If a student or other collaborator is leaving UW and plans to continue working with research data, consider the following: 

  • Any study team member leaving UW must be removed from the UW Study Team in ARROW, even if they maintain a zero-dollar appointment at UW. 
  • If the study will remain open at UW and the person leaving plans to continue collaborating, contact RELIANT (irbreliance@wisc.edu) for guidance.  
  • Original research data must remain at UW-Madison, even if the project was a student’s thesis or dissertation. 
  • Copies of research data may be shared with the collaborator, with approval from the PI, if the collaborator generated the data or made a substantial contribution to it.  
  • Any data or specimen sharing must also be consistent with your approved protocol. 
  • If data or specimens will be shared outside UW-Madison, formal agreements may be required, such as: 
    • DTUA (Data Transfer and Use Agreement) 
    • MTA (Material Transfer Agreement) 
    • CTA, Consortium Agreement, or other sponsored research agreements 
  • These agreements help protect confidentiality, define permitted uses, and address issues like authorship, liability, and intellectual property. 
  • If you are leaving UW, be sure to plan ahead so IRB updates, transfer agreements, or study changes can be completed before your access ends. 
  • The PI remains responsible for ensuring research data are retained properly at UW. 

Taking steps now can help ensure a smooth process later!  

See these related links for additional information: