Frequently Asked Questions for Organisational Deed of Licence

  1. Our organisation is considering applying for an organisation licence, can you tell me what we need to do and how much it costs?
  2. I have just been approached with a request for access to the In-Confidence dataset. Is this covered by the Organisational Licence? Do we need to apply on separate forms?
  3. If more than one person will be using the data in our Department, does each person fill out an Application for Deed of Confidentiality for DSS Longitudinal Surveys?
  4. Does the Data Manager need to fill in the Application Form for Deed of Confidentiality for DSS Longitudinal Surveys?
  5. I am the Data Manager for our organisation and will be taking leave shortly. What do I need to do and who do I need to notify?
  6. We have an organisational licence. Do we have to pay for the data for each new data release?
  7. We have just got an organisational licence - when do we have to pay for the dataset/s?

 

1. Our organisation is considering applying for an organisation licence, can you tell me what we need to do and how much it costs?

You will need to contact DSS to obtain the Organisational Deed of Licence.

Under an organisational licence, the Organisational Delegate signs an Organisational Deed of Licence on behalf of the organisation. The Organisational Delegate will need to nominate a Data Manager who will be responsible for regulating the security of and access to the data within the organisation. The Data Manager is also required to liaise with DSS on data access issues and provide the names of individuals using the dataset to DSS. Individuals within the organisation who require access to the data will then need to sign a shorter Deed of Confidentiality.

A flat fee of $330 (GST inclusive) is charged for each survey for each release of data. The fee covers all datasets for that survey until the next release is available. The fee is paid to the relevant survey contract manager and will be charged to the organisation when the first application for any of the datasets from that survey is approved by DSS. Once paid, the fee covers all datasets (except for the HILDA-CNEF data, which has a completely separate application process; visit www.melbourneinstitute.com/hilda/ for more information).

 

2. I have just been approached with a request for access to the Unconfidentialised dataset. Is this covered by the Organisational Licence? Do we need to apply on separate forms?

There are HILDA and LSAC General Release and Unconfidentialised datasets available to Australian users only. If you are an Australian user, the Unconfidentialised dataset/s is covered by your Organisational Licence. Overseas users may only apply for the General Release datasets through either organisational or individual licensing arrangements.

Applications for the datasets will be considered on a case-by-case basis.

Before DSS approves applicants to use the Unconfidentialised datasets, applicants must demonstrate that they:

  1. Have a need for the dataset, specifically, they must show that the information they require is not available in the General Release dataset; and
  2. Can meet the security requirements. Refer to Fact sheets on the DSS website for Security Requirements on page 9 and in Appendix C.

You can also contact the HILDA team at DSS by email to request the Unconfidentialised forms or if you have further questions.

 

3. If more than one person will be using the data in our Department, does each person fill out an application and sign a Deed of Confidentiality for DSS Longitudinal Surveys?

Yes, each person will need to complete the application and sign the Deed of Confidentiality.

 

4. Does the Data Manager need to fill in the application and Deed of Confidentiality for DSS Longitudinal Surveys?

The Data Manager will only need to fill in the application and sign the Deed of Confidentiality if they intend to use the data.

 

5. I am the Data Manager for our organisation and will be taking leave shortly. What do I need to do and who do I need to notify?

If the Data Manager is on leave, the Organisational Delegate may nominate a substitute person to fill the role. The Organisational Delegate will need to send an email to DSS stating the name of the person to undertake the role of Data Manager and the duration of the period that they will be filling the role.

If an organisation wishes to permanently change the person in the role of Data Manager, the same procedure applies: the Organisational Delegate will notify DSS by email including the name and contact details of the new Data Manager, and the date they will start in the role.

The existing permanent Data Manager will need to ensure that the new person filling the role fully understands the responsibilities of the role, by referring them to the Fact sheets on the DSS website.

 

6. We have an organisational licence. Do we have to pay for the data for each new data release?

Yes, a flat fee of $330 (GST inclusive) is charged for each survey for each release of data. This applies to both Australian organisations and overseas organisations. Please note that GST is not applicable to overseas organisations. The fee covers all datasets for that survey until the next release is available. The fee is paid to the relevant Survey Management Contractor and will be charged to the organisation when the first application for any of the datasets from that survey is approved by DSS. Once paid, the fee covers all datasets (except for HILDA-CNEF) from that survey as agreed in the Organisational Deed of Licence.

 

7. We have just got an organisational licence - when do we have to pay for the dataset/s?

The relevant Survey Management Contractor will bill the organisation when the first application for any of the datasets from that survey is approved by DSS.

 

Organisational Deed of Licence

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