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Application to OPEN

Send your application by e-mail to open@rsyd.dk. Download the application form from the box on the right side of this page.

When to apply?

There are no deadlines for applications for entering in collaboration with OPEN. All applications are processed continuously. Applications for admission can be done in all project phases, also in the planning phase. All relevant notifications/authorisations do not need to be present at the time of application, but can be forwarded later.

Who may apply?

All health researchers may apply for entering in collaboration with OPEN.

Which projects may be included?

All health research related projects, which include systematically collected cohorts of individuals (healthy or sick) and which lead to publications. OPEN enroll biobanks as well as projects based solely on clinical data, questionnaire data, register data or wish assistance with randomisation.
There are no specific requirements for the size of the project. However, in general, projects must be similar in size to pre-graduate research-year projects or more, to be enrolled. Projects related to biobank for future research must obtain material on a population of a certain size, unless the project contains patients with rare diseases.
If you have any questions, you are always welcome to call or write to OPEN.

Why collaborate with OPEN?

Your benefits in collaborating with OPEN is:

  • OPEN will be responsible for the biobank and/or data linked to your project
  • OPEN will store your clinical data in our already established databases
  • REDCap can be used via OPEN for online surveys or data collection as well as project control for non-commercial projects
  • Online randomisation can be done as an integrated part of the REDCap project database or via OPEN Randomise
  • OPENs personnel are also able to offer advice when you have questions e.g. concerning register-based studies, statistical analysis strategy, notification to the Danish Data Protection Agency etc.
  • OPEN will be of service in the establishment of the project, user interface ect. in collaboration with the researcher
  • OPEN helps assess which tools would be most suitable for data collection and storage
  • OPEN also offers assistance if you wish to use data from Statistics Denmark and/or Sundhedsdatastyrelsen (Danish Health Data Authority)
  • The advantage of your cohort made public on OPENs website and through OPENs network and activities. This may give you the opportunity to collaborate with other researchers, who can contribute with new ideas of how to put your data or biological material to use in order to solve other scientific questions.

Even though your project is admitted to OPEN and OPEN store data/biological material from the project, OPEN will always need your written consent, as project responsible researcher/licensee, before extracting any data or biological material from the project. Thus, if other researchers are interested in data/biological material from the project, they may contact open@rsyd.dk and OPEN will then mediate the contact with you. Find more on the subject at Access to OPEN data/biobank

What are the costs?

1. Projects from public hospitals in the Region of Southern Denmark and Department of Clinical Research

REDCap: Use of Redcap is free. Data management of the project is free, up to 100 hours. However, for large projects, or projects with special requests, co-financing can be a possibility. However, this is more the exception that proves the rule and is agreed upon from project to project. Data management includes: Introduction to REDCap, guidance on building schemes, rules of validation and code book, user set-up, the opportunity of datamanager assistance throughout the project,  data transfer to the Danish National Archives at the expiration of the admission from the Danish Data Protection Agency followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services: Safe storage of data according to the Act on Processing of Personal Data and GCP executive order, the opportunity to join OPEN's courses, on Redcap for instance, and register-based clinical-epidemiological research, as well as ongoing advice. Operation: Maintenance and updating of OPEN's REDCap installation.

Other solutions for databases: When using another OPEN database solution, larger projects or projects with special requests, funding will be agreed upon from project to project.

OPEN Registry: The use of OPEN Registry is free of charge. This includes up to 10 hours of OPEN Guidance, OPEN administration and service. OPEN Guidance includes: Guidance in using the Danish registries, content, data extract, specification of extracts and handling of register data (up to 20 hours). OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services: Possibility to join OPEN's course on register based clinic-epidimiologic research, as well as STATA.

OPEN Registry also holds the opportunity of more thorough involvement for the data management itself and the analysis of register data. For this, the project will be invoiced by the hour,  by further agreement with OPEN. Co-authorship may be considered according to the Vancouver rules

OPEN Randomise: Using OPEN Randomise to randomise projects is free of charge. Included in this is OPEN data management, administration, services and operations. Data management includes: installation of randomisation for the project, ongoing assistance, data transfer to the Danish National Archives on the end date of the approval from the Danish Data Protection Agency approval followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of approval form the Danish Data Protection Agency. Services: Safe storage of data according to the Act on Processing of Personal Data andt the CGP regulations. Operation: Maintenance and update of OPEN Randomise.

OPEN Statistics: Get statistical guidance in planning and conducting research projects or assistance for completion of specific statistical analyses. Co-authorship may be considered according to the Vancouver rules. Whether there should be a fee for the statistician assistance, is based on an individual assessment.

OPEN Analyse: The use of OPEN Analyse for the analysis of research data is free of charge. OPEN Analyse gives access to STATA, R and NVivo. Data management includes: User set-up, guidance and assistance throughout the project, data transfer to the Danish National Archives at the expiration of the admission from the Danish Data Protection Agency followed by deletion of data. OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services includes: Safe storage of data according to the Act on Processing of Personal Data. Operation: Maintainance and development of OPEN Analyse. 

Storage of data in OPEN Analyse and OPEN Storage is free of charge for up to 200 GB, the project will be invoiced DKK 2.000 for every further 300 GB made available.

OPEN Storage:  OPEN Storage is used fo the storage of larger files which does not need concrete analysis, e.g. photos, audio files or sensor data. Also usable for files which needs to be accessed with specific software, not available in OPENs curent software solution. Storage of data in OPEN Analyse and OPEN Storage is free of charge for up to 200 GB, the project will be invoiced DKK 2.000 for every further 300 GB made available.

OPEN Biobank: Costs of physical handling/preparation of sample material is paid by your project. Storage in OPEN's biobank is free of charge.

2. Projects from other departments at Faculty of Health Science and projects from Department of Regional Health Research without connection to the Region of Southern Denmark

REDCap: Use of Redcap is free. The supplied data management and operation of the project by OPEN's data managers is generally settled with DKK 28,000 excl. VAT. Included is up to 30 hours of data management (which most projects can be kept within), OPEN administration, services and operations. Data management includes: Introduction to Redcap, guidance on the table structure, the validation rules and code book, addition of users, the opportunity of continued assistance from OPEN's data managers, transfer of data to the Danish National Archives at the end of the approval from the Danish Data Protection Agency followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services: Safe storage of data according to the Act on Processing of Personal Data and GCP executive order, the opportunity to join OPEN's courses, on Redcap for instance, and register-based clinical-epidemiological research, as well as ongoing advice. Operation: Maintenance and updating of OPEN's REDCap installation. 

Other solutions for databases: When using another OPEN database solution, larger projects or projects with special requests, funding will be agreed upon from project to project.

OPEN Registry: Use of OPEN Registry is settled with DKK 14,700 excl. VAT. This includes up to 10 hours of OPEN Guidance, OPEN administration and service. OPEN Guidance includes: Guidance in using the Danish registries, content, data extract, specification of extracts and handling of register data (up to 20 hours). OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services: Possibility to join OPEN's course on register based clinic-epidimiologic research, as well as STATA.

In the need of OPEN Analyse regarding an OPEN Registry project, the total price of both services is DKK 21,000 excl. VAT. See "OPEN Analyse" for further desciption of this service.

OPEN Registry also contains the possibility of more thorough involvement for e.g. the data management itself or the analysis of register data. The project will be invoiced by the hour by further agreement with OPEN. Co-authorship may be considered according to the Vancouver rules

OPEN Randomise: Using OPEN Randomise to randomise projects is settled with DKK 14,300 excl. VAT. Included in this is OPEN data management, administration, services and operations. Data management includes: Installation of randomisation for the project, ongoing assistance, data transfer to the Danish National Archives on the end date of the approval from the Danish Data Protection Agency approval followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of approval form the Danish Data Protection Agency. Services: Safe storage of data according to the Act on Processing of Personal Data and GCP executive order. Operation: Maintenance and update of OPEN Randomise.

OPEN Statistics: Get statistical guidance in planning and conducting research projects or assistance for completion of specific statistical analyses. Co-authorship may be considered according to the Vancouver rules. Whether there should be a fee for the statistician assistance, is based on an individual assessment.

OPEN Analyse:  OPEN Analyse gives access to STATA, R and NVivo. For projects that are already using or wish to use OPEN's REDCap installation, the data management hours that come with user creation and guidance for the use of OPEN Analyse will be recorded as part of the 30 data management hours, which are usually covered by the project's standard payment and license agreement with OPEN. Therefore, no extra costs exist unless you need data manager hours beyond the agreed.

For projects that do not use or wish to use REDCap, but need access to OPEN Analyse for e.g. registry research the use is settled with DKK 13,200 excl. VAT. Included in this is 10 hours of data management, OPEN administration, services and operation. Datamanagement includes: Set-up of users, guidance and forward assistance, transfer of data to the Danish National Archives at the end of the approval from the Danish Data Protection Agency followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of approval form the Danish Data Protection Agency.  Services: Safe storage of data according to the Act on Processing of Personal Data and GCP executive order.  Operation: Maintainance and development of OPEN Analyse. 

When using OPEN Analyse for an OPEN Registry project, please see the price under "OPEN Registry".

For particularly complex projects, further datamanagement will be settled by the quarter on an hourly basis.

Storage of data in OPEN Analyse and OPEN Storage is free of charge for up to 200 GB, the project will be invoiced DKK 2.000 for every further 300 GB made available.

OPEN Storage:  OPEN Storage is used fo the storage of larger files which does not need concrete analysis, e.g. photos, audio files or sensor data. Also usable for files which needs to be accessed with specific software, not available in OPENs curent software solution. Storage of data in OPEN Analyse and OPEN Storage is free of charge for up to 200 GB, the project will be invoiced DKK 2.000 for every further 300 GB made available.

OPEN Storage as a single-service will be invoiced with DKK 13,200 excl. VAT. This contains up to 10 hours of data management, OPEN administration, services and operation. Data management includes: User set-up, guidance and assistance throughout the project, data transfer to the Danish National Archives at the expiration of the admission from the Danish Data Protection Agency followed by deletion of data. OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services includes: Safe storage of data according to the Act on Processing of Personal Data. Operation: Maintainance and development of OPEN Storage. 

OPEN Biobank: Costs of physical handling/preparation of sample material is paid by your project. The storage in OPENs biobank is free. OPEN Administration, services and operation is settled with DKK 10,000 excl. VAT. OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services includes: Safe storage of data according to the Act on Processing of Personal Data and the GCP executive order. Operation: Maintainance and development of the OPEN Projects biobank database. 

3. Projects from other universities than University of Southern Denmark or other regions than Region of Southern Denmark

 OPEN Biobank: Costs of physical handling/preparation of sample material is paid by your project. The storage in OPENs biobank is free. OPEN administration, services and operation is settled with DKK 14,000 excl. VAT. OPEN administration includes: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of the approval from the Danish Data Protection Agency. Services includes: Safe storage of data according to the Act on Processing of Personal Data and the GCP executive order. Operation: Maintainance and development of the OPEN Projects biobank database. 

OPEN Randomise: Using OPEN Randomise to randomise projects is settled with DKK 17,800 excl. VAT. Included in this is OPEN data management, administration, services and operations. Data management includes: Installation of randomisation for the project, ongoing assistance, data transfer to the Danish National Archives on the end date of the approval from the Danish Data Protection Agency approval, followed by deletion of data. OPEN administration contains: General advice before starting, establishment of the project as an OPEN project, drafting of license agreement, PR of the project via OPEN's website, reminder three months before the expiration of approval form the Danish Data Protection Agency. Services: Safe storage of data according to the Act on Processing of Personal Data and the GCP executive order. Operation: Maintenance and update of OPEN Randomise.

Affiliation/Acknowledgement

All publications, where at least one of the authors is affiliated to the Region of Southern Denmark and/or the University of Southern Denmark, must include OPEN as affiliation to at least one of these authors. This is indicated as "OPEN, Odense Patient data Explorative Network, Odense University Hospital, Odense, Denmark". Usually this is the licensee, however, other researchers working on the project can also use this extra affiliation. If none of the authors are affiliated to the Region of Southern Denmark and/or the University of Southern Denmark, OPEN must be mentioned in the acknowledgments. If the journal permits, the OPEN hyperlink: www.sdu.dk/ki/open, can be included. If one of the authors is affiliated to the University of Southern Denmark, the article should be reported, with OPEN affiliation, in Pure (the University's reporting system for publications). In case none of the authors are affiliated to the University of Southern Denmark, OPEN must, via mail open@rsyd.dk, be notified about the publication of articles for registration.

What do I do?

You fill out the application form (see the upper right side of this page) and send it with the relevant appendices by e-mail to OPEN. If your project includes biological material you may contact Department of Clinical Biochemistry & Pharmacology or Department of Clinical Immunology to make arrangements. Further information regarding who to contact and prices can be found on the page Prices of biobankpackages.

Necessary permits

If your project is admitted, the project responsible must e-mail scanned versions of relevant permits. Which permits are needed can vary from project to project, however, normally this will include permits from The Regional Scientific Ethical Committee for Southern Denmark (Intervention projects) or the Danish Patient Safety Authority (Access to medical records). Approval from Danish Data Protection Agency must always be available, this normally includes public research, which is registered via the regional umbrella scheme. Contact information for the hospitals of the Region of Southern Denmark can be found at Research Infrastructure in the Region of Southern Denmark.

OPEN application form

Here you can download OPEN's application form

Application form

OPEN Price list

Price list

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