# Policy Content and Scope {% hint style="info" %} **Policy metadata** within the "Additional Information" tab is applicable to our **policy registry** only. {% endhint %} Each field within this section of a policy's [Additional Information](https://fairsharing.gitbook.io/fairsharing/additional-information/..#policies) tab provides information about that policy's content or scope. These fields, where possible, align with the FAIRsFAIR Structured Policy Description Template and associated materials\[1-3], the RDA Developing a Research Data Policy Framework for All Journals and Publishers\[4], and the Concordat on Open Research Data\[5] as described most recently in [this blog post](https://blog.fairsharing.org/?p=691). ## Sharing Data ### Mandated data sharing Does this policy require data sharing, other than clearly stated valid reasons? If the policy clearly states that data sharing is required and provides clarity on legitimate exceptions to data sharing, select **Required**. If the policy encourages, but does not require, data sharing, select **Suggested**. If the policy does not address data sharing or lacks clarity over what is expected of researchers, select **Not Covered. Other** is provided if none of the available options are suitable. An optional free-text note field is also available to provide further detail if necessary. ### Exceptions to data sharing The policy should also make clear which exceptions to data sharing are allowed (e.g., personal sensitivity, commercial sensitivity). Any embargo periods that are allowed should be clearly stated in the policy. If this policy allow exceptions to the stated data sharing methods, select **yes**, otherwise select **no**. ## Sharing metadata The policy should make clear any expectations around metadata sharing, in particular when the *data* cannot be shared openly or if data are no longer accessible. Policies should require tombstone metadata records be maintained after the data may no longer be available to avoid dead ends (e.g., data is destroyed after a retention period). If the policy clearly states that metadata sharing is required and provides clarity on legitimate exceptions, select **Required**. If the policy encourages, but does not require, metadata sharing, select **Suggested**. If the policy does not address this topic or lacks clarity over what is expected of researchers, select **Not Covered. Other** is provided if none of the available options are suitable. An optional free-text note field is also available to provide further detail if necessary. ## Sharing research software Does this policy make it clear that, to aid reproducibility, research software **must** be deposited with a suitable code repository? If the policy clearly states that sharing research software is required and provides clarity on any legitimate exceptions, select **Required**. If the policy encourages, but does not require, the sharing of research software, select **Suggested**. If the policy does not address this topic or lacks clarity over what is expected of researchers, select **Not Covered. Other** is provided if none of the available options are suitable. An optional free-text note field is also available to provide further detail if necessary. ## DMP Development {% hint style="info" %} DMP Development fields are available for all policy record types **except** journals and journal publishers. {% endhint %} Does the policy include an expectation on data management planning (DMP) development? Data management planning is an essential first step in the research lifecycle and ensures that researchers and data stewards can plan effectively to make research data findable,accessible, interoperable and reusable (FAIR). Policies should require the development of a DMP as part of research practice. ### Mandated DMP Creation If the policy mandates the development of a data management plan, select **Required**. If the policy encourages the development of a data management plan, select **Suggested**. If the policy does not refer to data management plans or lacks clarity over what is expected of researchers, select **Not Covered. Other** is provided if none of the available options are suitable. An optional free-text note field is also available to provide further detail if necessary. ### Timing of DMP {% hint style="info" %} This should only be answered if the choice made in the **DMP** **Development** field is *anything other than* **Not Covered.** {% endhint %} Where DMPs are required,policies should provide clarity over the timing of their preparation and delivery. If multiple versions are required at different stages,this should be made clear. If the policy makes clear at what stage the DMP should be prepared, then select that stage, either **Pre-award** or **Post-award**. If at another stage, then use the **Other** option to specify the stage in the **note** field. If the policy lacks clarity about when the DMP should be prepared then please select **Not applicable.** An optional free-text note field is also available to provide further detail if necessary. ### Updating of DMP {% hint style="info" %} This should only be answered if the choice made in the **DMP** **Development** field is *anything other than* **Not Covered.** {% endhint %} It is advisable that the policy includes an expectation that DMPs will be updated over their research lifecycle. Updated DMPs should be clearly versioned. If the policy makes clear that the DMP must be updated and versioned over the life of the project, select **yes**. If the policy lacks clarity about whether the DMP should be updated, then select **no.** An optional free-text note field is also available to provide further detail if necessary. ## Data Protection Policies should make clear any expectations associated with data protection legislation such as GDPR. If the policy makes clear that data protection is part of research data management and provides links to related policies and/or supporting documentation, then please select **yes**. If the policy refers to data protection but does not provide links, or if the policy does not refer to data protection, then select **no**. An optional free-text note field is also available to provide further detail if necessary. ## Data Availability Statement Policies should make clear that Data Availability Statements are provided in publications indicating how to access the underlying data or how to request legitimate access to closed data. If the policy makes clear that a Data Availability Statement is required, select **yes**. If the policy encourages (but does not require) such a statement, or if the policy does not refer to Data Availability Statements at all, select **no**. An optional free-text note field is also available to provide further detail if necessary. ## Licences for Outputs Policies should provide a preferred list of appropriate licences making clear what reuse conditions (if any) must be respected. Related policy guidance should be provided to help researchers to select appropriate licences. If the policy requires the use of appropriate licences for research outputs, select **yes**. If the policy encourages (but does not require) the use of appropriate licences for research, or does not refer to licences, select **no**. An optional free-text note field is also available to provide further detail if necessary. ## Data Citation Policies should include a clear statement in relation to data citation expectations. Related guidance should provide advice on how to cite a broader range of research outputs including data and software, as well as actors and enablers such as data managers, data stewards, funding bodies, research infrastructures and organisations. If the policy provides a clear expectation about data citation, select **yes**. If the policy lacks clarity in relation to expectations around data citation, or does not include such information at all, select **no**. An optional free-text note field is also available to provide further detail if necessary. ## Data Preservation The policy should make clear the period of time beyond the life of the project that selected outputs must be retained. Links to relevant preservation policies and/or retention schedules should be provided. Guidance should be provided to assist researchers during DMP creation to assess the potential risks, benefits and associated costs to enable the preservation of FAIR data over time. If the policy requires that selected data must be preserved for a set period of time, select **yes**. If the policy lacks clarity in relation to the preservation of selected data, or does not include such information at all, select **no**. An optional free-text note field is also available to provide further detail if necessary. ## Supported Costs {% hint style="info" %} This field is only be available for institutional and funder policy record types. {% endhint %} Do funding bodies’ data policies support justified costs associated with RDM and making data FAIR? If so, select **yes**. Otherwise, select **no.** An optional free-text note field is also available to provide further detail if necessary. ## Compliance {% hint style="info" %} Compliance fields are available for all policy record types **except** journals and journal publishers. {% endhint %} ### Compliance guidance Policymakers should provide access to generic guidance to help researchers to comply with their policies. Where relevant and where resources allow, policymakers should provide access to domain specific guidance. If associated guidance is provided to help researchers adhere to the policy, select **yes**. If it is not clear whether associated guidance is provided, or does not include such information at all, select **no**. An optional free-text note field is also available to provide further detail if necessary. ### Compliance monitoring Policies should make clear how and when compliance will be monitored.If monitoring will take place, rewards for compliance and/or penalties for non-compliance should be made clear. If the policy makes clear whether compliance will be monitored and provides clarity on related rewards or penalties, select **yes**. If the policy does not address monitoring or lacks clarity over whether compliance will be monitored, select **no**. An optional free-text note field is also available to provide further detail if necessary. ## References 1. Davidson, Joy, Grootveld, Marjan, van Horik, René, Verburg, Maaike, Engelhardt, Claudia, Garbuglia, Federica, Vieira, André, Newbold, Elizabeth, Proudman, Vanessa, & Horton, Laurence. (2022). FAIRsFAIR Structured Policy Description Template (1.0). Zenodo. 2. Davidson, Joy, & Horton, Laurence. (2022). Creating and Sharing Structured Policy Descriptions - a step by step guide (1.0). Zenodo. 3. Davidson, Joy, Grootveld, Marjan, Verburg, Maaike, van Horik, René, O'Connor, Ryan, Engelhardt, Claudia, Garbuglia, Federica, Vieira, André, Newbold, Elizabeth, Proudman, Vanessa, & Horton, Laurence. (2022). FAIR-enabling Data Policy Checklist (1.0). Zenodo. 4. Hrynaszkiewicz, I., Simons, N., Hussain, A., Grant, R. and Goudie, S., 2020. Developing a Research Data Policy Framework for All Journals and Publishers. *Data Science Journal*, 19(1), p.5. DOI: 5. [Concordat on Open Research Data](https://www.ukri.org/wp-content/uploads/2020/10/UKRI-020920-ConcordatonOpenResearchData.pdf), as of February 2024. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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