May 2025

The AI and Data Trust has purview over patient and health plan member data derived from JHM enterprise data systems, such as Epic. If you are a departing faculty member seeking continued access to data derived from JHM clinical enterprise systems after leaving JHM, take the following steps.

• Complete the Chair Review of Data Sharing with Departing Faculty. After completing the questions for faculty, share the document with your department chair, requesting approval for continued access to the data.
• Complete the Research Faculty Resignation Questionnaire. 

Please Note: While many faculty members retain an adjunct faculty appointment when transitioning to a new institution, individuals with an adjunct appointment are generally not considered to be part of the JHM covered entity and cannot retain access to JHM data unless they have secured appropriate permission through the processes outlined here. 

Note that in addition to standard Data Trust triggers for review, Data Trust Research Data Subcouncil review is required for the following.

• Requests involving a total of 500 or more records of PHI greater than a limited dataset without consent.
• Requests involving 10,000 patient records or more in total. 

If either of these conditions applies, contact [email protected] to share your completed Research Faculty Resignation Questionnaire. 

Each study that would involve continued access to or sharing of data with you at your new institution will require a Change in Research to describe the data sharing. The Change in Research should indicate the following.

a. The departing faculty making the request.

b. New study team members and affiliations.

c. The organization receiving the data (i.e. the departing faculty’s new employer).

d. The role of the new organization in the research (e.g. analysis).

e. The specific data elements being requested.

f. If the data shared will be de-identified (which is a best practice), please request review by the CCDA. Upload their approval to section 20, question 2.

g. Work with the grants and contracts administrator for the PI’s department to submit a request for a Data Use Agreement or collaboration agreement to the appropriate research administration group. For School of Medicine, this is the Office of Research Administration. For School of Nursing, contact Johns Hopkins University Research Administration. Submit the associated Fibi Proposal Development (PD) number, MyRap number, SWiFT subaward number, or JAWS record number in eIRB section 36 question 2 of the Change in Research. If it’s an older study, provide the number in the description of the Change in Research, as the older application won’t have a place to put these numbers.

Work with the JHU IRB and the IRB of the recipient organization to determine what IRB oversight is needed for any ongoing work with the data.

Contact [email protected] with any questions.