Main Library of Warsaw University of Technology - Artykuł

Regulations for depositing research data

Glossary:

Depositor - a person posting metadata and data sets to the Research Data Repository. A depositor can only be a person with an active account in the WUT Base of Knowledge system (a person employed or studying at WUT).

Research data - data, collected, produced, observed during the research process, e.g. experimental notes, diaries, laboratory protocols, procedure descriptions, methodological descriptions, samples, artefacts, objects, text documents, questionnaires, surveys, audio or video recordings, photographs, images, database content (images, texts, audio and video recordings), software (scripts, input files), results of computer simulations, mathematical models, algorithms, etc.

Data set - an ordered collection of files, deposited in a repository.

Data steward - a person who verifies the correctness of data entered by authors before they are published, supporting depositors in uploading data to the Warsaw University of Technology Research Data Repository.

DOI (Digital Object Identifier) - a digital identifier for an electronic document, permanently assigned to an object.

Embargo - a period of time during which research data cannot be made publicly available. The length of the embargo depends on the author's obligations under, for example, provisions in grant agreements or the time required to publish research results.

Metadata - information in text form that describes research data in such a way that it is easy to find, identify and also manage.

Research Data Repository - an integral part of the WUT Base of Knowledge. It is used to collect, deposit, share, archive metadata and research data, employees and PhD students of Warsaw University of Technology.

Regulations for collecting and depositing research data in the Research Data Repository of Warsaw University of Technology

1. Research data are collected in the form of:
   • a. data sets with their metadata;
   • b. metadata of data that have been published in external research data repositories.
2. It is recommended to deposit files in open formats. Examples of such formats:
   • a. text data - RTF, TXT, XML, ODT;
   • b. images - TIFF 6.0, PNG, JPG, SVG;
   • c. spreadsheets – CSV, TSV;
   • d. geospatial data - GeoTIFF, GPKG, GeoJSON, LASe;
   • e. archives - ZIP, TAR, GZIP, 7Z;
   • f. audio formats - FLAC (Free Lossless Audio Codec), MPEG-1 Audio Layer 3 (MP3), AIF (AIFF – Audio Interchange File Format), OGG (Ogg Vorbis), WAV (Waveform Audio File Format);
   • g. video files - AVI (Audio Video Interleave), MPEG-4, WMF (Windows Media Format).
3. It is acceptable to deposit data in other formats in cases where file conversion from specialised to open source software may affect data quality.
4. The responsibility for depositing research data lies directly with the authors.
5. The depositor assumes full responsibility for the research data posted and for any infringement of third-party copyright and property rights and related rights.
6. Before publishing research data in the Repository, the depositor is required to obtain permission to deposit data sets on the site from all persons and entities having intellectual property rights to the data set in question.
7. Deposited content may not:
   • a. infringe any copyright or other intellectual property rights, including but not limited to patents, trademarks, trade secrets, publicity rights or other rights of any third party;
   • b. contain threats, be offensive, harassing, defamatory, violate GDPR rules;
   • c. contain computer viruses or any other code, files or programs that are designed or intended to damage, restrict, interfere with the proper functioning of any software, hardware or telecommunications equipment.
8. The deposition of content that does not constitute research data is prohibited.
9. Research data submitted to the Repository that violate these Regulations will be deleted by the Repository administrator without the author's consent.
10. The deposited metadata and data sets are subject to verification by the data steward as to their completeness and correctness.
11. If information is received from the data steward that the deposited research data is incorrect, incomplete or in breach of the applicable regulations, the author is obliged to make the suggested corrections immediately.
12. Complete and verified data sets are assigned a DOI number by the data steward.
13. Date sets with assigned DOI numbers cannot be removed by the depositor.
14. Research Data Repository of Warsaw University of Technology allows depositors to version data sets. Each time a new version of research data is created, the depositor is obliged to indicate the changes with respect to the previous version.
15. A condition for depositing research data in the Research Data Repository of Warsaw University of Technology is reading and accepting these Regulations.

Regulations for sharing from research data in the Research Data Repository of Warsaw University of Technology

1. The model for sharing research data is determined by the depositor.
2. Within the Repository it is possible to make data sets available in the following models:
   • a. open – using Creative Commons or other open licenses (including the option to open the data after the embargo period expires)
   • b. closed – e.g., when an invention is filed for patent protection, due to national security, data protection or copyright restrictions.
3. Metadata of the research data in the Research Data Repository is made available without restrictions, under a CC0 license.

Regulations for using research data deposited in the repository

1. Users of the Research Data Repository may view research data metadata and download open data sets free of charge.
2. Use of research data made available under Creative Commons or other open licenses is permitted in accordance with the provisions of each license.

Additional information:

1. Warsaw University of Technology is the administrator of personal data within the meaning of applicable regulations.
2. Warsaw University of Technology reserves the right to amend the Regulations. If changes are made to the Regulations, Warsaw University of Technology will inform users of the change by posting the consolidated amended text on the WUT Main Library website.
3. Research data deposited in the Research Data Repository of Warsaw University of Technology may be processed, for example, in order to send information about them to external systems (indexing the contents of data repositories). System administrators are not required to notify data authors of this fact.
4. Warsaw University of Technology ensures long-term (at least 10 years) archiving of deposited data on its own servers, managed by WUT IT Centre.
5. Warsaw University of Technology Research Data Repository is supervised by WUT Main Library.

Instructions

Depositing research data in WUT BW

The following topics are presented in the information materials:

• Uploading metadata of the research data to the repository
• Mandatory metadata fields
• Adding datasets
• Selecting licences

Depositing research data in WUT BW

Editing of research data

The following topics are presented in the information materials:

• Editing files and metadata
• Changing the depositor
• Sending a record for verification
• Versioning
• Linking to publications
• Sending a link to as yet unpublished data

Editing of research data

Research data deposited in external systems

The following topics are presented in the information materials:

• Mandatory metadata
• Submitting a record for publication

Research data deposited in external systems

Grammarly

Grammarly Premium is a tool for correcting linguistic errors in English texts. Grammarly checks grammar, punctuation, style and spelling (see more info „Your Go-To Guide for English Grammar“)

The number of accounts is limited within each user group.

In the event of inactivity on the account for more than 3 months, the account will be deactivated and the user will be informed by e-mail.

Grammarly allows you to use functionality that works directly when you write texts:

• in Word
• in a web browser
• as a desktop application for Windows and macOS
• and as a mobile app

The list of applications can be seen after logging in under the Apps tab (on the left-hand side of the screen).

Reference managers

Bibliography management programmes, known as reference managers, are tools that help to collect and manage data obtained from various sources about the materials used in the work, such as articles, books, chapters, websites, and others.

The use of such programmes is, above all, very convenient and time-saving when writing scientific or diploma theses. The advantage of reference managers is that the bibliographic data are entered into the programme only once and can be used for each subsequent article.

They allow automatic creation of bibliographic descriptions according to your own or selected style and the insertion of references and an appendix bibliography in literally a few clicks. No need to manually edit bibliographic descriptions anymore, or to think about the order of descriptions in the bibliography.

Among the most popular reference managers are:

• Zotero - Literature management programme
• Mendeley - Literature management software*
• EndNote - Literature management programme

Instruction materials on reference managers and learning tools

Change in the Mendeley software usage policy for users using the company/student MS Office software.

Until now, Mendeley Desktop software was used, which was a stand-alone desktop application (it had to be downloaded, installed and used in a local account). By decision of the software manufacturer, this version is no longer being developed and maintained. Alternatively, the manufacturer has made it possible to download and use the Mendeley Reference Manager tool, which is ultimately intended to replace Mendeley Desktop. Unfortunately, the MS Word plug-in dedicated to MS Office 365, for technical reasons, only integrates with cloud accounts (and not local accounts), hence the problem with its use in our University.

To ensure that staff/students can continue to work with Mendeley software, we recommend:

• For Microsoft Office 365 accounts in the cloud (student and doctoral accounts)
  • install Mendeley Reference Manager and the Mendeley Cite plug-in
  • annotation is only possible for documents in MS Word Online
• For local Microsoft Office 365 accounts (staff accounts): use the legacy version of Mendeley Desktop and install the MS Word plug-in (locally on the device in question) - until the problem is systemically resolved.
• If using versions of MS Office other than 365 (staff devices with earlier versions of MS Office)
  • install Mendeley Reference Manager and the Mendeley Cite plug-in
  • the plug-in will install locally on the device in question (may require assistance of the system administrator)

Engineering software

Computer terminals for WUT students and staff available In the Main Library are equipped with specialized engineering software:

• ArcGIS Pro 3.3
• MATLAB 2024A
• Siemens NX 12.0 (installation upon request, contact admin.bg@pw.edu.pl)
• SOLIDWORKS 2024 SP01
• STATISTICA 13.3.721.1 64-bit (Polish language version)

The terminals also feature: MS Windows 11, MS Office Professional Plus 2019, Python, Visual Studio Community and Notepad++ text editor.

Location

Main Building, Main Library:

• Computer Lab, room 71A (ground floor, next to the Student Lending Room)
• Open Stacks – floor 2, room 242

Open during working hours of Student Lending Room and Open Stacks.

Rules for using the Computer Lab

Computer terminals are for the exclusive use of students and staff of Warsaw University of Technology. Login required:

• for employees: name.surename@prac.wut.pl
• for students: id@stud.wut.pl - where id stands for USOS ID, i.e. a part of the student mail login placed before the @ sign.
• password - same as for mail and Office365.

General characteristics of the programmes

• ArcGIS Pro – a geographic information system (GIS) package designed to operate on spatial data. Allows creation, processing, evaluation, presentation and sharing of geographic information. Includes tools for designing two-dimensional and three-dimensional views, processing images from various sources (drones, satellites, lidar and others), identifying spatial patterns with respect to their changes over time, making predictions, presenting data on interactive maps, and comprehensive data analysis and modelling. See detailed information on ArcGIS Pro
• MATLAB – a programming language and interactive environment designed to perform scientific and engineering calculations, implement algorithms, analyse data and perform computer simulations. Application areas include signal and image processing, telecommunications, control system design, financial mathematics, among others. The package includes: a proprietary high-level programming language, tools for importing data, functions to incorporate C and Java code, interactive tools for data visualisation (two- and three-dimensional graphs, animations), a library of computational functions (linear algebra, statistics, frequency analysis, optimisation), and tools for creating a graphical user interface (GUI). It is also possible to download measurement data and control external devices via the computer's ports. See detailed information on MATLAB
• Siemens NX (formerly Unigraphics) – an integrated CAD/CAM/CAE (computer aided design/manufacturing/engineering) system for performing typical engineering work. It includes modules for two-dimensional and three-dimensional graphical modelling, constructing assemblies, performing analyses and simulations, creating drawing documentation and programming machining processes. Main fields of application include industrial design and styling, packaging design, mechanical and electromechanical system design, mechanical and electromechanical simulation, tool and fixed equipment design, product manufacturing and manufacturing process management. See detailed information on Siemens NX.
• SOLIDWORKS – an extensive CAD (computer aided design)software package with 3D imaging capabilities. It is designed for engineers, designers and manufacturers. On the basis of a three-dimensional component model, it enables the creation of assembly models, technical drawings, visualisations, motion and load simulations, animations, task schedules, production documentation and performance of many other specialised functions. SOLIDWORKS is designed for the development of structures with up to several thousand components.See detailed information on SOLIDWORKS
• STATISTICA – an extensive set of basic and advanced tools for statistical data analysis. It allows access to data by direct entry or import from selected files (spreadsheet or text documents), processing of data in a number of ways, and construction of queries, charts, reports and models on their basis. In addition, the programme allows you to operate on databases, perform data transformations and create applications (programmable system with built-in Visual Basic language), as well as providing machine learning procedures. The STATISTICA package finds numerous applications in science, technology, engineering, education and management. See detailed information on STATISTICA

Data Management Plan (DMP)

DMP is a document required for grant applications under Horizon 2020 and its successor Horizon Europe programmes, and in National Science Centre competitions.
The plan should describe what data applicants will use in the course of their work:

• How will the data be produced (e.g. will it be self-generated or purchased, etc.)?
• Who will have the rights to the data?
• Will the data be made available to other users and under what conditions?
• Where will the data be stored?
• How will the data be described?

Please take a look at the tabs:

• DMP in NCN programmes
• DMP in the HORIZON programme

The Reference and Bibliometric Analysis Department is consulting WUT staff on the correctness of research Data Management Plans prepared for submission. Please contact us by email:

• Magdalena Maciąg: magdalena.maciag@pw.edu.pl
• Monika Gajewska: monika.gajewska@pw.edu.pl

Creating a DMP is a complex process, each plan is different, so the following free tools can be useful in the creation of a DMP:

• DMPTool (US) – contains examples of DMPs. It allows you to prepare DMP templates tailored to the requirements of US grantors
• DMPonline (UK) – a tool to facilitate work with DMPs, allowing the creation of templates
• DSW - Data Stewardship Wizard – a tool to facilitate work with DMPs, allowing the creation of templates
• The Data Curation Center – a service from a UK institution specialising in research data management. Among other things, it provides: ready-made data management plans, guides, guidelines and information on metadata

DMP in NCN programmes

A Data Management Programme (DMP) is prepared at the grant application stage:

• A template is available for the plan to be submitted
• The template is divided into 6 parts - each part contains a set of questions. The individual fields can be up to 1,000 characters including spaces (except for point 2.1 - where the limit of 2,000 characters applies)
• The plan is subject to an expert evaluation at the final report assessment stage. The evaluation will consist in comparing the plan in the application with its implementation

The DMP may be subject to change during the course of the project:

• It is recommended to update the Data Management Plan during the project duration
• There is no need to inform NSC about changes in DMP
• The final report should describe the actual state of data in the project - as of the project completion date. It may be different than initially planned
• DMP should be prepared in English (excluding thumbnails)

The National Science Centre template consists of the following elements:

1.1 Data description and collection or re-use of existing data
In this section you should answer the following questions:

• How will new data be collected or produced and/or how will existing data be reused?
• How will the data be controlled and documented?
• How will the files be organised and their different versions managed?
  
  sliders_set_4

  slider_see-example

  See example

  See example

  The reaction of hydrodechlorination of 1,2-dichloroethane (1,2-DCE) will be carried out at atmospheric pressure, in a glass flow reactor equipped with a fritted disk to place a catalyst charge. Prior to reaction, the catalyst will be reduced in flowing hydrogen (30 cm3/min), ramping the temperature from 20 to 600 °C (at ∼15 °C/min) and kept at 600 °C for 1 h. All reactions will be followed by gas chromatography (HP 5890 series II with FID 5% Fluorcol/Carbopack B column (10 ft) from Supelco). The results of GC analysis will be elaborated using HP ChemStation (software). XRD studies of Ni–Ru/SiO2 catalysts at various stages of their biography (after calcination, after reduction, and after hydrodechlorination) are also planned to furnished useful information. XRD experiments will be performed on a standard Siemens D5000 diffractometer using Ni-filtered CuKα radiation. Those experiments are planned to do in an external laboratory. The data set will consist of xml files and description of the methodology (if the versioning happens during the research, all versions will be available in the set).
  

1.2 What data (for example the kinds, formats, and volumes) will be collected or produced?
In this section you should answer the following questions about the planned format and volume of data:

• What type of data will it be (e.g. documents, spreadsheets, audio files, videos, databases, source code)?
• What format and volume the data will be in (the file format can be anything, the most important thing is to choose a format that provides universal access and openness. Open and standard formats should be considered first)?
• Whether and how will the data be encoded for storage?
  
  sliders_set_5

  slider_see-example-2

  See example

  See example

  Results from ChemStation will be exported into XML files. The data set will have up to 10 GB size. The data does not require additional encoding. XRD analysis will be shown on pictures and graphs in jpg format.
  

2. Documentation and data quality
To be specified:

• The type of metadata used to make it easier for users to find them
• Is the data machine-readable?
• What international standards or schemes (i.e. Dublin Core, DDI) will be used to structure metadata?
  
  sliders_set_6

  slider_see-example-1

  See example 1

  See example 1

  Data and their associated metadata will be deposed in a public repository, Zenodo. The data will be stored with a "readme" file and clear folder structure and filename descriptions. Metadata are retrievable by their identifier using a standardized communication protocol. The repository is registered in the Directory of Open Access Repositories (OpenDOAR). Zenodo registers DOIs (via DataCite) for all deposited records. In Zenodo, metadata meets one of the broadest cross-domain standards available - DataCite's Metadata Schema. The following additional article level fields are supported: journal title/volume/issue/pages, conference title/acronym/dates/place/website, book publisher/place/ISBN/title/pages, alternate persistent identifiers. Results from ChemStation will be exported into XML files - which is a machine readable format. Results of XRD analysis will not have a machine readable format because of its specificity (jpg format).

  slider_see-example-2-2

  See example 2

  See example 2

  The data will be stored in Dryad repository. The data will be stored with "readme" file and clear folder structure and filename descriptions. The description of the "read me" files will be prepared in a consistent and descriptive manner following the repository rules. Dryad welcomes the submission of data in multiple formats to enable various reuse scenarios. Default metadata entry form is based on fields from the metadata schema of the DOI issuing agency, DataCite. Recommended minimum content for metadata in this repository is: title of the dataset, institution name, address, email information for the principal investigator (or the person responsible for collecting the data), associate or co-investigators, contact person for questions, date of data collection (can be a single date, or a range), information about geographic location of data collection, keywords used to describe the data topic, language information, information about funding sources that supported the collection of the data. Results will be exported into XML file - which is a machine readable format. Results of XRD analysis will be uploaded in (jpg format).
  

3. Storage and backup during the research process
To be specified:

• How will the data be stored during the research process?
• What are the back-up procedures?
• Where and how will the data be stored and who will have access to it?
• How will data security and protection of sensitive data be taken care of during the research?
• Would any other, additional documentation (e.g. any information on procedures, etc.) be necessary to reuse the data?
• Will backups be made and how? Indicate how often they will be made, by whom, on what media and where they will be stored
  
  sliders_set_7

  slider_see-example-3

  See example

  See example

  Only researchers involved in survey will have access to the collected data. Access to the software will be protected with login data. File access privileges are defined on a per user basis for data files, methods, sequences, and results. The data will be stored on well-protected laptops (with up-to-date firewalls and virus/trojan protection) and servers (university servers). Loss of data will be prevented by making regular backups (each month). The backups will be stored in the secure faculty and/or institute storage that is in place for this specific purpose, to minimize the risk of unauthorized access.
  

4.1 Issues related to the processing of personal data
To be specified:

• Has there been any processing of personal data?
• How will compliance with personal data and data security legislation be ensured?
  
  sliders_set_8

  slider_see-example-4

  See example

  See example

  The survey does not assume using any of the personal data.
  

4.2 Legal requirements, codes of conduct
To be specified:

• Who will be the owner of the data?
• Which licenses will be applied to the data?
• Will there be restrictions on re-use of data?
• Do you need to seek copyright clearance before sharing data?
  
  sliders_set_9

  slider_see-example-1-2

  See example 1

  See example 1

  XRD studies of Ni–Ru/SiO2 catalysts are planned to do in the external laboratory. All necessary agreements (including copyright transfer) will be signed to ensure legal rights to use the data in this project. The data set will be opened to all users under the Creative Commons Attribution 4.0 International (CC-BY-4.0) license. More information about the licensee can be found on the European Commission webpage. Specifically, the research data will validate the results presented in the published scientific paper.

  slider_see-example-2-3

  See example 2

  See example 2

  The survey team will have all rights to the data. All necessary agreements will be signed before depositing the data in repository. The data will be released to the public domain. All files submitted to Dryad must abide by the terms of the Creative Commons Zero (CC0 1.0).
  

5.1 Data sharing and long-term preservation
When and how will project data be shared?

• Are there possible restrictions to data sharing or embargo reasons?
• Are there any barriers and constraints to making the research data fully or partially accessible (e.g. from the publisher of the article)?
• Does data sharing require the consent of project participants?
  
  sliders_set_10

  slider_see-example-5

  See example

  See example

  The data will be available at the same time as the paper will be published. We do not assume any limitations and obstacles preventing full or partial data disclosure. Sharing the data will not inquire any additional consent of the project participants.
  

5.2 Data selection:
To be specified:

• What procedure would be used to select data to be preserved?
• What repository will you use? Does this repository comply to the FAIR Data Principles?
  
  sliders_set_11

  slider_see-example-1-3

  See example 1

  See example 1

  The data that will be deposited will be selected in such a way that other scientists can repeat the survey. They will support and illustrate all information from the journal article that will be published. Data and their associated metadata will be deposited in a public repository, Zenodo Repository. This repository meets all FAIR requirements.

  slider_see-example-2-4

  See example 2

  See example 2

  The data and their associated metadata will be deposited in Dryad repository. All datasets in Dryad are indexed by the Clarivate Data Citation Index, Scopus, and Google Dataset Search. Each dataset is given a unique Digital Object Identifier or DOI. This repository meets all FAIR requirements. Dryad has a team of curators who check every submission to ensure the validity of files and metadata. After deposing the data in Dryad, the bibliographic description of the data will also be deposited in Institutional Repository (with a link to the Dryad repository and the data's DOI number). The deposited data will be selected in such a way that other scientists can repeat or fully understand the survey.
  

5.3 Software tools needed to access the data
To be specified:

• Will potential users need specific tools to access and (re)use the data?
  
  sliders_set_12

  slider_see-example-6

  See example

  See example

  During the survey, open data formats are planned to be used (xml or jpg). Users will do not need any specific software to read the data.
  

5.4 Unique identifiers (e.g. DOI)
To be specified:

• How will the application of a unique and persistent identifier (such us a Digital Object Identifier (DOI)) to each dataset be ensured?
  
  sliders_set_13

  slider_see-example-1-4

  See example 1

  See example 1

  The data will be deposited in Zendodo Repository. To every upload in Zenodo is assigned a Digital Object Identifier (DOI).

  slider_see-example-2-5

  See example 2

  See example 2

  The data will be deposited in Institutional Repository. This repository does not assign DOI to data sets. However, in the metadata scheme used there, there is a field for it. To meet all FAIR requirements, the DOI costs will be covered from the project budget. The DOI will be filled in in the repository during uploading the datasets and metadata.
  

6.1 Data management responsibilities
To be specified:

• Who will be responsible for data management (i.e. who will be the data steward)?
  
  sliders_set_14

  slider_see-example-1-5

  See example 1

  See example 1

  The Project Manager will take over the main responsibilities related to the data management process. The Institute does not provide additional staff to support research data management throughout the duration of the project. The main tasks of the project manager in this area will include: taking care of data quality, creating data processing procedures in the laboratory, naming files, creating backups and their appropriate storage, long-term data archiving in the repository and taking care of this data after the end of the project (adding new versions). The Project Manager will have an additional person to help: Assistant Project Manager. He will also be involved in deposing data and sharing of the project results. He will be responsible for periodically checking if the backups are made on an ongoing basis and properly stored. In addition, the Project Manager is obliged to transfer the data to the other members of the project when any of the team members leaves the team. Both the Project Manager and the Assistant will be responsible for checking that the DMP is being followed.

  slider_see-example-2-6

  See example 2

  See example 2

  The person responsible for the data management process is the supervisor of the whole project, the same person will be responsible for DPM implementation, updating, and verification. An additional member of the staff will also be assigned to make backups and data corrections during the project. The main tasks will include: taking care of data quality, creating data processing procedures in the laboratory, creating backups and their appropriate storage, long-term data archiving in the repository, and taking care of this data after the end of the project (adding new versions).
  

6.2 What resources will be dedicated to managing the data and ensuring that the data is FAIR?
To be specified:

• What are the costs of ensuring FAIR standards in the project and how they will be covered?>
  sliders_set_15

  slider_see-example-1-6

  See example 1

  See example 1

  The data will be deposited in a free repository. If necessary, devices for data backup will be purchased (2 external 4TB drives. The cost of one drive is PLN 420).

  slider_see-example-2-7

  See example 2

  See example 2

  The main costs for ensuring FAIR principles in the project are for the deposited data in Dryad Repository. Dryad charges excess storage fees for data totaling over 50GB. For data packages in excess of 50GB, submitters will be charged $50 for each additional 10GB, or part thereof. (Submissions between 50 and 60GB = $50, between 60 and 70GB = $100, and so on).
  

The Reference and Bibliometric Analysis Department is consulting WUT staff on the correctness of research Data Management Plans prepared for submission. Please contact us by email:

• Magdalena Maciąg: magdalena.maciag@pw.edu.pl
• Monika Gajewska: monika.gajewska@pw.edu.pl

See also:

• NCN guidelines for applicants to complete the DMP form
• Data Managemant Plan - FAQ
• Example DMPs
• Communiqué on the relaxation of NCN’s Open Access Policy

DMP in the HORIZON programme

The first version of the DMP should be submitted once the project has been approved and funding has started (within the first 6 months of the start of the project):

• A template of the plan to be submitted is available - the template is a set of questions to be answered
• The DMP needs to be updated on an ongoing basis - if significant changes occur (e.g. decision to file a patent, need to make research confidential, etc.)
• Costs related to open access to research data under Horizon 2020 are eligible for reimbursement during the course of the project, under the terms of the H2020 grant agreement, in particular Article 6 and Article 6.2.D.3
• The plan should be prepared in English

The DMP should include the following elements to address specific questions:

Data Summary

• What is the purpose of data collection/generation?
• What types and formats of data will be collected/generated?
• What is the origin of the data (will we generate it ourselves or use existing data)?
• Who will have the rights to the data - is it necessary to conclude agreements on the use and dissemination of the data?
• What is the expected size of the data?
• What will be the methodology of data extraction?
• Will the data be produced once or continuously?
• Will the data need to be versioned?
  
  sliders_set_16

  slider_see-example-7

  See example

  See example

  An online survey system will be used to collect data from the respondents. The data will be interpreted and used for writing a scientific paper. The survey will be conducted by using the LimeSurvey tool. LimeSurvey is a free software. It will be downloaded and installed on the University server to ensure the data safety. Access to the software will be protected with login data. Only researchers involved in the survey will have access to the collected data. The survey will be conducted anonymously. We do not assume collecting any personal data which need to be protected. The researchers will have all legal rights to the survey output. The data will be stored on the University server in the Lime Survey software until the end of the survey. When the survey has been completed, all data will be transformed into the csv. (comma-delimited file). All questions from the questionnaire will be transferred into the text file (.odt). The survey methodology will be written and saved in text format. The data set will consist of those three files. The data set will have up to 50 GB. As the data dimensions are relatively low, no new specialist processing or storage will be required.
  

FAIR data (findable, accessible, interoperable and reusable)

• To what extent will the data comply with FAIR principles (findable, accessible, interoperable and reusable)?
• With which metadata description format will the datasets be described?
• Will they be assigned a unique identifier, e.g. DOI?
• Will the data be placed in a publicly accessible repository / service and made available to other users? If so, under what licence?
• Will reading the data require additional software (how and with which tools will it be readable)?
• How long will the data be available in the repository?
• Do the publishers of the journal in which the research results will be described require research data to be included with the article?
• For more on the FAIR principles, see Sharing research data
  
  sliders_set_17

  slider_see-example-8

  See example

  See example

  The data and their associated metadata will be deposed in a public repository Zenodo. This repository meets all FAIR requirements. (Meta)data are assigned a globally unique and persistent identifier. A DOI is issued to every published record on Zenodo. Zenodo's metadata is compliant with DataCite's Metadata Schema minimum and recommended terms, with a few additional enrichments. Metadata of each record is indexed and searchable directly in Zenodo's search engine immediately after publishing. Metadata of each record is sent to DataCite servers during DOI registration and indexed there. Metadata for individual records as well as record collections are harvestable using the OAI-PMH protocol by the record identifier and the collection name. Metadata is also retrievable through the public REST API. Data and metadata will be retained for the lifetime of the repository. This is currently the lifetime of the host laboratory CERN, which currently has an experimental program defined for the next 20 years at least. Metadata are stored in high-availability database servers at CERN, which are separate from the data itself. Metadata use a formal, accessible, shared, and broadly applicable language for knowledge representation. The data set will open to all users under the Creative Commons Attribution 4.0 International (CC-BY-4.0) license. More information about the licence can be found on the European Commission webpage. Sharing of the data will follow the principle "as open as possible, as closed as necessary". Specifically, the research data will validate the results presented in a published scientific paper. The data will be available at the same time as the paper is published.
  

Allocation of resources

• What are the costs associated with meeting the FAIR standard?
• What will be the costs associated with storing and sharing the data (will the data be shared in a paid service and what will be the cost)?
• Who will be responsible for data management in the project?
  
  sliders_set_18

  slider_see-example-9

  See example

  See example

  In Zenodo, the content may be uploaded free of charge. The person responsible for managing the data and creating metadata compatible with the standard used in Zenodo Repository is the supervisor of the whole project, namely, Prof. Marcin Sosnowski.
  

Data security

• What rules will be in place to ensure data security, including data recovery (in case of data loss)?
• If sensitive data will be collected during the project, how will it be secured?
• Will the data require additional processing to ensure its anonymity?
• Does the repository / data storage facility meet basic security principles?
  
  sliders_set_19

  slider_see-example-10

  See example

  See example

  Regarding the secure storage of the data, the project will use an architecture based on cloud services to store the data. The used services provide the functionalities needed to address secure storage and data security. The questionnaire will be available to respondents for 3 months. Each week, it will be sent to another respondents group. Each week, a copy of the data will be created, transformed into csv. and then put into the cloud. In case of unusual situation or losing data, the .csv file can be uploaded to the LimeSurvey. Access to the LimeSurvey tool will also be protected with login data (username and password). Only researchers will have access to this tool.
  

Ethical aspects

• Are there any ethical or legal issues that may affect data sharing?
• If personal questionnaires were used, was respondents' consent to the sharing and long-term storage of data taken into account?
  
  sliders_set_20

  slider_see-example-11

  See example

  See example

  The questionnaire used in this survey will contain an obligatory clause with the information about the purpose of the survey. All respondents will be informed that their answers will be interpreted and used for gathering more knowledge about social behavior. Respondents will also be ensured that their personal data will not be collected or shared.
  

Other issues

• Do you use specific data management procedures (e.g. national / project / university guidelines)? If yes, please specify which procedures you use.

The Reference and Bibliometric Analysis Department is consulting WUT staff on the correctness of research Data Management Plans prepared for submission. Please contact us by email:

• Magdalena Maciąg: magdalena.maciag@pw.edu.pl
• Monika Gajewska: monika.gajewska@pw.edu.pl

See also:

• FAIR Data Management in Horizon 2020
• Example DMPs

Where to find citations?

Selected indicators for research output evaluation:

• number of publications
• number of citations

        - total number of citations
        - average number of citations per one publication

• Hirsch index. The index h is defined as the number of papers with citation number higher or equal to h. It is a useful index to quantify an individual’s scientific research output.  The h-index was developed by J.E. Hirsch and published in Proceedings of the National Academy of Sciences of the United States of America 102 (46): 16569-16572 November 15 2005.

Basic services providing information about citation count of the articles published in scientific journals:

Elsevier

Elsevier open access publishing programme under the national licence

Elsevier plans to launch the programme on 6 May 2025.

The draft of the new agreement stipulates that articles accepted for publication in the current year after the contract has been signed will be eligible for inclusion in the programme, regardless of the date of submission to the journal.
The publisher does not anticipate the possibility of retroactive inclusion of articles; only those accepted for publication after the programme has been launched will be eligible. The list of journals covered by the programme will most likely remain the same as in 2024 (see link below), unless the Ministry of Science and Higher Education decides to fund an extension of the national licence scope. (updated: 23.04.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. In the publication process, it is recommended to provide an e-mail address with the university domain (@pw.edu.pl)
• According to the agreement, the corresponding author is the only author who manages the publication process of the article from submission to acceptance and corresponds with Elsevier on this matter

The Elsevier 2022-2024 National Licence Agreement covers the publication of articles that are exempt from the Article Processing Charge (APC). The annual pool for this programme is currently 1013 articles.

The 2025 programme includes 1124 hybrid journals from 7 Science Direct subject collections in line with the national licence restriction introduced in December 2022: Biochemistry, Genetics and Molecular Biology, Computer Science, Engineering, Health Sciences, Immunology and Microbiology, Mathematics and Physics and Astronomy; and from the Lancet group.

The programme also offers the opportunity to publish in journals from WUT's individually subscribed collections: Environmental Science, Chemical Engineering, Energy, Materials Science, Chemistry, Business, Management and Accounting, Social Sciences, Economics, Econometrics and Finance.

The programme excludes gold open access journals and some journals co-published by Elsevier, where open access publications are funded under special rules and cannot be implemented under the national programme. The programmes cover the following article types: Case Reports, Data, Full Length Articles, Micro Articles, Software, Reviews, Replication Study, Short Communications, Short Surveys, Videos, Practice Guidelines and Protocols.

The only fee covered by the programme is the Article Processing Charge (APC). Authors publishing in Programme A are exempt from the APC charge, which is presented by Elsevier on the Rights and Access form as a 100% discount.

Charges for additional services that may be requested by the author (prints, printed colour drawings, etc.) are billed separately, at the author's expense and without discount. The author receives a separate invoice for these services

Regarding the verification process for articles submitted to the programme, we inform you that:

• article information is sent by Elsevier to the local administrator at WUT (email for contact: iwona.socik@pw.edu.pl), who, using the EOAP account, verifies that the author is affiliated with the institution and has indicated this affiliation on the title page of the article. In case of doubt, the local administrator contacts the author.
• If there are problems with the invoice issued for the data entered by the author, the author can report this to Elsevier at Support@elsevier.com .

Springer

Springer open access publishing programme under the national licence

The program runs with a pool of 1378 articles for 2025. The publisher does not foresee the possibility of retroactivation of articles, only articles accepted for publication after the launch of the program will be eligible for the program. (updated 28.04.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. In the publication process, it is recommended to provide an e-mail address with the university domain (@pw.edu.pl)

The Springer Open Choice programme includes:

• Springer hybrid journals. The list includes 1992 hybrid journals from the Springer core collection and 20 ADIS hybrid journals, see catalogue 2025 (updated 26.03.2025). Authors who send their articles to fully open-access journals covered by the programme should run the risk that the article will be accepted after the 2025 pool has been exhausted and will have to be funded by the author (in the case of hybrid journals, a subscription publication option remains). The programme does not include the open access journals: BioMed Central and SpringerOpen.
• OriginalPaper, ReviewPaper, BriefCommunication, ContinuingEducation and other articles of a similar type. EditorialNotes, News, Letters are not included in the programme

The programme allows open access articles to be published under a CC BY licence in Springer hybrid journals.

The costs of publishing articles under the programme are covered by Springer's national licence fee from Ministry of Education and Science funds.

How to take part in the Programme?

Presentation of the Open Access Systems Solution form for authors.

The procedure for deciding on open access publishing begins after the article has been positively reviewed. The corresponding author receives an email which contains a link to complete the publication process. The link leads to a page where one has to click 'Request login email' (see presentation, page 3), after which the author will receive a second email with a link to the Open Access Systems Solution form. In the form, the correspondent author must indicate his or her affiliation (see presentation, page 5) in a list that includes institutions covered by open access publishing agreements with Springer. The selected affiliation must be one of the author's affiliations given in the article. English names of Polish institutions appear in the list in the form, but the selection from this list serves only to confirm the author's affiliation, while the name of the institution in any language version may appear in the article. If, at the time of filling in the form, the pool of articles in the programme for a given year is not yet exhausted and the system recognises the selected institution as belonging to the programme, the form will display the information 'Open access at no cost to you' (see presentation, page 6), which refers to a national agreement covering all Polish academic institutions enrolled in the Springer licence. After clicking on 'Yes, submit for approval', the article information will be sent to the local administrator at the institution for affiliation verification. The author will be notified by email of the result of the verification (see presentation, page 9). Acceptance of publication in the OA programme means that the cost of publication will be covered by the national licence fee paid to Springer by ICM and funded by the Ministry of Education and Science.

After the corresponding author has completed the Open Access Systems Solution form, the information on the article together with the data provided by the author will be sent within 2 days to the local administrator at WUT (email for contact: iwona.socik@pw.edu.pl), who, using the Article Approval Service (AAS) account, will verify if the author is affiliated with the institution and has indicated this affiliation on the title page of the article. If in doubt, the local administrator will contact the author.

The procedure described above is used by Springer to handle most hybrid journals, with the exception of some journals that have been marked as non-standard in the list of journals in column J. For these journals, the correspondence author will receive special handling instructions from the editors. Also in this case, the information on the article will be sent to the local administrator at the institution for affiliation verification.

Information about the programme is also available on the ICM - Virtual Library of Science website.

ACM

Open Publishing Programme under the ACM (Association for Computing Machinery) Consortium Licence

Authors eligible for the programme:

• Corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an e-mail address in the institution's domain (@pw.edu.pl) in the publication process

The programme includes:

• ACM journals, magazines and conference materials

The programme allows for open access publication at no charge: an unlimited number of articles in the Open Access mode for WUT employees.

ACS

An open access publishing programme under ACS 2023-2025 consortium licence

The programme runs from 1 January 2025 with a pool of 437 articles for 2025 (updated 09.01.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an e-mail address in the institution's domain (@pw.edu.pl) in the publication process.

The programme covers:

• 90 journals published by ACS (all titles in the list of journals available in 2025 are covered by the open access publishing programme), including 71 hybrid journals and 19 open access journals
• all article types except: Additions and Corrections, Expressions of Concern, Retraction, In This Issue, Introducing our Authors.

The programme allows open access publishing at no charge:

• under a CC-BY licence
• of 437 articles nationally. The pool is not divided by institution and articles are included in the programme in order of acceptance for publication

Note: the 'Manuscript Acceptance Date' sometimes referred to in articles as 'Revised' is the deciding factor.

RSC

An open access publishing programme under RSC consortium licence

The programme continues in 2025 with no limit on the number of articles.

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an email address in the institution's domain (@pw.edu.pl) in the publication process.

The programme covers:

• RSC hybrid journals

The programme does not cover RSC titles published entirely in Gold Open Access format, such as:

• Chemical Science
• RSC Advances
• Nanoscale Advances
• RSC Chemical Biology
• Materials Advances
• Environmental Science: Atmospheres

The programme allows open publication without charge:

• under CC-BY licence
• an unlimited number of articles in the form of Open Access for WUT employees

In order to take part in the programme, the OA model must be selected in the form specifying the conditions of publication.

Emerald

An open access publishing programme under EMERALD consortium licence

The program was closed after the 2025 article pool was used up.

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an e-mail address in the institution's domain (@pw.edu.pl) in the publication process.

• journals from the Premier collection to which WUT subscribes.

The programme allows open publication without charge:

• under CC-BY licence

Articles will be included in the programme in order of acceptance for publication.

Authors who submit an article for review, should fill out an online form in the ScholarOne system, in which they should indicate their institution under 'primary affiliation' (only this primary affiliation is eligible for the Emerald programme), provide an email address in the domain of this institution and tick the selection 'Yes. I want to publish open access', as shown in the brochure. Once the article has been accepted for publication, Emerald will contact the author regarding the licence. If the article is eligible for the programme and the programme pool is not exhausted, Emerald will offer a CC-BY licence to publish open access at no cost to the author (a so-called ‘voucher’). If the article is not eligible or the pool is exhausted, Emerald will offer a choice: free publication in the subscription module (Emerald Copyright) or open publication at the author's expense. Authors taking part in the programme can also get help at any stage of publication in Emerald at APC@emerald.com.

IoP

An open publishing programme under IOP consortium licence

The programme runs from 1 January 2025. with an unlimited pool for 2025 (updated 09.01.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an e-mail address in the institution's domain (@pw.edu.pl) in the publication process.

The programme covers:

• hybrid and fully open access IOP journals and
• all types of publications

The programme allows open access publication without charge:

• under a CC-BY licence
• an unlimited number of articles accepted for publication in the current year
• the pool is not separated by institution and articles are included in the programme in the order in which they are accepted for publication.

The IOP identifies articles eligible for the programme based on the affiliation provided by the corresponding author in the form when submitting the manuscript to the journal and, once the article has been accepted for publication, sends information about the article to ICM. After verifying that the appropriate affiliation is given in the article, ICM confirms the article's inclusion in the programme. Under the new system introduced by IOP in 2021, the author fills in an additional form either during the review process or immediately after acceptance of the article. In this form, the author has the option to choose OA publication within the programme or with copyright. If the author opts out of OA publication or notifies the publisher that they wish to cover the costs from another source, the article is not included in the programme. Authors who do not receive a proposal for inclusion in the programme with their accepted article can submit to ICM at wbn@icm.edu.pl attaching the page(s) with the title, authors and affiliations from the accepted manuscript. Information about the programme is also available on the publisher's website.

Science

Science open access publishing programme under the national licence

The programme has expired. It is now expected to resume at the end of April 2025, following receipt of funding from the Ministry of Science and Higher Education and the signing of a new Science national licence agreement. (updated 19.03.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an email address in the institution's domain (@pw.edu.pl) in the publication process.

The programme is an addition to the national licence for access to the Science journal for 2019-2021.

The Science journal operates on a subscription model only, with a separate Science Advances journal for open access publishing.

The national Science licence fee funded by the Ministry of Education and Science covers the cost of publishing up to 10 articles from Poland per year in the Science Advances journal. The offer is available to corresponding authors affiliated with Polish institutions covered by the Science licence who have indicated this affiliation on the title page of the article. The publisher himself identifies such articles, but corresponding authors whose articles have been accepted for publication may additionally contact the ICM at wbn@icm.edu.pl to take part of the programme.

Taylor & Francis

Open publishing programme under the T&F consortium licence

The program was launched with a pool of 137 articles. ICM expects this pool to be exhausted before the end of 2025 for current articles; therefore, retroactive coverage of articles published in 2025 before the program launch is not planned. (updated 05.05.2025).

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. In the publication process, it is recommended to provide an e-mail address with the university domain (@pw.edu.pl).

The programme covers all the hybrid (‘Open Select’) journals, see the see the 2025 list. The current list of Open Select journals can be generated on the publisher’s website, where the ‘Open Select’ status and the ‘Routlege’ and ‘Taylor&Francis’ publishers must be ticked (our licence does not include journals with ‘Full open access’ status or the ‘Dove Press’ publisher).

• the programme covers specific types of articles
• articles will be included in the programme in the order in which they are received for publication

Once the publishing programme is launched, the publisher's system will automatically qualify articles that are eligible for publication under the programme based on the affiliation provided by the corresponding author at the article submission stage, the journal title and the article type. This pre-qualification will take place as soon as the article is accepted for publication and, at this point, the system will also check whether the programme's article pool for the year is not exceeded and, in the case of an article in a High Impact journal, whether the article pool for that group for the year is not exceeded. If the article qualifies for the programme, the author will receive an email from the publisher informing them of this possibility and a second email with a link to the “Author Publishing Agreement” form, see presentation for authors. If the author indicates on the form that they wish to use the programme, the article will then be routed to an administrator at ICM who, in consultation with the participating institutions, will verify the author's affiliation and accept or reject the article to/from the programme. If the article is rejected, the publisher's system will ask the author to fill in the agreement form again and choose either open access publication at their own expense or in a subscription model.

Also available: general information for authors about publishing in Taylor&Francis journals on the publisher's website, a page with a description of the publication programmes under the transformation agreements in each country (a description of the Polish programme will be added after the new agreement is signed), contact for authors about articles (details to be clarified) anonymous@tandf.co.uk and apc@tandf.co.uk.

Cambridge University Press

An open access publishing programme under CUP consortium licence

The programme was closed after the 2024 article pool was used up. The programme will resume in Q1 2025 with a new pool as soon as the contract is signed.

Authors eligible for the programme:

• A corresponding author affiliated with Warsaw University of Technology. It is recommended to provide an email address in the institution's domain (@pw.edu.pl) in the publication process.

The programme covers:

• 376 CUP open access and hybrid journals, but an author from a given institution is only entitled to publish for free in open access in journals from the collection to which the institution subscribes. The author can check this on a dedicated page on the publisher's server.

The programme allows open publication without charge:

• under a CC-BY licence
• of 30 articles for the entire consortium (including a maximum of 5 OA articles free of charge per institution).

The programme allows publication free of charge for authors of articles accepted for publication in the current year.

Corresponding authors who send an article for review should demonstrate their institutional affiliation, e.g. by providing their Orcid ID. The use of an institutional email is also recommended to facilitate identification of the author's institution. After the reviews and once the article has been accepted by the journal's editorial team, the author will receive an email with a link to the relevant journal's website, which contains the forms necessary to prepare the licence agreement. An author who wishes to publish an open access article should choose one of the two forms in the 'Open Access Articles' section and select the Creative Commons licence version. The choice of form depends on whether the copyright holder of the publication is the author(s) of the publication or their employer(s). Once the author has completed and submitted the form, the article is routed for publication approval within the programme by the coordinator, and once the process is complete, the author will receive an email confirming that the article will be published in open access. The whole process is described in details in "Step-by-step guide to publishing Open Access in Cambridge Journals".

IDUB Open Science

The program has been closed - the 2025 funding has been exhausted.

As part of the Open Science programme, financial support for the publication of scientific articles in the OA formula is offered in the ‘Excellence Initiative - Research University’ project. The beneficiaries of the programme can be employees and doctoral students of Warsaw University of Technology whose scientific output is taken into account in the evaluation of the scientific activity of the University.

Financial support is granted for the publication of articles in journals from the first two deciles according to the current CiteScore factor of the Scopus database. Lists of journals are made available on the IDUB project website.

Financial support is provided in an amount not exceeding PLN 20,000 gross as follows:

• 100% fee for publishing an article in a journal from the first decile - in the case of articles whose corresponding author or the majority of authors are affiliated to Warsaw University of Technology (max. PLN 20, 000);
• 100% fee for publishing an article in a journal from the second decile - for articles in international collaboration, where the corresponding author or the majority of the authors are affiliated to Warsaw University of Technology (max. PLN 20, 000);
• 75% fee for publishing an article in journals from the first or second decile in the case of articles in international collaboration majority of whose authors are not affiliated to Warsaw University of Technology (max. PLN 15, 000);
• 50% fee for publishing of an article in a journal from the second decile - in the case of articles whose corresponding author or the majority of authors are affiliated to Warsaw University of Technology (max. PLN 10, 000);
• proportionally to the percentage of authors affiliated to Warsaw University of Technology for publication in other cases.

The regulations of the Open Science programme and the application form are available on the Warsaw University of Technology - Research University website.

Frequently asked questions: