PI Application User Guide

Initiating an Application

Once you have set up your profile using the First Time Log In Instructions, go to the Data Access Request Management System (DARM) by clicking on “Access DARM”.

Follow the prompts to enter the DARM. On the main dashboard, click on “New Data Access Request” in the top left corner of the page.

You will then be directed to the Data Access Request Form. Choose a dataset, then fill out the form with the appropriate information. Additional information about the submitting an application can be found on the Application Instructions page.

Please Note: you will need your institutional Signing Official’s eRA commons ID to proceed.

After filling in the form, there are three required documents to upload with your DAR. All documents must be in PDF format.

At the bottom of the Data Access Request is the Data Use Certification agreement. By checking the box at the bottom of the page, you are agreeing to the terms outlined in the Data Use Certification document.

Once your application is complete and the appropriate documents have been uploaded, click submit. Optionally, you may save a draft of your application and return to it at a later date.

Checking Application Status

You can view the status of your application at any time by logging into the DARM with your eRA Commons login information. There are five tabs on the dashboard where your application can reside: “In Process”, “Approved”, “Expired”, “Closing” and “Closed”. When you initiate an application, but it has not yet been approved, it will show up under the “In Process” tab.

The “In Process” tab lists applications with the following statuses: “Editing”, “Verifying SO”, “SO Review”, “Admin Review”, “DAC Review” and “Final Review”.

Once your application passes “Final Review” and becomes “Approved”, it will move to the “Approved” tab on the dashboard.

Editing an Application

Before submitting

Once a new Data Access Request has been initiated, you may edit or delete the application by selecting the corresponding project and clicking “Edit Request” or “Delete Application” on the left toolbar.

After submitting

After the application has been submitted, you can edit it by selecting your application and clicking on “Recall Request” on the left toolbar. The only time you can recall the application is after it has been submitted but before it is certified by your Signing Official.

After approval

After the application has been approved, you can edit it by clicking “Revise DAR”. If you choose to revise at this point, your application will move back into “Editing” status, and you will have to re-submit it and undergo the approval process again. You will retain access to the approved datasets as long as your application has not yet expired.

Viewing an Application

You can download an application and view a PDF version of it by clicking “Download Application” on the left toolbar.

Closing Out an Application

You can close out an approved application by clicking on “Close Out DAR” in the left menu.

The status of “Closing” includes “Close Out Editing”, “Close Out Admin Review”, “Close Out Verifying SO”, “Close Out SO Review”, “Close Out DAC Review” and “Close Out Final Review”.

After the whole process is completed, your application will move to “Closed” on the dashboard.

Renewing an Application

Applications will expire one year after their approval date. Once your application expires, you will not have access to the Portal. You can choose “Renew DAR” on the left toolbar to renew your application before it expires. Please note that the “Renew DAR” button will not become visible until 45 days before your expiration date.

Managing Downloaders

Once your application has been approved, you can add and manage downloaders. You can do so by selecting your application and clicking on “Manage Downloaders” in the left toolbar. Enter the eRA Commons ID of the internal collaborator you wish to add as a downloader. You will receive an email when your downloader has been approved. NOTE: the PI of the application does not need to be added as a downloader, they can download files once the application is approved.

Viewing Approved Consents

Once the application has been approved, you can view the consent levels you are permitted to access by selecting the approved DAR and clicking on “View Consents” in the left toolbar.