Data Management: Make Your Research Data Compliant with Tri-Agency Policies

On the 27th of February, 2018, we hosted a lightning lunch, titled “‘Because SSHRC Says You Have to’: Managing Your Research Data”. We were pleased to have Laure Perrier and Mariya Maistrovskaya from University of Toronto Libraries to speak to us about managing your research data from creation to long-term preservation to open-access publication. At this lunch, Perrier and Maistrovskaya outlined the recent Tri-Agency Statement of Principles on Digital Data Management and Open Access Policy on Publications changes for researchers who have received funding. In this resource post, we provide some information on what this means for managing your research data and publishing your scholarly findings.

The Tri-Agency’s Statement of Principles on Digital Data Management outlines the agencies’ overarching expectations with regard to digital research data management, and the responsibilities of researchers, research communities, institutions and funders in meeting these expectations. It complements and builds upon existing agency policies, and serves as a guide to assist the research community in preparing for, and contributing to the development of, Tri-Agency data management requirements. This means researchers are responsible for incorporating data management best practices into their research; developing data management plans to guide the responsible collection, formatting, preservation and sharing of their data throughout the entire lifecycle of a research project and beyond; following the requirements of applicable institutional and/or funding agency policies and professional or disciplinary standards; acknowledging and citing datasets that contribute to their research; and staying abreast of standards and expectations of their disciplinary community. Grant recipients are also requirement to ensure that all research data collected must be preserved and made available for use by others within a reasonable period of time. The Tri-Agency considers a reasonable period to be within two years of the completion of the research project for which the data was collected. University of Toronto Libraries provides research data management services to manage your research data and how to deposit it in an open-access repository.

The new Tri-Agency Open Access Policy on Publications requires grant recipients to ensure that peer-reviewed journal publications arising from Agency-supported research are freely accessible within 12 months of publication. This policy applies to all grants awarded NSERC or SSHRC from May 1, 2015 and onward; and by CIHR from January 1, 2008 and onward. Researchers holding previously awarded grants are also encouraged to adhere to the requirements of this policy. To comply with the new policy researchers can 1) deposit their work into an open access repository, or 2) publish in an open access journal.

For option 1, researchers publish their research in the journal of their choice, then deposit their final, peer-reviewed manuscript into an institutional or disciplinary repository that will make the manuscript freely accessible. For this option, researchers must ensure that their publisher permits self-archiving. University of Toronto offers this option to faculty and students free of charge with its secure research repository, TSpace. For an example of other open access repositories see The Open Directory of Open Access Repositories (OpenDOAR).

For option 2, researchers publish their research in a journal that offers immediate open access or that offers open access within 12 months. Publishing costs in open access journals are eligible expenses under the Use of Grant Funds. For a list of open access journals see Director of Open Access Journals (DOAJ).

Grant recipients are reminded that by accepting Agency funds they have accepted the terms and conditions of the grant or award as set out in the Agencies’ policies and guidelines, such as making their research data and publications open access. In the event of an alleged breach of Agency policy, the Agency may take steps outlined in accordance with the Tri-Agency Framework: Responsible Conduct of Research to deal with the allegation.

You can contact University of Toronto Libraries here to ask any questions regarding how you can manage your research data and to make your publications open access.