Data Sharing Agreement

revised October 25, 2013

Note: Data Sharing Agreements can also be referred to as Supply Agreements or Material Transfer Agreements.
  1. A Data Sharing Agreement (DSA) is required for a study when data and/or samples will be sent from CancerCare Manitoba (CCMB) to another centre and no contract exists between CCMB and the other centre that addresses those issues.
  2. There may be instances where more than one DSA is required. For example: Samples sent to one location and clinical data going to another location. A separate DSA is required for each centre.
  3. If a DSA is required, the Research Resource Impact Committee (RRIC) Coordinator will note and track this in the RRIC database.
  4. If a DSA is submitted when the study package is submitted to the RRIC for review at the next RRIC meeting, the DSA will be reviewed at the RRIC meeting with the corresponding study.
  5. If a DSA is required, but was not included in the original submission package, the RRIC coordinator will notify the PI (or designate) that a DSA is required.
    Important: In both # 4 and #5 above, the PI (or designate) must complete the required fields in the DSA, however no signatures are to be obtained until the agreement has received approval by the RRIC.
  1. Once received by the RRIC Coordinator, the DSA will be reviewed by a small working group (the DSA review subcommittee of the RRIC). The timeline for review of the DSA by the working group will be one week or less.
  2. Once the DSA has been reviewed by the working group, the RRIC Coordinator will advise the PI/designate whether any changes are required. If changes are required, the PI/designate will make the changes and send the revised DSA to the RRIC Coordinator, who will ask the working group to review the revised DSA.
  3. Once the RRIC deems that the DSA is ready for signature, the RRIC Coordinator will request that the PI/designate obtain the signature from the signatory for the recipient (the institution receiving the data and/or samples from CCMB patients).
  4. If the recipient requests changes to the DSA, the PI/designate will communicate this to the RRIC Coordinator who will send the requested revisions to CCMB’s Chief Operating Officer (COO) or designate c/o their Administrative Assistant. The COO/designate will review the requested revisions and seek legal counsel as required. When the DSA agreement is acceptable to both parties, both the recipient and COO will sign the DSA. The COO’s Administrative Assistant will return the fully executed DSA to the RRIC Coordinator who will distribute the signed DSA to the relevant individuals once the study (and DSA) is approved by the CCMB RRIC.
  5. If changes to the DSA are not requested by the recipient, once they have signed the DSA, the RRIC Coordinator will send it to CCMB’s COO/designate c/o their Administrative Assistant for the institution signatory. The COO’s Administrative Assistant will return the fully executed DSA to the RRIC Coordinator who will distribute the signed DSA to the relevant individuals once the study (and DSA) is approved by the CCMB RRIC.