FAQ

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How do I set up a data management plan (DMP)?
How do I prepare a Data Management Plan (DMP) for a project with interuniversity collaboration?
Are there model answers available to use in my Data Management Plan (DMP)?
Who do I submit my Data Management Plan (DMP) to?
When should I contact an ethics committee?
Will the UHasselt Google shared drive suffice as a storage location for my data?
Does UHasselt have a data repository?
What if I cannot use open data formats?
Can I include the costs of Open Access publishing in my project application?

 

How do I set up a data management plan (DMP)?

A user-friendly tool to create a data management plan (DMP) is DMPonline. Below you will find a basic step-by-step plan for this tool, and an extensive manual can be found via this link.

  • You select your institution (e.g. Hasselt University) and log in with your user account.
  • Click on the tab "Create plans" at the top to generate a new plan. You give your plan a title and select the correct funder template for your project.
  • You fill in the project details, select the tab "Application DMP" or "Full DMP" and answer all the questions.
  • In the tab "Share" you can give other collaborators read and/or write rights in order to collaborate on the DMP.
  • In the "Request feedback" tab you will find a button to request feedback from the RDM team. The RDM stewards will receive your request, review your plan, provide comments, and notify you once the review is complete. You can also contact the RDM steward of your discipline directly for questions/guidance.
  • The "Download" tab allows you to export your plan in the format of your choice (e.g. pdf).

You are not required to use DMPonline. You may also use another tool, but make sure the questions from your funder's DMP template are answered.

 

How do I prepare a Data Management Plan (DMP) for a project with interuniversity collaboration?

The RDM and DMP requirements of the Flemish funders and universities are fully in line with those of the European Commission. You can use the DMPonline tool to create a plan and add collaborators so you can work together on the plan. You can also use other collaboration tools, as long as the questions in the DMP template of your funder are answered.

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Are there model answers available to use in my Data Management Plan (DMP)?

The purpose of a DMP is to make you reflect critically at the start of your project on how you will handle your data: where am I going to store my data? Do I have enough storage capacity? Do I need an IT expert? How am I going to back up my data? What additional costs do I have to consider? Etc. This way you avoid unpleasant surprises during the course of your project. If you work with model answers this will detract from the critical reflection. On our DMP web page you will find some examples for inspiration.

Of course, in time, when you have already had to write several DMPs, you will have a standard text available that you can adapt per project. The RDM stewards are also available to help you (and the members of your research group) develop a standard template. Please contact the RDM steward of your discipline or rdm@uhasselt.be.

 

Who do I submit my Data Management Plan (DMP) to?

You must deliver the application DMP to the funder along with the grant application.

You must submit the "full" DMP to either the institution or the funder no later than 6 months after project approval. At the end of the project you will submit a final version of the DMP together with the final report. More information can be found here.

If you need to submit your DMP to UHasselt, send the finished file to rdm@uhasselt.be with the mention of the project you want to submit your plan for. The RDM team will archive your plan and let your funder know that you have fulfilled this requirement.

 

When should I contact an ethics committee?

When you work with sensitive data, you always need the permission of the appropriate ethics committee:

If you have any doubts about working with the above-mentioned data, you may always contact the RDM team.

 

Will the UHasselt Google shared drive suffice as a storage location for my data?

The UHasselt Google shared drive suffices as a storage location for your data during the research, because it allows you to collaborate with colleagues in a secure environment. When the research project is finished, it is better to archive your data elsewhere, for instance in an online repository. When you archive your data in such a repository, you take a giant step towards FAIR data (findable, accessible, interoperable, reusable) and, if possible, towards sharing your data. If you leave your data static on Google drive, on the other hand, no one will know of its existence, let alone consult it, unless they contact you personally. An external repository or data center will also curate your data so they do not become corrupt and unusable.

 

Does UHasselt have a data repository?

No, there is no institutional data repository at UHasselt. For sustainable storage of your data after the end of your project, we recommend using an external data repository. We are currently working on setting up an institutional metadata repository that is integrated into the Document server. In this repository you can upload the metadata describing your dataset(s) so that they appear in your publication list and on your researcher profile.

 

What if I cannot use open data formats?

It is possible that there is no suitable open source software with which you can perform the desired analyses on your data (e.g. because of security reasons), or that you cannot save your data in an open format (e.g. because of loss of functionality). During the research it is not a requirement that you do so. After the research is finished, you can prepare the data for archiving and use the appropriate open formats for this.

 

Can I include the costs of Open Access publishing in my project application?

All information on Open Access can be found on the library's Open Access website.

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