PDF & Related Info
ContactAmend an Existing License
IES must be kept informed of any modifications in project operations or security procedures throughout the License and data loan period.
You must notify the IES Data Security Program of any departures or additions to your project staff. The PPO may also submit a request for additional data. The PPO must also notify the IES Data Security Program if the agreed upon data security arrangements change.
All License amendments must be processed through the Electronic Application System. To log onto the Electronic Application System to amend your License, use the link you received when you first applied for the License. If you do not have this link, go to the system login page and use your License number and the PPO’s email address to generate an email with a link to your License. If you have any problems logging into the system, please contact IESData.Security@ed.gov.
For first time users of the Electronic Application System, the amendment process involves two steps:
1) Access your License information with the link you received via email. You will be presented with a series of web screens that request information about your License as it stands now. (Do NOT add in information about your amendment request at this time.) Use the information you have in your License file to fill in the requested information. Please list all CD-Roms you currently have and all current authorized users. Once you fill in the missing information as requested, submit the information, and then log out of the System.
2) To request a License amendment, log back into the System with your link. A series of buttons for each type of amendment request will be available to you. Select the button for the amendment type you want and follow the on screen instructions.
NOTE: The system can only process one amendment type at a time, and any pending amendment has to be approved by IES before another amendment can be submitted. An amendment will not be created in the system if you fail to follow these instructions.
Below are the instructions for each type of amendment.
Adding New Authorized Users
To add a new member to your project staff, the PPO must notify the IES Data Security Program by submitting an amendment through the Electronic Application System. You will be asked to provide the name, job title, and contact information of the new staff member.
A signed, notarized Affidavit of Nondisclosure for the new user must be mailed to the IES Data Security Program. Please keep a copy of each new affidavit associated with your project in your on-site license file.
The new user is only authorized to access the subject data when the PPO receives an electronic approval notification from the IES Data Security Program. Please keep a copy of this notification in your on-site License file.
Deleting a User from the Project
To remove a user from your project staff, the PPO must notify the IES Data Security Program by submitting an amendment through the Electronic Application System.
IES Data Security staff will void the departing staff member’s Affidavit, and send you an electronic confirmation. Please keep this confirmation in your on-site License file.
Requesting an Additional Database
The PPO may request access to another database in addition to what was agreed upon in the original license. All new data received by the PPO are subject to all of the terms and conditions agreed too in the license and security plan. Use the Electronic Application System to submit an amendment request for additional data.
If the additional database is not listed on the Affidavits of Nondisclosure for the PPO or project staff, each authorized user who will have access to the requested data must submit an Affidavit of Nondisclosure naming the newly requested database. Mail the signed, notarized affidavits to the IES Data Security Program. Please keep a copy of each new affidavit associated with your project in your on-site License file.
The IES Data Security Program will review the amendment request for additional data. After the amendment is submitted and new affidavits (if needed) are received by IES, the request for additional data will be approved. The database will then be sent to the PPO. Please keep a copy of the electronic approval notification in your on-site License file.
Extend License Period
If more time is needed to complete your research using the restricted-use data, the PPO can request that the License period be extended. To extend the License period, the PPO must notify the IES Data Security Program by submitting an amendment for License extension via the Electronic Application System. When requesting a License extension, you will be ask to confirm that all License information is accurate and up-to-date and to confirm that the Security Plan is accurate and up-to-date.
The request for extension will be reviewed, and if approved, an electronic approval notification of the extension will be sent to the PPO. Please keep a copy of this notification in your on-site License file.
Change to Data Security Arrangements
The PPO must notify the IES Data Security Program if there are any changes to the agreed upon data security arrangements as outlined in the approved Security Plan Form. For example, if the project location needs to change (location where the data are secured), then the PPO must notify IES. The PPO must submit an security plan amendment to IES via the Electronic Application System.
The PPO must send a signed, revised Security Plan form to the IES Data Security Program prior to IES approving this amendment. Please keep a copy of the electronic approval notification in your on-site License file.
The PPO must receive electronic confirmation from the IES Data Security Program approving this amendment prior to moving the data.
If you have any questions, please contact IESData.Security@ed.gov.
