Steps for the Data Use Application

Detailed Steps for the Data Use Application

Creating a Data Use Group:

• After logging in to the application system, select [Create Group] from the menu on the left side of the screen
• Enter the group name, group description, and group type "Data Use Group", then click the [Save] button
• Add members to the created Data Use Group
  • Click the [Invite Member] button on the [Members] tab
  • Enter the institutional email address or the DDBJ account of the principal investigator, the applicant, and the data download contact
  • Clicking the [Invite] button sends an email to the invited member.
  • Once the member accepts the invitation as instructed in the email, they are registered as a member of the group.
• Grant PI privileges to the principal investigator for the Data Use application
  • This can be changed by a member who has been granted Owner privileges
  • If the principal investigator for the Data Use application created the group, no change is needed, since that person already has PI/Owner status
  • Select the radio button next to PI for the relevant member, then click [Change Owner/PI]

Updating DDBJ Account Information:

• Your full name, institution, department, job title, and phone number in Japanese, and your address, institution, department, and job title in English, are required
  • Because applicant information is carried over from your DDBJ account into the system automatically, you must add this information to your registered DDBJ account details
• After logging in to the application system, click [DDBJ Account] under "Application List" at the top right of the screen
• After updating the information, click [Update Profile]

Data Use Application:

• After logging in to the application system, click [Submit a Data Use Application]
• Select either "Application from within Japan" or "Application from outside Japan", then click [Start a New Application]
• Fill in the required information on the input form and attach the necessary documents
  • Select the Data Use Group
  • If you need to change the principal investigator, update the registered information of the Data Use Group
  • Enter information about co-investigators who are not members of the Data Use Group under "Other Co-investigators"
  • The head of institution is the person who authorizes the execution of a research plan approved by the ethics review board; enter the information of the person currently holding the position designated as "head of the research institution" in the review outcome notice or an equivalent document
  • For the research title, enter the title exactly as it appears in the research plan that received both ethics review board approval and head-of-institution approval to proceed
  • When attaching documents such as the research plan, the implementation approval document, and the NBDC Human Data Security Guidelines checklist, specify at least one file type
• On the "Overview" page, check that the entered information is correct, then click the [Apply] button