Application Requirements

Applications for NIJ and OJJDP Restricted Data

For NIJ- and OJJDP-sponsored studies that offer restricted access via secure download, applications are accepted electronically via ICPSR’s Data Access Request System (IDARS). Studies that are restricted to the Virtual Data Enclave (VDE) use a separate application portal, VDEManage. Access to data available in the Physical Data Enclave (PDE) is coordinated with NACJD staff via direct email.

Expand the text below for more information about the requirements for each application type.

  • Investigator Information: Provide the name and contact information of the project PI. The PI must hold a PhD or other terminal degree, and hold a faculty position at a university or research position at a research institution.
  • Research Staff Information: Provide name(s), email address(es), physical location(s) and computer detail(s) for all students, staff, or researchers who will have access to the restricted data as part of the research project. All research staff listed must be affiliated with the same institution as the project PI. Please see our FAQs for more information about collaborating with researchers from multiple institutions.
  • Research Description: Provide a brief abstract describing your proposed research questions and specific variables of interest, as well as justification for why the requested data are required to answer your research questions.
  • Data Selection: Select all studies needed for analysis.
  • Data Format: Rank your preferred data formats. Most data are available in Stata, tab-delimited file, SAS, SPSS, or R.
  • Confidential Data Security Plan: ICPSR currently offers three options for secure data storage: encrypted external hard drive, standalone computer, or private network/server that is appropriately managed by your institution. Please select an appropriate plan, then read/agree to the plan’s security requirements. If you have questions about the security requirements outlined within the application portal, please contact us at icpsr-help@umich.edu
  • IRB Review Documentation: The Institutional Review Board of your institution must review your proposal to analyze NACJD restricted data. This is not necessarily the same as a full IRB review, and exempt or “not human subjects” determinations may be accepted as long as such determination was issued in accordance with DOJ regulations at 28 CFR Part 46. Please provide an official letter from your IRB’s office indicating that a responsible officer has reviewed the request and found the project’s terms of use for the requested data to be in compliance with or exempt from its human subject and confidentiality rules per DOJ regulations at 28 CFR Part 46. If your institution does not have an IRB, please see our FAQs for more information.
  • Additional Forms: Applicants must complete, sign, and upload an NIJ Privacy Certificate. A blank copy of the privacy certificate is provided within the application, and includes an appendix containing detailed guidelines for completing all sections of the privacy certificate. Studies sponsored by BJS are excluded from this requirement.
  • Final Signatures: The Restricted Data Use Agreement (RDUA) must be signed by the PI listed in the application, as well as by an authorized institutional representative. The institutional representative must have the authority to enter into legal contracts and agreements on the institution’s behalf. Typically, this is a president, provost, or designated individual in a grants/contracts office.
  • Pledge of Confidentiality: The PI and any research staff on the application will receive an email prompting the electronic signature of ICPSR’s confidentiality pledge once NACJD has reviewed and approved the application. Once all pledges have been signed, the request will be formally approved, and the data will be sent shortly thereafter.

  • Principal Investigator Information: Provide the name and contact information of the project PI. The PI must hold a PhD or other terminal degree, and hold a faculty position at a university or research position at a research institution.
  • Project Administrator Information: Provide the name and contact information of the person who will be responsible for all administrative aspects of the project. This may be the project PI, or another member of the research team.
  • Abstract: Please provide a brief abstract describing your proposed research questions and specific variables of interest, as well as justification for why the requested restricted data are required to answer your research questions.
  • Data Selection: Select all studies needed for analysis.
  • Additional Documentation must be submitted to NACJD staff via email after the project has been initiated within VDEManage:
    • IRB Documentation: The Institutional Review Board of your institution must review your proposal to analyze NACJD restricted data. This is not necessarily the same as a full IRB review, and exempt or “not human subjects” determinations may be accepted as long as such determination was issued in accordance with DOJ regulations at 28 CFR Part 46. Please provide an official letter from your IRB’s office indicating that a responsible officer has reviewed the request and found the project’s terms of use for the requested data to be in compliance with or exempt from its human subject and confidentiality rules per DOJ regulations at 28 CFR Part 46. If your institution does not have an IRB, please see our FAQs for more information.
    • CVs: Please provide a resume or CV for each researcher who will be accessing restricted data in the VDE.
    • Restricted Data Use Agreement (RDUA): Please provide a fully executed RDUA. The RDUA must be signed by the PI listed in the application, as well as by an authorized institutional representative. The institutional representative must have the authority to enter into legal contracts and agreements on the institution’s behalf. Typically, this is a president, provost, or designated individual in a grants/contracts office.
    • Additional RDUAs (if applicable): If researchers from multiple institutions are included in the application, please provide an additional RDUA for each institution that is represented.

  • General information about PDE application requirements can be found on the ICPSR enclave webpage.
  • Please contact icpsr-help@umich.edu  for more information or to initiate an application for PDE access.

Applications for BJS Restricted Data

All applications for BJS-sponsored restricted data, regardless of access mechanism, must be submitted via the ResearchDataGov (RDG) Standard Application Process. More information about the application process and specific requirements can be found on the ResearchDataGov website. Please contact icpsr-help@umich.edu  for more information about applying to access BJS-sponsored restricted data via ResearchDataGov.

  • Research Team: Provide information about each team member involved with the proposed project, including names, contact information, CVs, and an indication of each individual’s role on the project.
  • Data Selection: Ensure all studies required for the proposed project are included in the application.
  • Research Description: Complete all required fields to provide project details, including, but not limited to, your research question, project timeline, abstract, methodology, data linkages, work location, requested output, and expected products. Please refer to the RDG User Guide (pdf) for additional information.
  • Documents: RDG applicants are required to complete and upload a BJS Privacy Certificate, IRB documentation citing DOJ regulations at 28 CFR Part 46, a NACJD Restricted Data Use Agreement, ICPSR Data Security Plan, and ICPSR Confidentiality Pledges for each member of the Research Team. Institutional signature is required on both the BJS Privacy Certificate and NACJD Restricted Data Use Agreement.