EPSRC expectations on research data: What researchers need to know

12/03/2015Masud Khokhar and Hardy Schwamm

Research data

• Is a public good– to be made available responsibly

• Has long-term value– the need for preservation

• Should be discoverable and citable– via persistent identifiers (e.g. DOI)

• Is subject to legitimate constraints– it cannot be all shared equally

EPSRC/RCUK principles

• RCUK common principles on data policy– http://www.rcuk.ac.uk/research/datapolicy/

• EPSRC principles on research data (May 2011)– http://www.epsrc.ac.uk/about/standards/researchdata/principles

• Researchers should have a period of privileged access to their data

• Data users should cite their sources, and abide by terms of access

• Looking after and sharing research data is part of the research process and a legitimate use of research budgets

EPSRC policy - Organisation

• Research organisations have primary responsibility for ensuring that researchers manage their data effectively.– EPSRC funded research data is preserved for a minimum of 10 years– Knowledge of publicly funded research data holdings is maintained– Effective data curation is provided throughout full data lifecycle– Discoverability; recording of 3rd party access requests is maintained– Notice/justification of access restrictions is provided, e.g. commercially

sensitive– Awareness/use of relevant laws is provided, e.g. FoI– Awareness/compliance with internal research data policies is provided– Adequate RDM resource allocation is provided (e.g. from QR/Research

grant applications)

EPSRC policy - Researchers

• Researchers/Grant-holders have a responsibility to understand and adhere to EPSRC’s principles and expectations for RDM. They should:– Make EPSRC funded research data freely/openly available with as few

restrictions as possible– Comply with RDM policies of their research organisation– Have project specific RDM plans in place– Have appropriate agreements, if relevant, with collaborators– Ensure published research with a publication date of 1st of May 2015

or after has a statement describing how to access supporting data. Find examples here.

– Be aware/make use of relevant legislation and available exemptions as needed to justify withholding research data

EPSRC policy – Non-academic partners

• Non-academic partners in research collaborations need to be aware of:– The general principle that publicly-funded research data is expected to

made freely and openly available with as few restrictions as possible– The relevant legislation and laws, e.g. FoI– The need to ensure issue of data ownership, confidentiality, etc is

adequately addressed in RDM plans and collaboration agreements – before the start of a collaborative research project.

Summary

• Make EPSRC funded research data freely/openly available with as few restrictions as possible

• Ensure published research with a publication date of 1st of May 2015 or after has a statement describing how to access supporting data

So what happens after 1st of May 2015?

EPSRC – Compliance actions after 1st of May 2015

• Along with other actions, there will be ‘dip-stick’ checking of availability of data underpinning published research, i.e. papers from projects funded by EPSRC published on or after 1st of May 2015 (including the ones accepted before this date)

• EPSRC will investigate complaints raised against an organisation. If non-compliance is determined on a deliberate basis:– By the organisation: EPSRC funding for the institution can be stopped.– By the researcher: EPSRC funding for the researcher can be stopped.

And what do I need to do?

My research is funded by EPSRC and I need to comply with itsdata archiving policy, in summary requiring that:• my data will be preserved for a minimum of 10 years• the data will be assigned a stable reference (DOI)• the data will be described with standard metadata on deposit• (either by me or by the repository staff)• the data will be or can be shared upon request

See summary of requirements or see EPSRC requirements in full

I need to publish my research data because it underpins a publication.

There is a suitable subject, national or journal data archive that enables the EPSRC data requirements to be met? `

Either:Deposit your data in your chosen subject or national data archive;

Or:Deposit your data with your

chosen journal

Yes

Add a metadata record to Pure:Look at our Pure guidance to see how to add a record incl. a DOI

No

Deposit your data in Pure• Publish via Pure and get DOI to

acknowledge dataset in your publication

• If necessary, restrict access to data or set an embargo

Not sure

Not sure where to deposit data?• If you have a question about

suitable data repositories for your data that meets EPSRC requirements get in touch!

Adapted with permission from an Oxford University slide

Email rdm@lancaster.ac.uk for more guidance

Email rdm@lancaster.ac.uk for more guidance

For more information on EPSRC requirements see also the

information on the RDM webpages or email

rdm@lancaster.ac.uk

For a definition of research data and responsibilities of the

researcher and the University please see the

University’s Data Policy

EPSRC – Workflow

RDM services at Lancaster University

RDM services at Lancaster University• Data Management Planning and Review (DMP) service

– Specific to the grant application you are working on– DMPOnline https://dmponline.dcc.ac.uk/

• Active and Archival storage service– To provide you storage infrastructure and secure backups for both

your active and archival data needs based on your DMP• Data and Metadata selection service

– Specific to the dataset that you have produced• Dataset validation service

– To enrich the metadata of your dataset• DOI minting service

– To provide you with a persistent identifier for your dataset

RDM Support at Lancaster University

• Training: regular and bespoke sessions– Research Bites, e.g. “Data Citation: What you need to know”, 16

April 2015– Library Training session, e.g. “Tips for writing a Data Management

Plan”, Thursday 28th May – RDM Training for Psychology Department, 26 May 2015

• Data Management Plan Review Service– Review of your draft DMP: DMP Library available

RDM Support at Lancaster University

• Data storage and security– If you are unsure where to store your data, volume of data, how

to backup data, then email us with your question.• Data publishing

– Not too sure where to deposit your data? Please tell us about your research and we will help you to identify the right place to publish your data.

For all RDM questions:

rdm@lancaster.ac.uk

Relevant Links

• Data lifecycle definition - defined by the DCC at: http://www.dcc.ac.uk/resources/curation-lifecycle-model

• Lancaster University Data policyhttp://www.lancaster.ac.uk/library/rdm/policy

• RDM guidance at Lancaster Universityhttp://www.lancaster.ac.uk/library/rdm/

• RDM support at Lancaster Universityhttp://www.lancaster.ac.uk/library/rdm/rdm-support/

• EPSRC expectations on research datahttp://www.epsrc.ac.uk/about/standards/researchdata/expectations/

• Online Data Management Plan creatorhttps://dmponline.dcc.ac.uk/

• Freedom of Informationhttps://foi.lancs.ac.uk/Pages/default.aspx

Additional notes – Workflow explained

How to comply – Step by step approach

• For all new EPSRC funded projects, information on data policy, relevant legislations (e.g. FoI), and links to support will be provided to you with your grant award letter.

• Step 1: As part of applying for an EPSRC grant, create a Data Management Plan (DMP). It is a requirement of the university data policy and we provide extensive and individual support for this. The DMP should be submitted to RCSO along with your grant application.

• Step 2: At project awarded stage, based on your reviewed DMP, the University will pre-allocate the necessary disk space (active and archival data) for your project. If your project is big and requires specialised infrastructure, then this should be added to your DMP. Speak to us about it.

• Step 3: During your project, try to keep your research data well documented. Use appropriate column headings or documentation.

How to comply – Step by step approach

• Step 4 a): For each project-funded publication, make the underlying dataset available openly/freely wherever possible. Submit the dataset to a subject/national/funder repository if available, and upload the dataset to Pure where such a repository is not available. Add relevant metadata and associate the most appropriate license with the dataset.

• Step 4 b): Where dataset cannot be made publicly available, write a small document explaining why (using the available exemptions). Add relevant metadata and this document to Pure.

• Step 5: The Library will provide you with a persistent identifier for this dataset (DOI) within two working days. Add this DOI to your publication with a relevant statement. The Library will also validate/enhance your dataset metadata.

• Step 6: The University will preserve the dataset submitted in Pure for a period of 10 years and record access requests to this dataset.

Discussion and questions

04/03/2015Masud Khokhar and Hardy Schwamm