Agreement for the use of CPR data

  1. Our Data Philosophy:

1.1 SAHFOS has an open and transparent approach to data availability, data requests and data citation.

1.2 SAHFOS believes that its plankton observation, ancillary datasets and associated metadata should be freely available to collaborating researchers conducting research into global change and environmental science. Increasing the number of scientists that can access and work with SAHFOS datasets will accelerate the progress of marine ecological science and enhance the societal benefit derived from SAHFOS data.

1.3 Tracking SAHFOS data use by the research community is crucial in order to demonstrate value for money and secure sustained funding for the Foundation.

1.4 As a result SAHFOS encourages regulated access and data use through range of collaborative opportunities between external researchers and staff scientists in order to accelerate scientific progress.

  1. Our Commitment:

2.1 SAHFOS will identify those data and products which are to be stored in view of potential future use. Such identification to be carried to ensure maximum consistency and that appropriate safeguards are in place to prevent loss of key data.

2.2 SAHFOS will retain those data and products so identified in a form, which makes them accessible and useable.

2.3 SAHFOS will participate in relevant activities involved in data provision, development of standards and quality assurance and of techniques, hardware and software required for the storage and manipulation of data.

2.4 SAHFOS will make available data to research and education communities for bona fide use in non-commercial activities on terms which recover the cost of extraction, handling and transmission. All other conditions, usually associated with a commercial transaction such as restrictions on further dissemination, will remain valid and form part of any agreement to supply.

2.5 SAHFOS will implement reciprocal agreements with other agencies where mutual benefit may result. Such agreements may allow access to data free of charge. Such reciprocal arrangements will be audited from time to time to ensure that reciprocity is being maintained.

2.6 SAHFOS will continually develop the design of the SAHFOS database and its accessibility interfaces in line with best practice identified by the Ocean Observation community and its requirements for data collection, quality control, processing, and information technology infrastructure.

  1. Data Availability:

3.1 Access to CPR data is free for individual, non-grant funded, non-commercial researchers collaborating on plankton ecology and related domains with SAHFOS staff scientists.

3.2 By default, there is a two year embargo period on SAHFOS data. Additional embargo periods, associated with contractual obligations, may apply and SAHFOS will communicate these to request originators on a case-by-case basis.

3.3 Freely accessible data products will be made available on the SAHFOS website, with the number and scope of these products developed over time.

3.4 Requests for data will be submitted via the Data Request Form available on the SAHFOS website as per ยง4.1.

3.5 Requests for access to significant proportions of the SAHFOS data archive will only be granted to scientists coming to work on site at SAHFOS. This is to enable briefing about the interpretation of the data and ready access to staff expertise in analysing and visualising SAHFOS data sets.

3.6 SAHFOS expects request originators to build collaboration with staff scientists, and a staff collaborator will be assigned to a data request unless the submitted data request indicates that a member of SAHFOS staff is already collaborating with the request originator.

3.7 SAHFOS does not charge for small, non-commercial data requests. For larger, more complex requests, or requests from grant funded projects or consortia, SAHFOS expects that a collaboration will have be developed in advance of the data request and that the time and expertise of SAHFOS staff associated with serving the request and advising on data analysis and interpretation will be funded through the project or consortia grant.

3.8 Requests for data from commercial entities will incur access charges and the involvement of SAHFOS expert staff for data interpretation. Data and sample access costs for commercial use will reflect administrative, computational and interpretive expertise required to deliver the request. The cost of this service will be negotiated on a case-by-case basis by SAHFOS with the request originator.

  1. Data Request Process:

4.1 The process to request access to SAHFOS data is as follows:

i. Enquiries for access to CPR data should be made via the Data Request Form available on the SAHFOS website;

ii. Within one week of submission the Data Manager will contact the request originator to clarify the request and/or provide a Data Licence Agreement for signature before the request is processed;

iii. Data will be extracted and the Dataset specified in the Data Licence Agreement will be produced by the SAHFOS Data Product Team;

iv. A custom Digital Object Identifier will be minted and a copy of the Dataset archived by SAHFOS.

v. On receipt of the signed Data Licence Agreement the Dataset will be released, for use as set out by the terms and conditions of the Data Licence Agreement.

vi. The data request originator will be paired with a SAHFOS staff scientist who will act as on-going point of contact and collaborator once the requested Dataset has been released. The SAHFOS staff collaborator will also provide expertise and advice in data use and interpretation.

4.2 SAHFOS will regularly publish a list of data requests to illustrate which organisations are using SAHFOS data and where the funding to support these requests comes from. These lists will be disseminated through the SAHFOS Annual Report and/or the SAHFOS website.

4.3 If SAHFOS receives data requests for similar purposes from different institutions, from different groups within an institution or which align with active research work being carried out by SAHFOS staff, SAHFOS will make all request originators aware of the situation and broker collaborations between all parties.

  1. Data Licence

5.1 Access to SAHFOS data requires all request originators to agree, sign and abide by the terms and conditions of the SAHFOS Data Licence Agreement.

  1. Data Citation & Reporting

6.1 Datasets are provided with an embedded SAHFOS attribution, suggested citation and Digital Object Identifier (DOI) which must be used to acknowledge the Dataset as specified in the Data Licence Agreement.

6.2 SAHFOS requires individuals in possession of SAHFOS data to report to the Foundation, for the lifetime of the Data Licence Agreement, on the use of the data, its inclusion into data products and dissemination through publication.

6.3 SAHFOS expects that co-authorship will be offered to SAHFOS staff scientists in response to their active collaboration on projects requiring the use of SAHFOS data products.

  1. Data Destruction

7.1 The SAHFOS data licence grants permissions for users to work on a specified SAHFOS Dataset for a limited period of time. At the expiry of this permission, the original and all copies of the dataset must be destroyed.

7.2 SAHFOS will archive the datasets created from the original request so that the Dataset can be re-requested at any time.

7.3 After the expiry of the Data Licence Agreement the DOI and associated URL must be used to refer to the Dataset.

7.4 You may not keep a copy of the Dataset beyond the Date of Termination specified in the Data Licence Agreement.

  1. Collaborative Opportunities

8.1 SAHFOS proactively encourages active collaboration between external scientists, commercial entities and internal staff scientists.

8.2 To initiate collaboration, please make informal enquiries directly to SAHFOS staff scientists or express an interest in the SAHFOS Associated Researcher scheme.

  1. Policy Review

9.1 The SAHFOS Data Policy will be annually reviewed by internal panel. The application of the Data Policy will be at the discretion of the Director and, if deemed necessary, in consultation with the Board of Trustees.

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