NF Data Portal Documentation
NF Data Portal Documentation
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SOP: Embargo End and Data Release

Purpose

This SOP outlines procedures and responsibilities for releasing data from a funded project within the NF Data Portal.

Procedure

At Embargo End Date

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

  • NF-OSI DCC contacts Funder and Awardee notifying them of the impending data release and confirming their approval of the data release. 

  • If rejected, NF-OSI DCC adjusts embargo end date as determined by the funder. 

  • If approved, NF-OSI DCC completes the data release checklist. This checklist is subject to change but currently looks like: 

    • Confirm that the uploaded data has been annotated to minimal NF-OSI metadata standards. Ideally, issues were resolved around the Project Grant End (before researchers lose funding incentives to fix metadata issues), but conditions are often less than ideal, and a final check is helpful.

    • Confirm that any needed governance requirements (e.g. ARs) have been implemented before data release.

    • Confirm any new publications that should be linked to the project/datasets. (Many publications are not ready until after the Project Grant End.)

    • Change dataStatus (to Available, Partially Available, or Rolling Release) in the Synapse project annotations, which will update the status in the Portal to let other users know the data status of the project.

    • Update study acknowledgementStatements. This typically looks like the below (don't forget to replace {INSERT CITATION HERE} with the actual relevant citation!) In using this data, you promise to acknowledge the data contributors by including the following statement: "Data was provided by: {INSERT CITATION HERE}" In addition, please acknowledge the NF Data Portal like so: "The results published here are in whole or in part based on data obtained from the NF Data Portal (http://www.nf.synapse.org, RRID:SCR_021683) and made available through the NF Open Science Initiative.”

    • Update study accessRequirements This is typically either something like "Accessing the data from this study requires a Synapse account." for unprotected studies or a link to the wiki page that describes data request application instructions.

    • Update Actual Data Release Date field over in Managed Synapse Projects page.

    • Set the permissions to Public - All Synapse Users Can Download for the project. Make sure ARs are already in place to protect certain datasets if needed.

    • Recommended: Use a non-privileged account to test download of data.

  • After data release, NF-OSI DCC notifies Funder and Awardee of data release by email. 

  • NF-OSI DCC contacts Funder (and Awardee) whether the released data to be advertised through NF-OSI Newsletter