Contact Changes

Contact changes to a Data Use Agreement (DUA) include adding or removing a person or organization listed on the DUA. There are three roles on a DUA: 

  • Requester – The person authorized to legally bind their organization to the terms specified in the DUA. This is a required role on the DUA.
  • Custodian(s) – Individuals who will have actual possession of the CMS data files, and who will be responsible for observance of all conditions of use, including the establishment and maintenance of security arrangements to prevent unauthorized use. This is a required role on the DUA and in rare instances may be the same individual as the Requester.
  • Subcontracting/Collaborating Organization – Organizations that work with the Requesting organization and are involved in the research, but do not have possession of the data. Only the Subcontracting or Collaborating organization will be added, not individuals. This is an optional role on the DUA.

  

Contact Changes for CMS Contractor DUAs

CMS contractors are required to process DUA requests in EPPE. Please see the Contractor web page for instructions on performing contact changes.

 

Contact changes for CMS Medicare Shared Savings Program (MSSP) Accountable Care Organization (ACO) DUAs

If you are a MSSP ACO, please submit DUA changes to SharedSavingsProgram@cms.hhs.gov.

 

Contact Changes for other DUAs (Research DUAs (RIF and LDS), CMS Sponsored Programs, Oversight, etc.)

Only the Requester or Custodian listed on the DUA may initiate a contact change. The only exception is if both the Requester and the Custodian(s) are no longer with the organization. In this case, an appropriate contact from the Requester’s organization can submit the request with the following text: “All of the current individuals listed on the DUA (i.e., the Requester/Custodians) are no longer associated with the organizations listed on this DUA." 

Requests to add or remove multiple individuals/organizations from a DUA may be submitted in one e-mail. However, if there are changes to more than one DUA, a separate e-mail must be submitted for each DUA number.

 

To ADD an individual or organization:

  1. The individual or organization being added to the DUA completes and signs the DUA Addendum form (PDF).
  2. The Requester or Custodian listed on the DUA drafts an email with the following information:
    1. Email Subject: “Request to add individual/organization to DUA {your DUA number}”
    2. Email Attachment: The signed Addendum form.
  3. The Requester or Custodian listed on the DUA sends the email to:
    1. If you are a CMS Sponsored Program, CMS Awardee, CMS Grantee, or Federal Grantee, your CMS Contact or Federal Project Officer for them to submit on your behalf.
    2. For all other requests, the DUA mailbox: DataUseAgreement@cms.hhs.gov.

 

To REMOVE an individual or organization:

  1. The Requester or Custodian listed on the DUA drafts an email with the following information:
    1. Email Subject: “Request to remove individual/organization from DUA {your DUA number}”
    2. Email Body: The name of the individual(s)/organizations being removed. In addition, if removing an individual, a statement that that the individual being removed has destroyed all data from the DUA in their possession and does not possess any copies, derivatives, subsets, and/or manipulated files on: (1) any computers in their possession and (2) any devices of their peers who had access to the data, but were not listed individually on the DUA.
  2. The Requester or Custodian listed on the DUA sends the email to:
    1. If you are a CMS Sponsored Program, CMS Awardee, CMS Grantee, or Federal Grantee, your CMS Contact or Federal Project Officer for them to submit on your behalf.
    2. For all other requests, the DUA mailbox: DataUseAgreement@cms.hhs.gov.

 

To UPDATE individual or organization contact information:

  1. The Requester or Custodian listed on the DUA drafts an e-mail with the following information:
    1. Email Subject: “Request to update contact information on DUA {your DUA number}”
    2. Email Body: The name of the individual or organization with updated information and the new contact information (e.g., e-mail address, mailing address, phone number).
  2. The Requester or Custodian listed on the DUA sends the email to:
    1. If you are a CMS Sponsored Program, CMS Awardee, CMS Grantee, or Federal Grantee, your CMS Contact or Federal Project Officer for them to submit on your behalf.
    2. For all other requests, the DUA mailbox: DataUseAgreement@cms.hhs.gov.

 

To UPDATE individual role information:

  1. The individual with an updated role (e.g., switching from custodian to requester) completes and signs the DUA Addendum form (PDF) indicating the new role.
  2. The Requester or Custodian listed on the DUA drafts an e-mail with the following information:
    1. Email Subject: “Request to update role information on DUA {your DUA number}”
    2. Email Attachment: The signed Addendum form.
  3. The Requester or Custodian listed on the DUA sends the email to:
    1. If you are a CMS Sponsored Program, CMS Awardee, CMS Grantee, or Federal Grantee, your CMS Contact or Federal Project Officer for them to submit on your behalf.
    2. For all other requests, the DUA mailbox: DataUseAgreement@cms.hhs.gov.

 

To CHANGE an organization name:

  1. The Requester or Custodian listed on the DUA drafts an e-mail with the following information:
    1. Email Subject: “Request to change organization name on DUA {your DUA number}”
    2. Email Body/Attachment: Proof of the organization name change (e.g., web site link or announcement on company letterhead). We will only change the organization name under these circumstances. Otherwise, a new DUA will be required.
  2. The Requester or Custodian listed on the DUA sends the email to:
    1. If you are a CMS Sponsored Program, CMS Awardee, CMS Grantee, or Federal Grantee, your CMS Contact or Federal Project Officer for them to submit on your behalf.
    2. For all other requests, the DUA mailbox: DataUseAgreement@cms.hhs.gov.
Page Last Modified:
11/26/2019 07:48 PM