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POLICIES & AGREEMENTS


1) VTechData Deposit Agreement
2) VTechData Publication Agreement
3) VTechData Publishing Requirements

 

1) VTechData Deposit Agreement

Last revised May 2 2017

In depositing (uploading) data into VTechData, you, the Depositor, agree that:

  1. You will provide a minimum level of metadata (i.e. title, creator, keyword(s), rights) with the data deposited.
  2. You will select a Visibility Level and license appropriate for anticipated data access and re-use, as described in the VTechData Visibility Options for Deposited Data page.
    1. Depositors have the right to temporarily restrict access to uploaded data to those within Virginia Tech or to just themselves.
    2. The purpose of VTechData is to improve the discoverability and access of research data. To that end, The VTechData Administrators reserve the right to remove Deposited but un-Published data for which we can not determine a contact.
  3. Depositing the data, and/or making it publicly accessible, does not violate law or ethics. This includes but is not limited to
    1. data for which you do not have rights to upload or disseminate. This includes
      1. data containing information under copyright for which you have not received permission from the copyright holder,
      2. data of a proprietary nature for which the Depositor does not have the rights to disseminate.
    2. violation of federal, state and local laws (e.g. HIPAA, FERPA, ITAR, Export Control). These include deposit of data containing
      1. information that could lead to the direct or indirect identification of human subjects in research projects,
      2. information that could lead to the direct or indirect identification of students,
      3. classified or sensitive information relevant to national security, and
      4. violation of institutional policies, including
        1. the VT Policy on Ownership and Control of Research Results,
        2. the VT Policy on Intellectual Property, and
        3. the VT Standard for Transmitting and Storing Personally Identifying Information.
    3. the upload of de-identified human subjects data for which consent and IRB approval was not obtained.

For Deposited data, it is the responsibility of the VTechData Administrators to:

  1. Maintain the VTechData platform, including the provision of access and visibility to deposited data as chosen by the Depositor.
  2. Maintain the privacy of users of this data and the VTechData platform as per VT Policy 7030 (Policy on Privacy Statements on Virginia Tech Web Sites).
  3. Ensure that the VTechData platform is working as intended.
  4. Communicate with Depositors and Publishers about procedures and policies surrounding VTechData.
  5. Provide curatorial services associated with the VTechData platform, including assistance to Depositors in Publishing their data.

The VTechData Administrators reserve the right to remove any deposited or published data, including data that is in violation of Virginia Tech policy or in violation of federal, state, or local laws.

If a Data Depositor wished to have their uploaded data Published such that it receives a citation and DOI (digital object identifier), they have additional responsibilities as stipulated in the Publishing Agreement.

Data Depositors and Publishers can contact the VTechData Administrators with any issues or errors they encounter in interactions with the VTechData platform, including uploading, organizing, and describing data.

 

2) VTechData Publication Agreement


Last revised May 2 2017

In requesting data be published on the VTechData platform, you, the Requestor, agree to the following:

  1. As a Requestor you agree to what is stipulated in the Deposit Agreement. Deposit of data on the VTechData platform is a prerequisite for Publication of data on the same platform.
  2. That you, the Requestor, have the permission of the original data creator (i.e. the researcher responsible for creation of the dataset) to request publication and perform other actions on the data hosted on the VTechData platform.
  3. As described in the VTechData Publishing Requirements, you will provide additional metadata and documentation before the data is published. This includes designation of a ‘corresponding author’ for the published data that Data Users can contact.

For Published data, it is the responsibility of the VTechData administrators to:

  1. As also specified in the Deposit Agreement:
    1. Maintain the privacy of users of this data and the VTechData platform as per VT Policy 7030 (Policy on Privacy Statements on Virginia Tech Web Sites).
    2. Ensure that the VTechData platform is working as intended.
    3. Communicate with Depositors and Publishers about procedures and policies surrounding VTechData.
  2. Maintain the VTechData platform, including the provision of access to Published Data.
    1. Access to published Data on the VTechData platform will be maintained for at least five years after publication.
  3. Maintain the integrity of the Published Data such that the information it contains remains unchanged while it remains on the VTechData platform.

The VTechData administrators also have the right to:

  1. Make information about the Published Data widely available to improve the discoverability of the Published Data (e.g. make metadata available to search engines and discovery interfaces).
  2. As necessary, migrate or transform the Published data to maintain its accessibility on the VTechData platform.

The VTechData Administrators reserve the right to remove any deposited or published data, including data that is in violation of Virginia Tech policy or in violation of federal, state, or local laws.

Data Depositors and Publishers can contact the VTechData Administrators with any issues or errors they encounter in interactions with the VTechData platform, including uploading, organizing, and describing data.

 

3) VTechData Publishing Requirements

To best ensure that your Deposited data, organized as a dataset, is discoverable and accessible upon its Publication, we require a minimal set of metadata about it. We also recommend you include clear documentation to better ensure that others can make effective use of your dataset. For these reasons a data curator will review your dataset with the following criteria in mind:

  1. Question: Does your dataset have an existing “persistent identifier”?
    1. If yes: please provide the identifier.
    2. If no: you will be provided one once your request has been processed.
  2. Your dataset must have associated items.
  3. Items included as a part of your dataset should contain supporting material or information associated with your dataset.
  4. For publication purposes, the “Creator” field for your dataset must be populated and must include creators from all items included in your dataset.
  5. Your dataset must have a ‘corresponding author’ identified to which questions about the data can be referred.
  6. Your dataset must have a title that effectively communicates the purpose of associated data.
    1. It is recommended that your dataset title match the title given to its associated manuscript.
    2. It is also recommended that associated items have descriptive titles rather than cryptic file names.
  7. For publication and reuse purposes, the “Abstract or Summary” field is required for both datasets as well as associated items.
  8. Items should have clear documentation. This can exist within the individual files, as a supplemental readme file, or as a description in the metadata.
  9. Related URL links in your metadata will be verified.
  10. Archival file formats are recommended for publication along with your original file formats.

It is necessary to meet the required criteria before we can publish your dataset in VTechData and provide a digital object identifier (DOI). We will notify you when your dataset is published, or to inform you that we require or recommend further metadata/documentation prior to dataset publication.

Published datasets will be locked from further editing to ensure that future citations to them will refer to the same information that was originally published by Virginia Tech. If you find additions or modifications to the metadata are needed, or if there is a reason to remove access to the published data, contact vtechdata@vt.edu.