NF Data Portal Documentation
NF Data Portal Documentation
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SOP: Award End

Grant End

Purpose

This SOP outlines procedures and responsibilities for closing out a funded project within the NF Data Portal, ensuring comprehensive finalization, data validation, documentation, and archiving.

Procedure

At Grant End Date (Before Final Payment) 

  • An automated tool (“NF-bot”) sends an automated reminder to NF-OSI DCC to complete the grant close out checklist (nf-osi/dcc-site/blob/main/sop/project-grant-end-checklist.md) 30 days prior to grant end date. 

  • NF-OSI DCC completes grant closeout checklist. This checklist is subject to change but currently looks like: 

    • Confirm upcoming project end date with the funder. The project end date also sets the expected embargo end date. (If they have extended this project) If so, update the Grant End date to reflect extension and possibly the new Est Embargo End date as well. 

    • Update NF Projects Tracking with embargo end date confirmed by funder.

    • Confirm that all data listed on the data sharing plan are uploaded to Synapse. If data is missing, the NF-OSI DCC will email the Awardee to ask for data with the funder cc’ed. 

      • In the case of no response, NF-OSI DCC will escalate the project to the Funder to follow-up with the Awardee.  

      • If an extension is granted, Funder will tell the NF-OSI DCC of the new extension grant end date and embargo end date. If data is not to be shared, the NF-OSI DCC should also be informed and the DSP should be updated by NF-OSI DCC to reflect this. In the case that there is no official extension granted by the Funder to the Awardee, the Awardee should upload the data by the Grant End Date and no later than 30 days after the Grant End Date. 

    • Confirm that the uploaded data has been annotated to minimal NF-OSI metadata standards. If annotations are missing, notify study data lead, cc-ing funder, and provide links to documentation on how to annotate data.

    • At this stage, it is unlikely that study publications are finalized. 

    • Determine governance requirements for this project following the current governance workflow for this project, and implement.

      • Review the project's data sharing plan to determine if there are any special data sharing needs. For older data sharing plans, special data sharing needs means that the form indicates that Conditions for Use are required. For newer data sharing plans, this means the “Data Sensitivity Assessment” answer “Are not sensitive (i.e., do not meet any of the criteria below), and can be shared broadly without restriction after the project embargo period ends” was not checked.

    • Change “studyStatus” to Completed in Synapse.

    • Minting DOIs for datasets: 

      • Also ask the contributor to include this DOI in their manuscript's Data Availability Statement so that readers can find the data. Example email snippet: ”Are you publishing the data in a manuscript? If so, the funder would like to ensure that you create a DOI to link the data to your publication.”

  • After the grant closeout checklist is complete, NF-OSI DCC sends notification email to Funder and Awardee to let them know that the data deliverables are complete.

  • Funder reviews and confirms that all data listed on the data sharing plan are uploaded to Synapse. 

  • Funder releases final payment to Awardee (subject to any other requirements beyond data sharing).