Answers to Frequently Asked Questions about Ordering the Data

1. I am supervising an Honours/Masters/PhD student who is using the HILDA data. What are my responsibilities?

You are responsible for discussing with and for ensuring that your student(s) adhere to privacy and security protocols for use of this data. You must also make sure that the dataset is appropriately disposed of once the student ceases to be your student. These protocols are clearly set out in the Deed of Licence that you must sign before you will be considered for access to the dataset. If you are in any doubt about these protocols, you should e-mail longitudinalsurveys@fahcsia.gov.au to seek clarification.

2. Am I allowed to share the data with other people?

No part of the unit record data may be shown or displayed to any other person unless that person is an authorised user.  An authorised user is one who has signed a Deed of Licence and has been granted access to the same dataset by FaHCSIA.  Individuals working on a research project together need to apply for the dataset independently.

3. What do I do in the event of a security breach (such as the loss or theft of the CD)?

You must notify The Melbourne Institute and FaHCSIA immediately, who will then advise you of what steps to take, depending on the nature of the breach.

4. Am I allowed to match external files with the HILDA dataset?

Not generally.  If you wish to do this, you must apply to FaHCSIA for written permission which may be given at FaHCSIA’s discretion.  You may match various waves of the HILDA data files or match the person and household files within any HILDA dataset to which you have access.

5. What do I do if I change my research project?

You must notify FaHCSIA who will consider the appropriateness of your new research project in line with FaHCSIA’s aims.  You can do this simply and quickly by sending an e-mail to longitudinalsurveys@fahcsia.gov.au and you will be notified by e-mail whether you have permission to use the dataset for the new research.

6. As a HILDA user, what are the security arrangements I must comply with?

These are set out in clause 8 of the Deeds of Licence for Australian Academic and Government Users, Other Australian and Overseas Users and users of the In-confidence dataset. It is important that you become familiar with these clauses since a high-level security needs to be maintained to protect the data. As you can appreciate, longitudinal datasets increase the risk of identification of respondents, and hence require more stringent security arrangements than other datasets. Breaches of confidentiality will undermine the confidence of respondents and will affect their willingness to participate in the survey. If you are unsure of the security arrangement requirements, contact FaHCSIA for clarification. 

7. How long am I responsible for my HILDA dataset?

If you are an Australian Academic or Government User you are responsible for the General Release dataset in perpetuity. If you wish to abrogate your responsibility you must comply with the following procedure.

• Destroy all CDs containing the dataset by breaking it into four pieces; 
• Remove the dataset from all computers and servers where it has been stored;
• Destroy all unit record output in a cross-cut shredder;
• Email the Melbourne Institute hilda-inquiries@unimelb.edu.au and FaHCSIA longitudinalsurveys@fahcsia.gov.au stating that you have complied with the above.

If you are an Other Australian and Overseas User or user of the In-confidence dataset, you are responsible for the dataset until the expiry date set out in clause 2 of your Deed of Licence. If, by this date you have not already confirmed with FaHCSIA and the Melbourne Institute that you have complied with the procedure set out above, you will be sent an e-mail by FaHCSIA.

8. What do I do if I change my place of employment?

Your Deed of Licence is considered specific to you in your place of employment. If you leave your employment, you must comply with the procedure as set out in question 7.
 
You may reapply for the dataset if you wish to have access in your new employment.

9. What do I do when my licence to use HILDA expires?

This applies to researchers who have filled in the Other Australian and Overseas Users Deed of Licence and the Deed of Licence for the In-confidence dataset.
 
You must comply with the procedure as set out question 7.
 
If you wish to extend your termination date, you must contact FaHCSIA prior to that date.

10. What do I do if I no longer wish to use the HILDA dataset?

This applies to all users of the dataset.
 
You must comply with the procedure as set out question 7.

11. How do I apply for the in-confidence HILDA dataset?

You must contact FaHCSIA at longitudinalsurveys@fahcsia.gov.au. If you are planning to use the in-confidence dataset in a location that has not previously been assessed by FaHCSIA, you are required to have a site assessment done. Contact FaHCSIA to have this organised.

12. Is access to the data automatic?

 No, the granting of access to the data is not automatic. In determining whether access to the HILDA dataset will be granted, FaHCSIA will consider:

• whether the use of the data is consistent with the purpose for which the data was collected; and

• whether the applicant is able to meet the data security requirements.