Glasgow University epsrc roadmap



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Glasgow University EPSRC Roadmap
The University of Glasgow recognises that there are increasing pressures to make research data openly available to validate research results, to increase impact, and to facilitate reuse to create new knowledge. The University of Glasgow is committed to supporting its researchers to meet these objectives by providing an environment that recognises and supports research excellence.
The University of Glasgow firmly believes that good research depends upon good research data management and acknowledges that research data management involves numerous stakeholders across the research data lifecycle. To this end, and to meet the EPSRC timeframes, the University has developed a draft Research Data policy that links to existing research policies as well as outlining research data responsibilities for key stakeholders within the university. For the context of the Research Data policy and the University’s EPSRC Roadmap, research data should be interpreted as any material (digital or physical) required to underpin research. For different disciplines this may include raw data captured from instruments, derived data, documents, spreadsheets & databases, lab notebooks, visualisations, models, software, images, measurements and numbers.
The University of Glasgow supports the following general research principles

  • Publicly funded research data are a public good, produced in the public interest, which should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm intellectual property.

  • Research data management plans should be developed and implemented to ensure that research data are available for validation, access and re-use where appropriate and under appropriate safeguards.

  • The legitimate interests of research participants must be protected.

  • Exclusive rights to reuse or publish research data should not be handed over to commercial publishers or agents without retaining the rights to make the data openly available for re-use, unless this is a condition of funding.

  • Any data which is retained elsewhere, for example in a disciplinary data service should also be registered with the University.

The draft EPSRC Roadmap below describes how the University of Glasgow will support our own research principles and conform to EPSRC expectations1 concerning the management and provision of access to EPSRC-funded research data between May 2012 and May 2015. The draft Research Data policy and EPSRC Roadmap will be implemented incrementally from 2012-2014 to allow for iterative development and ongoing consultation with key researchers and University services to ensure that the aims and responsibilities are realistically achievable and sustainable from May 2015 onward. The roles and responsibilities described in the Roadmap will be piloted in selected schools/divisions where EPSRC funding is most active. This pilot will provide us with detailed information regarding the range of operational and support-related costs and sustainability issues and will be used to inform wider roll-out, implementation and support of the Research Data policy and Roadmap across all Colleges and Schools.



  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 1. Research organisations will promote internal awareness of these principles and expectations and ensure that their researchers and research students have a general awareness of the regulatory environment and of the available exemptions which may be used, should the need arise, to justify the withholding of research data;




Induction-level training for PIs, research staff and postgraduate students is already offered by various schools, R&E, HATII, DP/FoI Office, ArtsLAb and others within the university.
Existing induction-level training will be augmented over the next 12 months to include summaries of these principles and expectations along with pointers to guidance and support both within the institution and externally.
Over the next 12-18 months, the University of Glasgow will work to develop more cohesive Project Approval Form (PAF) generation mechanisms to provide researchers with guidance on funders’ expectations with regards to managing and sharing data from the bid stage. This work will draw from the Digital Curation Centre’s overview of Funders data policies. http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies.
We will investigate the feasibility of integrating aspects of the DCC’s DMP Online tool into any automated PAF processes that are adopted over the next 12-18 months to ensure that information about the nature and scale of the data to be produced and managed is communicated to relevant university services at the bid stage.
Responsibility:

Research administrators at the School/College level; Data Protection and FoI office, R&E administrators, HATII


Additional central funding may be needed to buy-out staff time to cover additional research data management planning support and dissemination activities.

Researchers:

Undertake research activity to the standards outlined in the University’s Code of Good Research Practice.


Researchers:

Ensure that sensitive data is properly managed to avoid data protection breaches [as outlined in the University’s Data Protection policy, and Policy on Confidential Data in the University]


University Services:

Disseminate the RDM policy and details of relevant support services at College and School levels



  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 2. Published research papers should include a short statement describing how and on what terms any supporting research data may be accessed.




The University of Glasgow’s Enlighten repository already supports the deposit of research papers and enables users to include details on funding bodies and related journals.


  1. R&E are currently involved in a JISC-funded project to develop an extension of the CERIF metadata standard for research data sets (CERIF for Data (C4D)). This work will result in methods for capturing and sharing information on research data sets between Enlighten and our current research information system.



  2. Over the next 6-12 months, the C4D project team, HATII staff and University Library staff will work to test and validate the additional CERIF-based metadata requirements to ensure that information on accessing related research data is captured along with the deposit of research papers. This work will build upon our existing University Publications policy http://www.lib.gla.ac.uk/enlighten/publicationspolicy/index.html

The University Library already provides support and training to researchers, support staff and students in how to deposit and access material in Enlighten. This training will be augmented to cover the additional CERIF-based metadata requirements over the next 12-18 months.


There is ongoing international activity to establish data registries (DataFind, at Oxford University, ANDS in Australia, CASRAI in Canada). HATII, as a core partner in DCC, will monitor and help to consolidate this activity over the next 6-12 months and will advise R&E on the most viable options to adopt for registering GU’s data and making it more openly visible – both within the University and to external users.
Responsibility:

University Library; R&E, C4D project team, HATII


Additional resource will be needed to establish and maintain a local data registry and to make this registry openly searchable to external users. Additional resource will be needed to assign persistent object identifiers to selected research data and associated outputs.



Researchers:

Ensure published results always include information on how to access the supporting data.


University Services:

Disseminate the RDM policy and details of relevant support services at College and School levels.


University Services:

Provide mechanisms to register research data assets and make metadata openly available in support of current and future access.


University Services:

Enable links to be made between awards, publications and underlying research data via the assignment of persistent object identifiers.


University Services:

Provide guidance, support and templates to assist researchers in developing and implementing data management plans as part of their research activity.





  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

3. Each research organisation will have specific policies and associated processes to maintain effective internal awareness of their publicly-funded research data holdings and of requests by third parties to access such data; all of their researchers or research students funded by EPSRC will be required to comply with research organisation policies in this area or, in exceptional circumstances, to provide justification of why this is not possible.

  1. The University of Glasgow has implemented a Code of Good Research Practice which clearly states responsibilities for carrying out and maintaining research results. The code applies to staff and students.

To complement our existing codes and policies, GU has developed a draft Research Policy which is available at http://www.gla.ac.uk/services/datamanagement/rdm-at-gu/.



Researchers:

Undertake research activity to the standards outlined in the University’s Code of Good Research Practice.


Researchers:

Ensure that sensitive data is properly managed to avoid data protection breaches [as outlined in the University’s Data Protection policy, and Policy on Confidential Data in the University].





  1. Researchers:

Identify key research data that must be retained to enable validation (and potentially reuse) and will require a persistent object identifier.
University Services:

Collaborate with researchers to provide the support and technical infrastructure needed to ensure sound research data management, access and reuse.





  1. University Services:

  2. Enable links to be made between awards, publications and underlying research data via the assignment of persistent object identifiers.






  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 4. Publicly-funded research data that is not generated in digital format will be stored in a manner to facilitate it being shared in the event of a valid request for access to the data being received (this expectation could be satisfied by implementing a policy to convert and store such data in digital format in a timely manner);




  1. The University of Glasgow will work with researchers over the next 12-18 months to identify new publicly-funded research that will produce data that are not going to be held in digital format. Selected items will be digitised and assigned a persistent object identifier in cooperation with HATII and the University Library and will be stored in Enlighten as appropriate.



  2. The University of Glasgow does not anticipate that all non-digital materials will merit digitisation and will work with researchers, the University Library and HATII to jointly assess the potential impact against the costs associated with digitisation to determine which items warrant digitisation. Items that are deemed necessary to validate research findings but are not selected for digitisation will be made visible via the local data registry.



Responsibility:

Information services, researchers, R&E, University Library, HATII


Additional centrally funded staff resource will be needed to work with researchers to identify and assess research outputs that may require digitisation and/or to help assess storage requirements.



  1. Researchers:

Identify key research data that must be retained to enable validation (and potentially reuse) and will require a persistent object identifier.



  1. Researchers:

Work with University Services to identify specific storage requirements that may exceed that currently offered by the institution.


  1. University Services:

Provide a dedicated research data storage facility with appropriate security and backup, in line with researchers’ requirements.
University Services:

Collaborate with researchers to provide the support and technical infrastructure needed to ensure sound research data management, access and reuse.





  1. University Services:

  2. Enable links to be made between awards, publications and underlying research data via the assignment of persistent object identifiers






  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 5. Research organisations will ensure that appropriately structured metadata describing the research data they hold is published (normally within 12 months of the data being generated) and made freely accessible on the internet; in each case the metadata must be sufficient to allow others to understand what research data exists, why, when and how it was generated, and how to access it. Where the research data referred to in the metadata is a digital object it is expected that the metadata will include use of a robust digital object identifier (For example as available through the DataCite organisation - http://datacite.org).




  1. R&E are currently working to develop an extension of CERIF for data (C4D project) which will result in methods for capturing and sharing this information via Enlighten, the university’s Digital Repository and our current research information system. The CERIF metadata standard will enable metadata to be captured at various points across the research data lifecycle (from the grant proposal stage through to access and reuse). Over the next 12-18 months, College research administrators, R&E, HATII and the University of Glasgow Library will work with researchers at the grant application and project wrap-up stages to identify anticipated and actual key research outputs that require metadata descriptions, to define and test core and optional metadata elements, and to assign digital object identifiers.


Responsibility:

Information services, researchers, R&E, University Library, HATII, college research administrators


Additional College research administrator and University Library resource will be needed to work with researchers at the bid and at the project wrap-up stages to ensure that sufficient metadata elements are defined, tested and captured. Additional resource will be needed to ensure that persistent object identifiers are assigned to relevant data outputs.



Researchers:

Provide sufficient metadata (descriptive information) about research data to ensure others can discover and if permissible reuse it.





  1. Researchers:

Identify key research data that must be retained to enable validation (and potentially reuse) and will require a persistent object identifier.



  1. University Services:

Provide mechanisms to register research data assets and make metadata openly available in support of current and future access.






  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 6. Where access to the data is restricted the published metadata should also give the reason and summarise the conditions which must be satisfied for access to be granted. For example ‘commercially confidential’ data, in which a business organisation has a legitimate interest, might be made available to others subject to a suitable legally enforceable non-disclosure agreement.




  1. HATII, as a core partner in DCC, will monitor and help to consolidate this activity over the next 6-12 months and will advise R&E on the most viable options to adopt for registering GU’s data and making it more openly visible – both within the University and to external users.



  2. Over the next 12-18 months, College research administrators, R&E, DP and FoI Office, and Business Development Managers, and HATII will work with researchers to define metadata elements to cover a range of scenarios to describe data with restricted access.


Responsibility:

University Library; R&E, C4D project team, DP and FoI Office, Business Development Managers, HATII


Additional resource will be needed to define specific scenarios for data sets with restricted access.


Researchers:

Provide sufficient metadata (descriptive information) about research data to ensure others can discover and if permissible reuse it.


Researchers:

Ensure published results always include information on how to access the supporting data.


Researchers:

Clearly state who owns the data that is being generated through the research activity. Where this is not clear, researchers will work with University Services to verify data ownership as early as possible in the research data lifecycle.


University Services:

Provide mechanisms to register research data assets and make metadata openly available in support of current and future access.


University Services:

Enable links to be made between awards, publications and underlying research data via the assignment of persistent object identifiers.








  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 7. Research organisations will ensure that EPSRC-funded research data is securely preserved for a minimum of 10-years from the date that any researcher ‘privileged access’ period expires or, if others have accessed the data, from last date on which access to the data was requested by a third party; all reasonable steps will be taken to ensure that publicly-funded data is not held in any jurisdiction where the available legal safeguards provide lower levels of protection than are available in the UK.




  1. The University of Glasgow’s Code of Good Research Practice already states that researchers should retain research data for a period of no less than ten years.




  1. The University of Glasgow recognises that numerous stakeholders must be involved over the curation lifecycle. As such, support and guidance will be provided for research staff and support staff to ensure that individual roles and responsibilities are clearly defined and understood. The draft Research Data policy and EPSRC Roadmap will be implemented incrementally from 2012-2014 to allow for iterative development and ongoing consultation with key researchers and University services to ensure that the aims and responsibilities are realistically achievable and sustainable from May 2015 onward.

This pilot will provide us with detailed information regarding the range of operational and support-related costs and sustainability issues and will be used to inform wider roll-out, implementation and support of the Research Data policy and Roadmap across all Colleges and Schools.




Researchers:

Undertake research activity to the standards outlined in the University’s Code of Good Research Practice.


Researchers:

Ensure that sensitive data is properly managed to avoid data protection breaches [as outlined in the University’s Data Protection policy, and Policy on Confidential Data in the University]


Researchers:

Collaborate with University Services to undertake sound research data management as a fundamental part of good research practice.


Researchers:

Work with University Services to identify specific storage requirements that may exceed that currently offered by the institution.


University Services:

  1. Disseminate the RDM policy and details of relevant support services at College and School levels.

University Services:



Provide data management training, support and advice, particularly on aspects such as data ownership and ethics at College and School levels.

  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 8. Research organisations will ensure that effective data curation is provided throughout the full data lifecycle, with ‘data curation’ and ‘data lifecycle’ being as defined by the Digital Curation Centre. The full range of responsibilities associated with data curation over the data lifecycle will be clearly allocated within the research organisation, and where research data is subject to restricted access the research organisation will implement and manage appropriate security controls; research organisations will particularly ensure that the quality assurance of their data curation processes is a specifically assigned responsibility;




  1. The University of Glasgow recognises that numerous stakeholders must be involved over the curation lifecycle. As such, support and guidance will be provided for research staff and support staff to ensure that individual roles and responsibilities are clearly defined and understood. The draft Research Data policy and EPSRC Roadmap will be implemented incrementally from 2012-2014 to allow for iterative development and ongoing consultation with key researchers and University services to ensure that the aims and responsibilities are realistically achievable and sustainable from May 2015 onward.



  2. In cooperation with the Digital Curation Centre (DCC) and the JISC-funded Incremental project, Glasgow University has developed dedicated guidance pages for research data management and curation. All pages include named contacts to enable researchers to get additional advice on demand. http://www.gla.ac.uk/services/datamanagement/




  1. In addition, Glasgow University offers numerous training opportunities for staff and students at the School and College levels.



Data Protection and Freedom of Information Office also run courses regularly via the Staff Development Service (SDS).


  1. The DCC at HATII offers regular training courses for researchers and postgraduate students in data management and curation across the lifecycle via SDS.

http://www.gla.ac.uk/services/datamanagement/training/
The University Library offers specific training on depositing and using Enlighten, our institutional repository.

http://www.lib.gla.ac.uk/enlighten/training.html


The Researcher Development Committee oversees professional and career development opportunities for researchers at all stages of their careers.  It is chaired by the VP Research and Enteprise and has representation from across the four Colleges, University Services and the Postgraduate and Postdoctoral Communities. http://www.gla.ac.uk/students/jobs/researcherdevelopment/policyandstrategy/researcherdevelopmentcommittee/
These support channels will be used over the next 12-18 months to deliver guidance and training on data curation for researchers and support staff. In most cases, specific curation elements and examples may be added to existing training materials however new materials may need to be developed in some cases.
Responsibility:

Schools, Colleges, SDS, University Library; R&E, DP and FoI Office, HATII


Additional resource may be needed to develop new materials for training staff and students.




Researchers:

Undertake research activity to the standards outlined in the University’s Code of Good Research Practice.


Researchers:

Ensure that sensitive data is properly managed to avoid data protection breaches [as outlined in the University’s Data Protection policy, and Policy on Confidential Data in the University]


Researchers:

Collaborate with University Services to undertake sound research data management as a fundamental part of good research practice.


Researchers:

Work with University Services to identify specific storage requirements that may exceed that currently offered by the institution.


University Services:

  1. Disseminate the RDM policy and details of relevant support services at College and School levels.

University Services:

Provide data management training, support and advice, particularly on aspects such as data ownership and ethics at College and School levels.






  1. EPSRC Expectation

  1. Current coverage at Glasgow University and additional action needed

  1. Related GU draft Research Data Policy Element (broken down by stakeholder role)

  1. 9. Research organisations will ensure adequate resources are provided to support the curation of publicly-funded research data; these resources will be allocated from within their existing public funding streams, whether received from Research Councils as direct or indirect support for specific projects or from higher education  Funding Councils as block grants.

The roles and responsibilities described in this Roadmap will be piloted in selected schools/divisions where EPSRC funding is most active over the next 18-24 months.
This pilot will provide us with detailed information regarding the range of operational and support-related costs and sustainability issues and will be used to inform wider roll-out, implementation and support of the Research Data policy and Roadmap across all Colleges and Schools.



  1. Glasgow University anticipates that indirects and estates costs may be used to support data management and curation over the longer-term.




Researchers:

Collaborate with University Services to undertake sound research data management as a fundamental part of good research practice.


Researchers:

Work with University Services to identify specific storage requirements that may exceed that currently offered by the institution.


University Services:

Disseminate the RDM policy and details of relevant support services at College and School levels.


University Services:

Collaborate with researchers to provide the support and technical infrastructure needed to ensure sound research data management, access and reuse.


University Services:

Provide a dedicated research data storage facility with appropriate security and backup, in line with researchers’ requirements.


University Services:

Provide mechanisms to register research data assets and make metadata openly available in support of current and future access.

University Services:

Enable links to be made between awards, publications and underlying research data via the assignment of persistent object identifiers.


University Services:

Provide facilities to preserve research data for those cases where disciplinary data centres are not available.




Related policies and documents:



  • Glasgow University draft Research Data Policy

  • Glasgow University Publications policy http://www.lib.gla.ac.uk/enlighten/publicationspolicy/index.html

  • Research funders: Open Access policies http://www.lib.gla.ac.uk/enlighten/Funders/index.html

  • Glasgow University research related policies http://www.gla.ac.uk/research/aimsassessmentandpolicies/ourpolicies/

  • University of Glasgow strategic plan 2010-15, Glasgow 2020: A Global Vision

  • Research funders: Data Management policies http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies

  • UK Concordat http://www.researchconcordat.ac.uk/

  • European Charter and Code

  • Glasgow University Code of Practice for Postgraduate Research Degrees

http://www.gla.ac.uk/services/postgraduateresearch/pgrcodeofpractice/section1introduction/
Support and guidance:

  • Data Management support and guidance http://www.gla.ac.uk/services/datamanagement/

  • Data management planning guidance

  • http://www.dcc.ac.uk/resources/how-guides/develop-data-plan

  • Appraising and selecting data for longer term retention http://www.dcc.ac.uk/resources/how-guides/appraise-select-data

  • DP & FoI Office at Glasgow offer information audits to help you select data

http://www.gla.ac.uk/services/dpfoioffice/guidanceonrecordsandinformationmanagement/

informationaudits/



  • Copyright advice http://www.lib.gla.ac.uk/enlighten/copyright.html

  • Data licensing guidance http://www.dcc.ac.uk/resources/how-guides/license-research-data

  • Citing data guidance http://www.dcc.ac.uk/resources/how-guides/cite-datasets

Tools:


  • DMP Online helps you to develop data management plans that meet research council and funding body mandates https://dmponline.dcc.ac.uk/


Training:

  • Enlighten repository training http://www.lib.gla.ac.uk/enlighten/training.html

  • Data management training opportunities http://www.gla.ac.uk/services/datamanagement/training/

1 http://www.epsrc.ac.uk/about/standards/researchdata/Pages/expectations.aspx


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