How to Submit a Research Imaging Request
Request Form
To initiate a request for research imaging access, please complete the Research Imaging Request Form. All requests must be accompanied by Institutional Review Board (IRB) approval and relevant documentation
URL: https://sc-ctsi-cri.atlassian.net/servicedesk/customer/portal/2/group/35/create/195
Process Overview
Upon submission, the request will be received by the Clinical Research Informatics (CRI) team. An initial response acknowledging receipt of the request will be provided within 1-2 business days.
The Research Informatics team will subsequently schedule a consultation to discuss the specifics of the request and to obtain any necessary approval documentation.
The CRI team will review the request and IRB approval. During the review process, the CRI team will verify the IRB documentation, including (as applicable):
Letter of Approval
Research Methodology
Approved Personnel
HIPAA Waivers
Data Transfer Mechanism
For requests involving data transfer offsite, the CRI team will additionally assess:
Approved data elements for transfer
Transfer mechanism compliance, including review and approval by Keck Information Security
If an unapproved transfer method is indicated, a security review may be required. In some cases, a Data Use Agreement (DUA) will need to be executed to ensure compliance.
Cost and Time Estimate
Upon verification of all required approvals, the CRI team will provide an estimate of time and cost associated with the data extraction. Following approval of the estimate by the research team, data extraction will be conducted. The data will be delivered to the designated research PACS system or through the IRB-approved transfer method.
Once all approvals are gathered and verified, the CRI team will send an estimate of time and cost for the extractions.
Once the estimate is approved by the research team, the CRI team will extract the data and deliver it either into the research PACS system or via the IRB-approved methodology.
Timelines
Request timelines vary based on the following factors:
Volume of requests in the queue
Complexity of the request
Timeliness of the research team’s response to estimates, follow-up questions, or additional documentation requests
Additional requirements, such as a DUA, Data Transfer Agreement (DTA), or Information Security approval, may significantly extend the timeline for completion.