FAIRsharing
Search
K

Policy Content and Scope

Policy metadata within the "Additional Information" tab is applicable to our policy registry only.
Each field within this section of a policy's Additional Information 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.

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

DMP Development fields are available for all policy record types except journals and journal publishers.
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

This should only be answered if the choice made in the DMP Development field is anything other than Not Covered.
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

This should only be answered if the choice made in the DMP Development field is anything other than Not Covered.
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

This field is only be available for institutional and funder policy record types.
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

Compliance fields are available for all policy record types except journals and journal publishers.

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. 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. https://doi.org/10.5281/zenodo.6225938
  2. 2.
    Davidson, Joy, & Horton, Laurence. (2022). Creating and Sharing Structured Policy Descriptions - a step by step guide (1.0). Zenodo. https://doi.org/10.5281/zenodo.6281106
  3. 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. https://doi.org/10.5281/zenodo.6225775
  4. 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: http://doi.org/10.5334/dsj-2020-005
  5. 5.
    Concordat on Open Research Data, as of February 2024.