I am delighted to share this Researcher Experience post from Rosie Jenks, a Midwifery Fellow at the University of Edinburgh. Rosie’s experience is a particularly timely one for the eCRUSADers community: she applied through what was then called the Researcher Access Service (RAS) approval pathway, which has since been renamed the Research Data Access Pathway (RDAP).
At a glance
- First year PhD student applying for Scottish Maternity records (SMR02), the Scottish Linked Pregnancy and Baby Dataset (SLiPBD) and community prescribing data (PIS)
- Applied through the Researcher Access Service (RAS), now renamed the Research Data Access Pathway (RDAP)
- Encountered unexpected delays around data linkage feasibility
- Ultimately switched to the standard Public Benefit and Privacy Panel (PBPP) application route
- Candid reflections on cost, timelines and ECR accessibility
Overview of Rosie’s research
My study is using Scottish Maternity Record (SMR02) and Prescribing Information Systems (PIS) data to develop a prediction model for fetal growth restriction (a condition where a baby is growth restricted in the womb so is born smaller than it should be). The model will use routinely collected data to understand which variables, or combination of variables, are most closely linked with growth restriction.
Datasets requested:
Career stage: I’m a first year PhD student and have not worked with population level data before starting this project.
Discovering the Researcher Access Service
How did you first hear about the RAS?
My PhD supervisor advised me to apply for it as she had previously accessed linked administrative Scottish health data via a Public Benefit and Privacy Panel (PBPP) application which had taken a long time to organise. She thought the RAS might be a quicker and easier route.
Did you have to check whether your project was in scope, and how easy was that to figure out?
Yes. I submitted an online form and the RAS team advised that my project was within their scope. This initial step was straightforward.
The application experience
What was the application process like in practice, from initial enquiry to getting access?
The application was relatively straightforward and self-explanatory. However, one thing I hadn’t anticipated was the requirement to have an Accredited Researcher (AR) number before submitting. This involves completing a half-day online course followed by an exam. Once you have passed, it then takes about a month for your number to be published. This means that even if your application is ready, you have to wait to receive your AR number to submit.
Overall, it took me about six months to prepare the application, though it is worth mentioning I had only started my PhD the month before applying. Throughout the process, the eDRIS/RAS team were very quick and responsive when answering queries.
Were there any parts that surprised you, positively or negatively?
I was positively surprised at how helpful and quick to respond the eDRIS team were throughout.
On the other hand, once my application had been submitted, I was informed that the linkage between the prescription and maternity data may not be feasible, or would cause a wait (with no timescale given). I was also told that one of the variables I had requested was no longer available. These were unexpected and disappointing setbacks at a late stage in the application process.
Did anything slow things down, and if so, was that the RAS itself or something specific to your project?
I hadn’t appreciated how long it might take to get the AR number through, and this slowed down my submission even though my application was ready. The delay after the application had been submitted was due to unforeseen challenges relating to the data linkage, which were specific to my project.
Unfortunately, because of the uncertainty around the timeframe for when the data might be available, I ended up closing my RAS application and going down the more complicated PBPP route instead. I have now submitted the PBPP application and am waiting to be assigned a data analyst to begin the process of receiving my data.
Did you feel well supported throughout the process?
The eDRIS team were very supportive, and I got the impression my application had run into difficulties they had not anticipated.
The ECR perspective
Do you think the RAS makes administrative data research more accessible for people at your career stage?
Not entirely. The data is expensive so you need a large grant in place to cover the costs of access. There are also often delays which need to be factored into research timelines that are frequently already quite tight for ECRs. Whilst the delays in my case were quite specific to my project and the datasets requested, it is important to consider them as a possibility when planning your project.
What would you say to another ECR who’s thinking about applying but hasn’t yet?
The eDRIS team are genuinely very helpful. However, I would encourage anyone to think carefully about whether this type of dataset is the best for answering your research question before committing to this route. There are other cohorts available which are more readily accessible and cheaper. Also, I would encourage others to arrange their Accredited Researcher (AR) training early on in the process.