Getting Access – Onboarding to the VRE

This page explains how to obtain access to the Virtual Research Environment (VRE).
Please note that the full and authoritative onboarding process is documented in the PDF presentation:

→ Download the VRE Onboarding Guide (PDF)

The steps below provide a short and practical overview.

Overview of the Onboarding Process

Access to the VRE is granted after completion of three steps:

1. Accept the Use Terms (mandatory)
2. Clarify data protection obligations (Use Case & DPIA)
3. Request VPN / network access

Each step is required to ensure compliance with GDPR, Charité policies, and the security requirements of the infrastructure.

Step 1 – Accept the Use Terms

All users must read, sign, and return the official Use Terms.

Document:
→ VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.4_EN

This document confirms that you understand and accept the obligations related to:

• Processing of personal and health data
• Secure handling of research data
• Compliance with GDPR and institutional policies

Without a signed Use Terms document, access cannot be granted.

Step 2 – Define Your Use Case & Data Protection Obligations

Your Use Case determines the legal and technical requirements that apply to your work in the VRE.

In particular, data controllers are responsible for fulfilling GDPR and Charité obligations, including, where applicable:

• Performing a Data Protection Impact Assessment (DPIA)
• Ensuring lawful processing of personal / sensitive data
• Implementing appropriate technical and organisational measures

Access to DPIA Templates (for externals)

If you are not part of Charité and require access to the DPIA template and annexes:

1. Sign and return the Non-Disclosure Agreement (NDA)
   → [NDA document link]

2. After receipt, you will be granted separate access to:

   • DPIA template
   • DPIA annexes and guidance material

Step 3 – Request VPN / Network Access

To technically access the VRE, you must apply for VPN access to the protected network.

Please complete and return the following forms:

• [VPN Access Request Form]
• [Additional Network Access Form, if applicable]

After approval, you will receive instructions for setting up the VPN connection.

What Happens Next?

Once all documents are received and approved:

• Your user account will be created.
• VPN access will be enabled.
• You will receive an email with your personal access instructions.

If any document or link is unclear or missing, please inform the VRE support team (vre-support@charite.de).