Clinical Data Warehouse for Research (CDW-R):
Research Data Extraction Request

Use this form to submit a research data request
We encourage research teams to visit our website before submitting a research data extraction request. Our website provides information on CDW-R services, available data, data request form submission, and fees and billing.

If you are requesting simple counts or a quote for CDW-R services, please use our Quotes & Counts form.

Current Wait Times & Fees 

Research teams should plan for several weeks between a finalized CDW-R data request (including a complete CDW-R data request form, confirmation of IRB protocol approval/determination, confirmation of any special approvals, and an account number supplied to and receipt of the data.

June 2023 Wait Times

The CDW-R team will not add incomplete data requests to the work queue.

Research teams must provide a funding account number and notification of all necessary approvals to before a data request will be added to our work queue.

If an account number and/or approvals are not finalized at the time of data request submission, email to alert our team when your data request is ready-to-go.

If you are interested in speaking with the CDW-R team about your study or request, email Research teams do not need to submit a data request form to request a consultation. If you are concerned about CDW-R fees, please reach out to schedule a consultation. We can work with you to keep costs low.
Study Data Extraction Request Form
Use this form to request a data set, prospective recruitment list, or retrospective cohort identification. 

If you are requesting simple counts or a quote for CDW-R services to include within a grant proposal or IRB application, please use our Quotes & Counts form.

CDW-R Data Request Information

Looking for simple counts? Use the Counts Request Form instead.

Medical Record Selection: How will the CDW-R identify the medical records to pull data from? 
Define the inclusion criteria and exclusion criteria for the medical records from which to build the requested data set.
  • Include all relevant ICD-10 and/or CPT codes.
  • Fully spell out all medications, treatments, surgeries, and/or procedures (do not use acronyms).
If IRB-approved study: Inclusion/exclusion criteria must match the IRB protocol or be a subset of IRB protocol criteria. We cannot pull data from medical records that are not in-line with what is described in your IRB protocol.

Record Date Range: Enter the date range for the requested data. 
The range may be exact dates (March 1, 2018 - December 31, 2018) or may be a specified period of time pre/post study enrollment.

If IRB-approved study: The CDW-R can only pull data within the date range reflected in the HIPAA section of the study's INSPIR application.

Data Fields: List all data fields you want the CDW-R to provide to you in the data set.
  • Include all applicable ICD-10 and CPT codes. 
  • Fully spell out all medications, treatments, surgeries, and/or procedures. Do not use acronyms.
  • List only the data fields you need the CDW-R analyst to pull for you. Do not include any data that you will hand abstract or collect via primary collection. If you are unsure about what information to include in your request, please email to set up a quick consultation. 
  • Requested data fields may also be uploaded as a Word document or Excel file below.
If IRB-approved study: The CDW-R can only pull data fields listed in the HIPAA section of the study's INSPIR application. 


Attachments: Upload the list of data fields and/or other relevant study documents.
  • Reference P.I. Name and Study H-# in file title.
  • Select "Upload another file" to upload additional files.

Contact Information

The CDW-R requires mentors to be engaged in the trainee's data request process. Mentors should plan to attend the initial data request consultation with the trainee. 

Funding Information

The CDW-R charges an hourly fee for all projects beyond simple count requests. Research teams are encouraged to review the Fees & Billing policies before submitting a data request.

If an account number is not including in this data request form, it is the research team's responsibility to email with the account information when available.

Data requests will not be added to the CDW-R queue until account information is supplied.