Ghent University policy

Ghent University policy framework on RDM

Ghent University adopted a policy on RDM in September 2016.

It outlines the general framework for handling research data at the university, and defines basic principles and responsibilities.

View Ghent University's policy framework on RDM

Basic principles

Ghent University views RDM as an integral part of good research practice.

Research data are valuable scientific output that should be made available for the verification of research and for reuse where possible.

However, (temporary) restrictions on access to research data may be necessary, e.g. to protect personal or otherwise confidential data, or to seek protection of research results under intellectual property rights.

Responsibilities

Ghent University considers RDM as a shared responsibility:

• The central administration is committed to gradually developing university-wide support services for RDM.
• Faculties can take more domain-specific initiatives to encourage good RDM practices in accordance with the general policy framework.
• Individual researchers are responsible for the careful management of research data in line with the policy's provisions.

Expectations regarding research data

In a nutshell, Ghent University’s RDM policy framework expects researchers to:

1. Comply with relevant legal and other external obligations (e.g. GDPR, funder requirements, ethical codes, contractual obligations with third parties).
2. Plan for data management, preferably by writing a Data Management Plan.
3. Adequately document research data.
4. Securely store and process data during the research process.
5. Preserve relevant data and accompanying documentation for a minimum of 5 years after completion of the research project/project funding, or after publication (whichever comes later).
6. Provide access to data within UGent for scientific integrity review, and share them more widely where possible, taking into account any restrictions that may be required.

As the RDM landscape is continually evolving, the Ghent University Policy Framework will be periodically updated.

BOF- and IOF-funded research

A Data Management Plan (DMP) is required for research funded via UGent (BOF and IOF) that is granted from 2020 onwards.

What?

As a researcher, you are expected to:

• Submit a first version of your DMP no later than 6 months after the official start date of your project or fellowship/scholarship.

• Keep this DMP up to date during the course of your research.
• If you are a PhD student, submit the final version of the DMP before your public defense. In all other cases, submit it no later than 3 months after the end of the project or fellowship/scholarship.

How?

If you want to use a DMP template not available via DMPonline.be, please contact rdm.support@ugent.be.

Who?

The DMP requirement applies to all types of BOF and IOF projects and fellowships/scholarships, with the exception of:

• BOF professorships
• BOF funding for IDC co-ordinators and for association and alliance initiatives
• BOF research equipment
• Societal Value Creation Fund
• IOF-Equip projects

PhD students

A Data Management Plan (DMP) is required for doctoral researchers with a first enrollment from the academic year 2020-2021 onwards, as stipulated in the Education & Examination code.

What?

As a PhD student, you are expected to:

• Submit a first version of your DMP no later than 6 months after your first enrollment as a PhD student.

• Keep this DMP up to date during the course of your doctoral research.
• Submit the final version of your DMP before the public defense of your PhD thesis.

How?

If you want to use a DMP template not available via DMPonline.be, please contact rdm.support@ugent.be.

Please note:

• Doctoral students from the Faculty of Law and Criminology normally already have to submit a DMP before their enrollment via Oasis. They do not need to send it again to dmp.admin@ugent.be.
• PhD students with an FWO PhD fellowship also need to upload their DMP to GISMO to comply with FWO requirements.

European Code of Conduct for Research Integrity

Ghent University's Board of Directors endorsed the European Code of Conduct for Research Integrity by ALLEA (All European Academies) in March 2018. For the latest version, see the Code's revised edition 2023.

The Code includes a dedicated section on data management. It lists a number of expectations for individual researchers and their institutions:

• Ensuring appropriate stewardship and curation of all (meta)data and research materials (e.g. code, software, protocols), including unpublished ones, with secure preservation for a reasonable and clearly stated period.
• Ensuring that access to data is as open as possible, as closed as necessary and where appropriate in line with the FAIR Principles.
• Providing transparency about how to access and make use of their data and research materials.
• Informing research participants about the (re)use, storage, and deletion of, as well as access to, their data, in compliance with GDPR.
• Acknowledging data and other research materials as legitimate and citable products of research.
• Ensuring that any contracts or agreements relating to research outputs include equitable and fair provisions for the management of their use, ownership, and/or their protection under intellectual property rights.

Related University policies

Ghent University also has a number of other policies and regulations that are relevant to RDM, and with which researchers are expected to be familiar:

• Vision on information security at Ghent University (only available in Dutch)
• Generic code of conduct for the processing of personal data and confidential information
• Regulations about valorization
• AUGent research regulations (only available in Dutch) 
• Policy plan on research integrity
• Policy on scholarly publishing