8.1 Data Request
Center staff will assemble a data file that meets the specifications requested by the RA.
Because of the time and effort expended by Center staff in generating the requested data file, subsequent requests to supplement or correct the data may not be granted. Accordingly, the RA’s Data Request Template will be carefully reviewed with MLDS staff to ensure:
- The completeness and accuracy of the data requested; and
- The RA fully understands the data being requested, its limitations, and other possible sources that may be more appropriate.
The requested files will be available on the RA’s private project folder in a subfolder named New Files Released.
8.2 Data Usage
The RA may only use MLDS data for the research project as specified in the RA’s research proposal. Access to and use of MLDS data is granted for a fixed amount of time and may be renewed if needed at the discretion of the Executive Director.
The Executive Director will immediately terminate access in cases where there is significant risk of unauthorized disclosure of confidential information, violation of security guidelines, or use of data in a manner that is not consistent with the RA’s research proposal.
8.3 Workstations
RAs may only use the computer listed and approved in the Staff Authorization and Access Procedures or a Center workstation.
Center workstations are located at the MLDS Center offices at
200 West Baltimore Street, Baltimore, MD 21201 and will be available by appointment between 10:00am to 4:00pm. To enter the building, researchers must show a government issued form of identification and receive a visitor’s pass. All researchers with personal electronic equipment must complete a Property Pass on entering the building. MLDS Center staff may admit researchers into the restricted area.
8.4 Statistics Programs Available on Workstations
MLDS computers are loaded with commonly used statistical applications.
If a RA requests an older or newer version of the provided statistical applications or other software not available through the Center, it may necessitate an additional fee to cover the licensing and IT labor costs.
Any special requests should be directed to the Executive Director and CIO.
8.5 Progress Updates
Good communication with the MLDS Center will help avoid issues related to the timeline and ensure that the Center can provide any needed support in a timely manner.
RAs are required to submit quarterly progress reports in February, May, August and November to the MLDS Executive Director. The reports should include:
- Project Status;
- Issues encountered; and
- Work anticipated for next quarter.
As necessary, the MLDS Center may also ask for interim updates. When an interim update is requested, RAs must respond within five business days.
8.6 Research Project Approval Period and Extensions
The Executive Director will determine the period of time for which the project is approved. The Director will base the decision on:
The scope and complexity of the research project proposal;
The availability of the required data
The timeline proposed by the RA as part of the research proposal; and
Recommendations from the RPB and the Research Branch Director.
8.7 Project Amendments
- A RA may request an extension if the research project cannot meet the set completion date established at the time of approval. The RA should complete the Project Extension/Amendment form and submit it to the Executive Director.
- The Executive Director may grant an extension if there are extenuating circumstances beyond the control of the RA that justify an extension beyond the original timeline.
- Examples of extenuating circumstances beyond the control of the RA include:
- Data was not available as expected (late receipt from partner agency or delay in loading);
- A personal issue prevented the RA from working on he project;
- A delay in grant funding; or
- A member of the research team leaves the project.
- Requests for changes to the subject matter of the approved research proposal or the data provided pursuant to section 8.1 require a formal request to the Executive Director using the Project Extension/Amendment Form.
- After reviewing the requested amendment, the Executive Director will:
- Approve the amendment upon determining that the requested amendment is minor in scope
and does not significantly alter the purpose or nature of the research proposal; or
- Deny the amendment upon determining that the amendment is substantial in scope and
materially changes the purpose and nature of the research proposal beyond what was
originally reviewed.
- If the amendment is denied, the RA may either continue pursuant to the original research proposal and data set or end the project and submit a new application for approval.