NIS
Restricted Data Access Policy
Identification of respondents is a major concern
for NIS and other surveys that collect detailed individual data.
No direct identifiers, such as respondent names and addresses,
will ever be released. However, through indirect identification
procedures, also known as re-identification or deductive disclosure,
it may be possible to determine a respondent’s identity by using
combinations of individual characteristics, geographic location,
and visa information. The problem is particularly acute in NIS
because its sampling frame consists of known electronic administrative
records compiled for immigrants by the U.S. government. The NIS
data access policy is designed to minimize the likelihood of indirect
identification of respondents while making the maximum amount of
data available to the research community.
Access to the Versions 1 and 2 of the NIS Restricted Data Files
Round 1 and 2 is limited to researchers who can substantiate a need for additional
variables that are not in the Public Use Data and who agree to
the terms and conditions contained in the Restricted Data Use
License. Only faculty and research personnel at institutions
which have
an Institutional Review Board or Human Subjects Review Committee
are eligible to receive Restricted Data Files. The Institution’s
IRB must be registered with the U.S. Office for Human Research
Protections (OHRP) or the National Institute of Health (NIH).
NIS Restricted data should not be used, under any circumstances,
for
the purpose of archiving or distribution to others.
University students may gain access to the Restricted Data for
dissertation research only if a faculty advisor serves as the
Investigator and completes the application process. The faculty
advisor must
be a PI of a federally-funded grant or must work within a federally-funded
research center where the student is currently enrolled, in which
the Center Director agrees to take responsibility for data protection.
The faculty advisor and institution bear full responsibility
for ensuring that all conditions of the license are met by the
student.
The student must also sign the Supplemental Agreement with Research
Staff form.
There are two versions of the NIS Restricted Data that differ
in the amount and detail of confidential information they include.
A summary description of these two versions and the Public Use
Data is provided in the following table:
Procedural Requirements for Versions
of NIS Data |
Procedural Requirements |
Public Use Data
|
Restricted Data V.1
|
Restricted Data V.2
|
On-line User Agreement |
Yes |
- |
- |
Abstract and Justification |
- |
Yes |
Yes |
Institutional Review Board Approval |
- |
Yes |
Yes |
Data Protection Plan |
- |
Yes |
Yes |
Processing Fee |
- |
Yes |
Yes |
Licensing Agreements |
-
|
Yes
|
Yes
|
Supplemental Research Agreement |
-
|
Yes
|
Yes
|
Curriculum Vitae |
-
|
Yes
|
Yes
|
Human Participants Protection Education for Research Teams
Certificate |
-
|
Yes
|
Yes
|
Secure Date Enclave |
-
|
-
|
Yes
|
Federally Funded Grant or Center |
- |
- |
Yes |
Requirements for NIS Restricted Data
Version 1 and Version 2
To be given access to the Restricted Data Files, users must submit
TWO copies of the following items to NIS:
- An Extended Abstract describing the proposed project and
what it seeks to accomplish, along with a one-paragraph justification
for why access to the Restricted Data File is needed rather than
Public Use Data.
- A Restricted Data Protection Plan, detailing how files will
be protected while they are being used, being stored on computer,
and after findings are published.
- Written assurance by the researcher
that his/her institution has an Institutional Review Board
(IRB) for Human Subjects which
has a Multiple Project Assurance (MPA) or Federal-wide Assurance
(FWA) from NIH. The MPA or FWA number must be submitted with
the application.
- Proof of IRB Approval. The applicant’s institutional
review board must approve both the final research plan (extended
abstract) and the final data protection plan.
- An application
fee of $50 for Version 1 and $500 for Version 2 (payable by
check, purchase order or money order
to Princeton
University). Please note that the fee is non-refundable
under any circumstances after Restricted Data Files have
been received.
- A signed Restricted Data Agreement by
the Principal Investigator.
- A signed Restricted Data Agreement
by a senior university official who binds the university/institution.
This refers
to an individual
who has the authority to represent your organization
in agreements of this sort, such as a Vice President,
Dean,
Provost, Center
Director, or similar official.
- A signed Supplemental
Research agreement with Research Staff for each person who
will have access to the data.
- A curriculum vitae for each person
who will be accessing the information.
- A copy of the Human
Participants Protection Education for Research Teams completion
certificate
from NIH
for all research
staff who
will access the contract data. The online certification
can be completed at http://grants.nih.gov/grants/policy/hs/training.htm
Proof of equivalent training is also acceptable.
Please note: If co-investigators are from different
institutions, you will need separate Contract
Data Use Licenses for
each institution.
Additional Requirements for NIS Restricted
Data Version 2
Researchers who submit TWO copies of the above items and are
Principal Investigators (PIs) of a federally-funded
research project, or researchers working in a
federally-funded research center may apply to receive
Restricted Data Version 2. If researchers
work in a federally-funded research center but are not
PIs, the Director of the center must agree to take responsibility
for data protection
and must co-sign
the Restricted Data Use Agreement. Both of them, Data
Investigator and Center Director are responsible for compliance
with
the agreement.
NIS Restricted Data Version 2 must be used in a secure data
enclave. This secure data enclave will be a physical enclave
set (physical location of the enclave). The Secure Data Enclave
must implement a complete set of physical and computer security
measures. Researchers should propose to set up a physical enclave,
with a dedicated computer (and printer, if needed) that is
not connected
to any type of network (LAN or otherwise) and that is kept
in a locked room with limited access.
References for developing acceptable data protection plans in
a secure data enclave are contained in the Description of Parameters
for Data Protection Plan, page 23 in the NIS Restricted Data Agreement.
Please see the Restricted Data Agreement for
instructions and necessary paperwork.
|