Research Integrity and Compliance
- Ethical Conduct of Research Policy
- Applying for Human Research Ethics Procedure
- Applying for Animal Research Ethics Procedure
- Institutional Biosafety Procedure
- Authorship Procedure
- Research Integrity Policy
- Research Integrity & Misconduct Procedure
- Research Data Management Procedure
- Research Data Management Policy
- Intellectual Property Policy
- Disclosing and Exploiting Intellectual Property Procedure
- Disbursement of Net Revenue from Intellectual Property Commercialisation Procedure
- Research Export Controls Policy
- Research Export Controls Procedure
- Forms
- Printable PDF Version
- Purpose
- Scope
- Legislative Context
- Definitions
- Actions
- Responsible Persons
- Research Data Management Planning
- Research Data Management Ethics
- Storage of Research Data and Primary Research Materials
- Backup
- Access to Research Data and Primary Research Materials
- Retention of Research Data and Primary Research Materials
- Disposal of Research Data and Primary Research Materials
- Data Ownership
- Responsibility
- Supporting Documents
- Promulgation
- Implementation
- Records Management
Federation University Australia is committed to meeting its obligations consistent with the Australian Code for the Responsible Conduct of Research (The Code). The Research Data Management Procedure covers the requirements articulated in The Code regarding the responsibilities for the management, storage, access, retention and disposal of research data and primary materials.
This Procedure applies to:
- All staff, including sessional staff, employed by the University or any University-controlled entity;
- All persons, including adjunct staff, honorary staff, visitors or volunteers, engaged in research under the auspices of the University or any University-controlled entity, including research undertaken as a representative of the University that is conducted in conjunction with another entity, whether in the public or private sectors;
- All students, including past students, of the University who engage or have engaged in research and / or research related activities, related to their studies, while enrolled at the University.
- All research data and research data materials regardless of format, and subject to the provisions of any relevant contracts or funding/collaboration agreements.
- Federation University Australia Act 2010
- The Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act)
- Victorian Electronic Transactions Act 2000
- Victorian Evidence Act 1958
- Victorian Information Privacy Act 2000
- Victorian Health Records Act 2001
- Victorian Freedom of Information Act 1982
- Victorian Public Records Act 1973
- Victorian Crimes (Documentation Destruction) Act 2006
- Commonwealth Copyright Act 1968
A complete list of definitions relevant to this procedure is contained within the Research Data Management Policy.
A further list of definitions specifically relevant to this procedure is included below:
Term | Definition |
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Research data |
Data generated during research projects. Research data can include data in the form of facts, observations, images, samples, computer program results, recordings, measurements or experiences on which argument, test or hypotheses, or another research output is based. Data may be numerical, descriptive, visual or tactile. It may be raw, cleaned, or processed, and may be held in any format or media. It includes laboratory notebooks, as well as any other records, including computer code, that are necessary for the construction and evaluation of reported results of research, and the events and processes leading to those results. Research data is to be distinguished from the information about research performance and statistical data which is used by the University for planning and budgetary purposes and reported by the University to government agencies (for example and including the Higher Education Research Data Collection, HERDC, and Excellence in Research for Australia, ERA). |
Research Data Management | All the processes and actions that control how data is collected, organised, used, stored, shared, disseminated and disposed of within the data life cycle, for current and future research purposes. |
Primary materials | Print, digital or physical objects collected and/or used during scholarly activity and investigation from which research data may be obtained. It includes materials such as biological samples, mineral samples, survey questionnaires, measurements, recordings, computer results, and artefacts (including design). |
Research | The concept of research is broad and includes the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies, inventions and understandings. This could include synthesis and analysis of previous research to the extent that it is new and creative. |
Researchers | Any person undertaking or piloting research in association or affiliation with Federation University Australia including but not limited to academics, students, Higher Degree by Research candidates, adjunct researchers, professional staff and third party associates. |
Retention | How long data is to be stored. |
The Code | The Australian Code for the Responsible Conduct of Research (2018). |
Federation University Australia, in accordance with a central principle of The Code, is required to retain sufficient data and materials to justify the outcomes of research, and to defend such outcomes should they be challenged.
The Code also contends that the potential value of data and material for further research should be considered, particularly where the research would be difficult or impossible to repeat. While it may not be practical to keep all primary material (such as soils, biological material, questionnaires, simulations or recordings), durable records derived from them (such as assays, test results, transcripts, and laboratory and field notes) must be retained where practicable and be accessible.
The University will provide secure storage for research data and research data records. Deans, Directors, and Heads of Research Centres will record the location of research data in a local register. Researchers will maintain a catalogue of research data, and where possible should share completed research datasets with potential interested researchers through FedUni. figshare. Researchers are permitted to keep a copy of research data when they leave the Institution, but the University remains the custodian of research data.
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Take responsibility | Deputy Vice-Chancellor (Research & Innovation) | The Deputy Vice-Chancellor (Research and Innovation) or delegate has overall responsibility for overseeing the effective implementation of the Research Data Management Procedure. The Academic Board (through the Research Committee), as the approving body, has responsibility for academic oversight of the Procedure. |
The University |
The University is responsible for providing facilities for the safe and secure storage of research data and research data records.
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Deans and Directors/Heads of Research Centres |
Deans and Directors/Heads of Research Centres (or equivalent) are responsible for:
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Individual University Researchers |
Individual University researchers are responsible for maintaining records of research data and primary materials, and ensuring that these records and the research data and materials, are securely stored. University researchers are responsible for and required to:
All research data should be stored together with its associated documentation where possible.
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Research Data Management Planning | All researchers |
All researchers are encouraged, as good practice, to develop a Research Data Management Plan when planning research projects and other research activities. The Plan must include:
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B. | Comply with any contractual agreements | Researchers | Researchers must comply with any relevant contractual, intellectual property and confidentiality agreements, and ethical requirements when developing the Research Data Management Plan. |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Prepare research ethics application (as per ‘Applying for Human Research Ethics Procedure’ or ‘Applying for Animal Research Ethics Procedure’ | Researchers | Research ethics applications should consider Research Data Management and, in particular, data sharing and re-use, in the context of privacy, confidentiality and consent, cultural sensitivity, and community-based research. Data should be available for other researchers unless there are satisfactory reasons not to do so. |
B. | Include detail relevant to data management within application | Researchers |
Ethics applications should be explicit about any plans to provide other researchers with access to data, and describe strategies for protecting privacy and confidentiality, e.g. by ensuring that:
|
C. | Include relevant detail in Plain Language Information Statement (and consent forms if applicable) | Researchers | The PLIS and consent forms submitted for approval should be explicit about any plans to make research data available, who will be able to access the research data, and how the research data may be accessed and potentially re-used (by the named researchers or by others) |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Store data during active research phase | Researchers |
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B. | Store data on completion of data collection | Researchers |
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C. | Share research outputs when possible via FedUni ResearchOnline | Researchers |
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D. | Share research data when possible via FedUni.figshare | Researchers |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Develop back up strategy | Researchers | It is expected that all research data and drafts of research outputs will be managed within the collaborative and storage tools endorsed by the University. This ensures that materials and files are backed up regularly. |
ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Ensure easy access to research data and primary materials (where applicable) | Researchers |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Retain research data and primary materials | Researchers |
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ACTIVITY | RESPONSIBILITY | STEPS | |
---|---|---|---|
A. | Dispose of research data and primary research materials | Researchers |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Be aware of requirements in relation to data ownership | Researchers |
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- The Deputy Vice-Chancellor (Research & Innovation) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
- The Director, Research Services is responsible for maintaining the content of this procedure as delegated by the Deputy Vice-Chancellor (Research & Innovation).
- Research Services is responsible for the maintenance of this procedure as directed by the Deputy Vice-Chancellor (Research & Innovation).
- Research Data Management Policy
- Research Integrity Policy
- Research Integrity & Misconduct Procedure
- Intellectual Property Policy
- Staff Code of Conduct Policy
- Statute 8.2 – Intellectual Property
- Research Publications Repository (FedUni Research Online) Policy
- Australian Code for the Responsible Conduct of Research
- Retention and Disposal Authority for Records of the Higher and Further Education Institutions – Public Record Office Standard PROS 16/07
Forms
- Research Data Storage Options Chart (PDF 107.4kb)
- Research Data Storage Options Flowchart (PDF 55.1kb)
The Research Data Management Procedure will be communicated throughout the University community in the form of:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
- distribution of e-mails to Head of School / Head of Department / University staff; and/or
- Notification to Schools
The Research Data Management Procedure will be implemented throughout the University via:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure;
Research Data | PROV Schedule | Responsible Officer | Minimum Retention Period |
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Records Disposal Authorisation Form | University Registrar |
Assessment under relevant Retention and Disposal Authority
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Summary record of data created as part of research activities within the institution | PROS16/07 3.3.1 | Permanent | |
Data and datasets created as part of research activities which are of regulatory or community significance - Includes data that is:
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PROS16/07 3.3.2 | Permanent | |
Data and datasets created from clinical trials as part of research activities. Excludes data and datasets included in class 3.3.2 | PROS16/07 3.3.3 | Temporary - Destroy 15 years after completion of research activity | |
Data and datasets created as part of research activities which involve minors. Excludes data and datasets included in class 3.3.2 | PROS16/07 3.3.4 | Temporary - Destroy 15 years after child reaches the age of 8 | |
Data and datasets created as part of research activities. Does NOT include data created for specific research activities for which additional regularly requirements apply, including: clinical trials, gene therapy and research involving children. Excludes data and datasets included in class 3.3.2 | PROS16/07 3.3.5 | Temporary - Destroy 5 years after completion of research activity |