UW Research

Sharing Information and Data

Specific agreements often need to be in place before sharing or receiving information or data.

Confidentiality, Non-Disclosure (CDA/NDA), or Data Use Agreements (DUA) might be necessary when:

  • Exchanging information or data on a current project or in anticipation of a potential project.
  • The UW is receiving a protocol to decide if we want to participate in a clinical trial.
  • We need non-public data from a state or federal agency to use in a research project.
  • Sharing information generated at the UW such as student information, human subjects information, personal health information, limited data sets, etc.
  • The UW is a multi-site study and providing or receiving data with other sites or the coordinating center.

If materials or intellectual property terms appear in an agreement, this is probably not simply a CDA or a DUA. Please contact OSP Contracts Manager: Jesse Kindra

Confidentiality Agreements / Non-Disclosure Agreements (CDA/NDA)

These can also be referred to as Proprietary Information Agreements (PIA). CDAs and NDAs restrict disclosure & use of proprietary or protected information.

If you know you will be exchanging proprietary or protected information that is related to or might directly result in a sponsored program; you will need to prepare an eGC1 following the NAA eGC1 Instructions.

Using UW approved templates can speed up review of your request.

When a mutual NDA is needed and the sponsor is willing to accept the UW Approved Mutual NDA Template AS IS:

  • Follow the NAA eGC1 instructions,
  • Include a note on the eGC1 for OSP to issue the UW approved NDA template to the sponsor.

Already have a Non-Disclosure Agreement from the sponsor?

Follow the NAA eGC1 instructions.

Data Use Agreements / Data Transfer & Use Agreements (DUA/DTUA)

Data Use Agreements or Data Transfer & Use Agreements are used when there is a transfer of data collected or developed such as raw data, data sets, student info, personal health info etc.

A DUA must be in place when:

DUA’s are not necessary when the data is completely de-identified (stripped of all personally identifiable information (PII) and ((for PHI) all HIPAA identifiers) there is no way to re-identify that data.

Need a DUA? Start with the Federal Demonstration Partnership (FDP) Templates

When a DUA is needed the UW recommends starting with the Federal Demonstration Partnership (FDP) DTUA Templates. Complete the Face page with attachment 1 & 3 and select relevant attachment 2.

If the Data Sharer has a non-FDP agreement, your reviewer may need more information to put the agreement into place. Review the FDP DUA templates to help  understand the type of information needed.

FDP DTUA Templates

Who Reviews a DUA?

DUA Steps

Is the data related to an active or pending sponsored project?

DUAs that are Not Related to an Active or Pending Sponsored Program

Your departmental authorized official signs.

Federal Demonstration Partnership (FDP) Data templates are available to use.

DUAs Related to an Active or Pending Sponsored Program

Prepare & route a non-award agreement (NAA) eGC1.

  • Attach agreement:
    • FDP Templates : attach completed DTUA Face Page with Attachments 1 and 3 and relevant DTUA attachment 2
  • Indicate eGC1# of related sponsored program
  • Route the eGC1 to OSP
    • The eGC1 will default to an After-the-Fact (ATF) eGC1
    • Approval of an ATF eGC1 does not imply approval or acceptance of the agreement.

DUA Agreement eGC1 Attachments

FDP Templates

Completing and attaching FDP DTUA Data Stewardship templates facilitates OSP review and signature.

Complete the DTUA Face Page with Attachments 1 and 3 as well as the relevant attachment 2.

Upon receipt of the ATF eGC1 with completed FDP templates, OSP can review and sign.

Data Sharer Agreements

Using the data sharer’s non-FDP agreement means a less predictable timeline for signature. OSP reviews, then negotiates terms with the data sharer, then may sign the agreement after negotiation.


Federal Registries

If you are accessing a Federal Data Registry / Repository (dbGap, NIAGADS, CMS, etc. ) route an NAA eGC1.


Certificate of Confidentiality

If a Certificate of Confidentiality is in place review guidance for Sharing Information Protected under a CoC.