIAAA DA serve as the repository for all genomic data funded by NIAAA unless NIAAA agrees to a different data archive during the negotiation of the terms and conditions of the grant award. NIAAA expects that studies with GWAS data will also submit these data to the Psychiatric Genomics Consortium. Awardees who are collecting human genomic data will register with dbGaP. After registration, all data (including but not limited to clinical, genomic, imaging, and phenotypic data) will be deposited in the NIAAA DA . A link to the NIAAA DA collection will be added to the dbGaP registration. Aggregating the genomic data in a single cloud-based data archive will facilitate the re-analysis of these important data sets. Physical biosamples will not be included in the NIAAA DA , but reference numbers to biosamples will be included in the NIAAA DA .

Data Sharing Procedures

Data submitted to the NIAAA DA must be de-identified by the investigator prior to submission. Submitted data are subjected to algorithms that check for basic data accuracy. Any problematic data items are summarized in a report and returned to the investigator for corrective action, if necessary, before data are accepted. To facilitate correction of problematic data, NIAAA expects raw data to be deposited close to the time it is collected, generally every 6 months until data collection is complete.

Data will be shared with the general research community 2 years after the grant end date on the initial Notice of Award. This 2-year embargo period will provide study investigators with protected time to publish from the study data. After the embargo, the data will be made available for sharing with the general research community via the NIAAA DA website. However, if a manuscript using study data is accepted for publication prior to the 2-year embargo, the study data specifically used in that manuscript will be shared with the general research community at the time of publication. Investigators at institutions with a Federal Wide Assurance (FWA) will be able to gain access to NIAAA DA data by submitting a data access request in accordance with applicable NIAAA DA policies. Data requests will be reviewed and granted by a NIAAA Data Access Committee.

Prior to applying for a grant, investigators should review the planning section of the NIAAA DA website. Applicants are strongly encouraged to use clinical and phenotypic data collection instruments/data dictionaries that have already been defined rather than create new versions of those data dictionaries. There are several required data collection instruments, mostly related to demographic and sample information, that must be used by all researchers for data harmonization purposes. Applicants should also plan to collect the data needed to generate global unique identifiers (GUIDs) for each study subject. Informed consent documents should describe how study data will be shared with NIAAA DA and the research community.

NIMH Data Archive (NDA) Sharing

The following is a summary of tasks and expectations related to submitting data to the NIAAA DA housed within the NIMH Data Archive (NDA). More detailed information can be found in NIAAA DA Data Sharing Terms and Conditions. Investigators are expected to:

  • Obtain Informed Consent that allows for broad sharing of the research subjects’ de-identified data.
  • Collect Personally Identifiable Information (PII) from research subjects that will allow for the creation of the NDA GUID (a de-identified subject ID).
  • Create a list of data items to be collected in the project in the Data Expected tab of the NDA Collection within 6 months of NoA issue date.
  • Create a GUID for each research subject using the NDA GUID tool.
  • Perform QA/QC checks on data within 4 months after the submission due dates and address any issues identified by the NDA.
  • Upload supporting documents that allow future analysts to effectively use the data, including: study protocols, assessment schedules, operating procedures, original assessment instruments (if not proprietary), and analytic/statistical algorithms used to derive variables in publications.
  • Create an NDA Study, linking relevant publications to submitted data at the time of publication, and use the appropriate Digital Object Identifier (DOI) and Acknowledgement template in these publications.
  • Submit a statement of progress on data sharing in non-competing renewals and progress reports. Further instructions are available in the RPPR Instruction guide under section C.5.b. Resource Sharing. Refer to specific Tutorials about data submission and sharing via the NDA or refer to the data sharing planning section where the data will be shared.

Budgeting

Costs associated with submitting data to the NIAAA DA should be included in grant applications. A cost estimation tool for data sharing is available for this purpose. Researchers should use that tool when preparing budgets for applications submitted to NIAAA.

Although the data-submission policy applies only to new and resubmitted grant applications, investigators with active NIAAA awards involving human subjects who wish to submit to the NIAAA DA should consult with their Program Officer about the possibility of obtaining an administrative supplement to cover data-submission costs.

Inquiries

Please direct all inquiries to:

For technical assistance with data submission please contact

NDAhelp@mail.nih.gov
301-443-3265

For other inquiries please contact:

Daniel E. Falk, Ph.D
National Institute on Alcohol Abuse and Alcoholism (NIAAA)
Telephone: 301-443-0788
Email:  falkde@mail.nih.gov