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Wiki source code of Accessing the VRE

Last modified by publicadmin on 2026/01/21 12:04
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publicadmin 1.2 1 = Getting Access – Onboarding to the VRE =
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3 This page explains how to obtain access to the Virtual Research Environment (VRE).
publicadmin 1.3 4 Please note that detailed information on **GDPR-compliant onboarding is documented in the following PDF presentation**:
publicadmin 1.2 5
publicadmin 14.1 6 **→ [[Download the VRE GDPR Onboarding Guide (PDF)>>attach:VRE-Onboarding-Data-Usage.pdf]]**
publicadmin 1.2 7
8 The steps below provide a short and practical overview.
9
10 == Overview of the Onboarding Process ==
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publicadmin 2.1 12 Access to the VRE is granted after completion of four steps:
publicadmin 1.2 13
publicadmin 10.2 14 1. **Accept the Use Terms **
publicadmin 1.2 15 1. **Clarify data protection obligations (Use Case & DPIA)**
publicadmin 10.2 16 1. **Request VPN / network access **
publicadmin 2.1 17 1. **Submit documents**
publicadmin 1.2 18
19 Each step is required to ensure compliance with GDPR, Charité policies, and the security requirements of the infrastructure.
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21 == Step 1 – Accept the Use Terms ==
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publicadmin 1.3 23 All users must acknowledge, sign, and return the official Use Terms.
publicadmin 1.2 24
25 **Document:**
publicadmin 17.1 26 → [[**VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.5_EN**>>attach:VRE-Bestaetigung-Nutzungsbedingungen-GDPR-Compliance-v1.5_EN.docx]]
publicadmin 1.2 27
28 This document confirms that you understand and accept the obligations related to:
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30 * Processing of personal and health data
31 * Secure handling of research data
32 * Compliance with GDPR and institutional policies
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34 Without a signed Use Terms document, access cannot be granted.
35
36 == Step 2 – Define Your Use Case & Data Protection Obligations ==
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38 Your **Use Case** determines the legal and technical requirements that apply to your work in the VRE.
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40 In particular, **data controllers** are responsible for fulfilling GDPR and Charité obligations, including, where applicable:
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42 * Performing a **Data Protection Impact Assessment (DPIA)**
43 * Ensuring lawful processing of personal / sensitive data
44 * Implementing appropriate technical and organisational measures
45
46 === Access to DPIA Templates (for externals) ===
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48 If you are **not part of Charité** and require access to the DPIA template and annexes:
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publicadmin 11.2 50 1. Sign and return the → [[**Non-Disclosure Agreement (NDA)**>>attach:2022-10-31_Geheimhaltungsvereinbarung_EN_beidseitig.docx]]
publicadmin 1.2 51 1. (((
publicadmin 1.4 52 After receipt, you will be granted a**ccess** to:
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54 * DPIA template
55 * DPIA annexes and guidance material
56 )))
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publicadmin 10.1 58 == Step 3 – Request Charité User Account and Network Access ==
publicadmin 1.2 59
publicadmin 10.1 60 To technically access the VRE, you need:
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publicadmin 10.1 62 * a **Charité Active Directory user account (Nutzerkonto)**, and
63 * **VPN / network access** to the protected Charité infrastructure.
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publicadmin 1.2 65 Please complete and return the following forms:
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publicadmin 12.1 67 * [[**Cooperation Agreement** (referencing the official Charité cooperation contract under which the project is conducted)>>attach:KooperationsVereinbarungVRE.docx]]
publicadmin 20.2 68 ** Please note: If confidentiality obligations are already covered by an existing agreement for the same collaboration or work purpose (e.g., a collaboration agreement), no additional NDA is required.
publicadmin 12.1 69 * [[**Charité Nutzerkonto / Active Directory (AD) Account Request Form**>>attach:Nutzerkontoantrag-Externe-Template_new.pdf]]
70 * [[**VPN Basic Access Request Form**>>attach:VPN-Antrag_Extern_VRE_template.pdf]]
71 * [[**VPN-M** (required if health or other special category data are processed)>>attach:VPN-Zusatzantrag_M-source-computer.pdf]]
72 * [[**VPN-O** (required if no health or special category data are processed)>>attach:VPN-Zusatzantrag_O_VRE_template_non-sensitive.pdf]]
publicadmin 1.2 73
publicadmin 20.1 74 [[Please find here English auto-translations of the documents linked above for reference.>>attach:EN-translations-for-reference.zip]]
publicadmin 18.1 75
publicadmin 21.1 76 Both the user account (Nutzerkonto) and the VPN access are mandatory.
publicadmin 1.2 77
publicadmin 2.1 78 == Step 4 – Submit All Documents ==
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publicadmin 2.1 80 After completing all required forms and agreements, please send **all signed and filled-out documents in one email** to the VRE support team:
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82 **→ vre-support@charite.de**
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84 Only complete submissions can be processed. You will be contacted in case any document is missing or requires clarification.
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publicadmin 1.2 86 == What Happens Next? ==
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88 Once all documents are received and approved:
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90 * Your user account will be created.
91 * VPN access will be enabled.
92 * You will receive an email with your personal access instructions.
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publicadmin 2.1 94 If any document or link is unclear or missing, or once you have completed the required forms, please contact the VRE support team and send all filled-out documents to **vre-support@charite.de**.