Uof T Faculty
Faculty members may submit IDAR requests directly for academic research they lead.
Institutional Data Access for Research (IDAR)
The Institutional Data Access for Research (IDAR) process is required for scholarly research that uses institutional data. This process ensures that:
- The correct data to support your research are available.
- University resources can accommodate your request.
- Conditions of data use and appropriate protections are clearly defined.
Depending on the complexity, scope, and resource requirements of the request, a fee may be charged to support data extraction, preparation, and related administrative activities.
Tip: Before you apply to the REB, submit your IDAR request to make sure the data you need are available.
Who can apply?
Students
If a student is the PI, their supervising faculty member must submit the request on their behalf.
External PIs
If the PI isn’t U of T affiliated, consider partnering with a U of T researcher who can submit.
Data format
All data will be de-identified or anonymized. The university performs any required joining on your behalf.
What gets approved?
- Requested data are available, appropriate, and feasible to support your research.
- Compliance with institutional data security standards and storage safeguards.
- Agreement to data retention and sharing conditions, including U of T Dataverse deposit when applicable.
How the IDAR process works
01
Submit application
Complete the IDAR Data Request Form and send it to the team.
02
Initial review
The Data Request Committee reviews scope, definitions, privacy, and legal considerations. They may follow up with questions.
03
Committee decision
The Data Request Committee reviews and the Chair signs off on approval or rejection.
04
REB approval
Obtain your REB approval, then email the protocol to requestdata@utoronto.ca to proceed.
05
Data use agreement
The IDAR team prepares a Data use agreement specifying terms and conditions for data use. Both the Requester and the Data Request Committee Chair review and sign.
06
Data provisioning
Data is prepared and securely transferred by the Data Custodian office.
Post-approval: Notify requestdata@utoronto.ca if your protocol expires, you need extended access, or any authorized user is not complying with the terms of the Data Use Agreement.
How long does it take?
Initial review
1-2
weeks
Committee review
4-6
weeks
Data provisioning
Varies
by complexity
Not what you need?
Surveying the U of T community?
If you’re a U of T student, faculty member or staff member planning a research survey of U of T students, faculty, staff or alumni, follow the Provost’s surveying guideline – U of T surveying guideline
Need data for a course?
Instructors and students requesting institutional data for their course assignment/exercise – Using Institutional Data in Course Projects
Templates for informing individuals how their personal information is collected and used, and for obtaining their consent – Notice of Collection and Informed Consent
Using student assessments in research?
Requesting student assessment data (e.g., student essays, exams etc.) used for research, please proceed with Ethics in Human Research | VPRI
Using AI with institutional data?
The AI Kitchen offers U of T-vetted AI tools and expertise for teaching, research and administration. Visit the AI Kitchen
Ready to submit?
For questions, contact requestdata@utoronto.ca