How the TVS SDE access process works
The TVS SDE access process has four stages:
- Stage 1 covers the first part of the application: completing Part A and the Dataset Menu, checking registration, and submitting the Stage 1 information for initial review. The Gateway is the decision point after the initial review. If the request is feasible, the applicant decides whether to continue.
- Stage 2 is the full application and assessment stage.
- Stage 3 covers approval and access, where the Data Access Agreement and user terms are put in place and access is provisioned.
- Stage 4 covers analysis, updates, impact and closure. Approved users carry out analysis in the secure TVS SDE environment, provide updates on progress, outputs and impact, and access is closed when the project ends.
Stage 1: Part A, Dataset Menu and initial review
Step 1: complete Part A and the Dataset Menu. Applicants should complete Data Access Request Form – Part A and the Dataset Menu. Part A provides high-level information about the project and its objectives. The Dataset Menu shows the data currently available in the TVS SDE and allows applicants to describe the data required. If the required data is not listed, applicants should add this to the Custom Data Request worksheet and contact the TVS SDE team to discuss their requirements.
Step 2: check registration. Before submitting an application, applicants and their organisations should be registered with the NHS Research SDE Network Registration Service. The service processes applications for registration from individuals or organisations who want to request access to data held by any of the regional Secure Data Environments in the NHS Research SDE Network. Registration is carried out once at network level and can be used across multiple SDEs. Being registered allows users to submit access requests, but does not guarantee access to any specific data. The TVS SDE also carries out a Know Your Customer check to confirm that organisations and users meet the Five Safes ‘Safe People’ requirements.
Step 3: submit the Stage 1 application. Applicants should send the completed Part A and Dataset Menu to enquiries.tvssde@ouh.nhs.uk. The TVS SDE team will carry out an initial review to assess feasibility, data availability and provide indicative costs.
Step 4: initial review: feasibility, data availability and indicative costs
The TVS SDE team reviews the Stage 1 information to understand the project, the data requested and whether the request can be considered further. This includes checking whether the Dataset Menu and any Custom Data Request information are clear enough to assess, whether the requested data appears to be available, and whether the request is likely to be feasible. The TVS SDE team will also provide indicative costs where possible.
If the initial review indicates that the request is feasible, the applicant can decide whether to continue to Stage 2 and complete Part B.
Step 5: Gateway – decide whether to continue. The TVS SDE provides feedback following the initial review. If the request is feasible, the applicant decides whether to continue to Stage 2.
Stage 2: Full application and assessment
Step 1: complete Part B if the request progresses. If the applicant chooses to continue, the applicant will be asked to complete Data Access Request Form – Part B. Part B captures the information needed for the full assessment, including ethics, legal basis, patient and public involvement and engagement, information governance, risks and expected value.
Step 2: Management Team review of feasibility and achievability. The TVS SDE Management Team reviews Part A, the dataset menu and Part B to assess whether it can be supported safely and lawfully. This includes considering whether the requested data is available, whether the proposed work is within the scope of the TVS SDE, and whether the team has the capacity and capability to support the request.
If the Management Team agrees that the request is feasible and achievable, it may be provisionally approved and move forward for further review.
Step 3: SARC review of desirability. Provisionally approved requests may be reviewed by the Services and Data Access Review Committee (SARC). SARC considers whether the request represents an appropriate and valuable use of data from a public perspective. This includes looking at the potential benefits, risks, and alignment with the purpose of the TVS SDE, the Five Safes Framework, and the SDE Network principles.
The value criteria used by the SARC have been co‑designed with patients, the public, and health and care professionals through TVS coproduction and engagement activities. Further details about the role and operation of the SARC are also available.
Stage 3: approval and access.
If the application is successful, a Data Access Agreement will be put in place, user terms of use will be signed, and access will be provisioned in the secure TVS SDE environment. Approved projects are published on the TVS SDE Data Use Register so people can see how data is being used.
Stage 4: analysis, updates, impact and closure.
Approved users carry out analysis in the secure TVS SDE environment. Users will provide updates on progress, outputs and impact. When the project ends, access is closed in line with the Data Access Agreement and user terms.
