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The PolyU Research Data Repository aims to facilitate the open sharing and preservation of research data generated by the PolyU community. It accepts a wide range of data types and formats, including but not limited to quantitative data, qualitative data, experimental data, observational data, and simulation data. For research publications (e.g. journal articles or book chapters) and non-traditional research outputs (e.g. exhibition catalogues etc.), please submit to the PolyU Institutional Research Archive (PIRA).
1. Depositors should own the dataset and hold the rights to deposit and share it in the repository.
2. Depositors who are eligible to deposit data in the repository include PolyU faculty members, researchers, and research students who have authorization from their supervisor.
1. Depositors are encouraged to deposit their research data in the repository to ensure long-term availability and accessibility.
2. Data should be deposited in an organized and well-documented manner to enhance discoverability and usability.
3. Depositors should only deposit data for which they hold the copyright and/ or have the necessary rights permissions to share it in the repository.
4. The repository accepts files up to a maximum size of 1 GB, with each dataset record allowing a maximum of 100 files. Depositors requiring assistance with uploading files exceeding these limits should contact the Library.
5. Depositors are encouraged to upload their Data Management Plan (DMP) when submitting their research data to the repository. Including the DMP in the dataset record helps ensure proper documentation and organization of the deposited data.
6. Depositors are encouraged to compress files if there are numerous files associated with a dataset.
1. Depositors are required to provide comprehensive and accurate metadata for their datasets, including title, author(s), description, keywords, and any relevant documentation.
2. The use of standardized metadata schemas is encouraged to promote interoperability and facilitate data discovery.
Repository's Rights and Responsibilities:
1. The repository will assign a persistent identifier (i.e. DOI) to each dataset to ensure its citability.
2. The repository will undertake reasonable efforts to ensure the long-term preservation, security, and integrity of the deposited data.
3. The repository may apply necessary metadata schema and format transformations to improve data interoperability and accessibility.
4. The repository reserves the right to evaluate the quality of data based on the metadata and data documentation provided by the depositor. This evaluation will be used to make decisions regarding the acceptance of data deposit requests.
5. The repository has the discretion to remove any non-dataset files that have been deposited into the repository.
6. The repository has the discretion to remove datasets stored in an unpublished folder if they remain there for a significant length of time.
7. The repository will enable the retrieval of metadata from the deposited dataset. This can be done through the official PolyU repository and/or other systems such as the PolyU Institutional Research Archive and the PolyU OneSearch.
Depositors' Rights and Responsibilities:
1. Depositors retain ownership and intellectual property rights of their deposited data.
2. Depositors are responsible for ensuring the accuracy, completeness, and quality of the deposited data and associated metadata.
3. Depositors of datasets have the option to assign specific terms and conditions for the use and reuse of their deposited datasets.
4. Depositors should comply with any legal, ethical, and contractual obligations related to the deposited data.
5. Depositors should observe PolyU's Policy on Ownership of Intellectual Property for detailed information on the ownership, management, and commercial exploitation of the intellectual property related to their research work.
6. Depositors must ensure that the research data they create is original and does not infringe on any third-party Intellectual Property rights.
1. Depositors should ensure that any confidential or sensitive data shared in the repository are appropriately anonymized or de-identified.
2. Depositors may apply access restrictions to datafiles containing sensitive data.
1. By default, datasets in the repository are openly accessible to the public.
2. Depositors may apply access restrictions to specific datafiles or datasets when deemed necessary.
1. Users accessing datasets should adhere to any licensing, usage, and attribution requirements specified by the depositor.
2. Users are encouraged to acknowledge and cite the deposited datasets in their research outputs.
1. The repository will employ appropriate preservation strategies to ensure the long-term accessibility and usability of the deposited data.
2. Data formats and associated software dependencies should be documented to facilitate future data preservation efforts.
1. Depositors may request the withdrawal of their datasets from the repository under exceptional circumstances, subject to repository policies.
2. Deposited datasets may be withdrawn by the Repository Administration for any of the following reasons:
a) Violation of repository policies: If a deposited dataset is found to be in violation of the repository's policies, such as containing prohibited content or infringing on intellectual property rights, it may be withdrawn.
b) Data quality concerns: If the repository determines that the deposited dataset does not meet the required standards of quality, accuracy, or completeness, it may be withdrawn.
c) Legal or ethical obligations: If the repository becomes aware of any legal or ethical concerns associated with a deposited dataset, such as privacy breaches or potential harm to individuals or organizations, it may be withdrawn.
d) Non-compliance with access restrictions: If a dataset has specified access restrictions, and those restrictions are not being properly enforced or adhered to, the repository may choose to withdraw the dataset.
e) Request by the depositor: Depositors may request the withdrawal of their datasets from the repository under exceptional circumstances, subject to repository policies and procedures.
It is important for depositors to be aware of these potential reasons for dataset withdrawal and to ensure that their deposited data complies with the repository's guidelines and policies.
3. Depositors should provide succession plans to ensure the ongoing availability and maintenance of their datasets beyond their own involvement.
1. Depositors should comply with any additional repository-specific guidelines and policies.
2. Depositors are encouraged to provide any supplementary documentation, code, or related materials to enhance the usability and understanding of their datasets.
These guidelines are subject to periodic updates and revisions. Depositors are advised to familiarize themselves with the latest version of the guidelines and repository policies.
Please note that these guidelines are provided as a general framework, and specific requirements may vary based on the policies and practices of the PolyU Research Data Repository.
Before depositing your dataset in the PolyU Research Data Repository, please make sure you accept the General Terms of Use.