Advice for Je-S applicants

All research proposals to the ESRC are made through the Joint electronic Submissions (Je-S) System. One section of the form includes the intentions and considerations associated with archiving data resulting from the grant award. There are five questions that need to be completed:

Q: If the research involves data collection or acquisition, please indicate how existing datasets have been reviewed and state why currently available datasets are inadequate for this proposed research.

The ESRC is keen to ensure that grant applications do not propose the collection of data in areas of study for which satisfactory data already exist. Secondary use of existing data is advocated where possible.

In addition to the usual literature review it is recommended that at a minimum the following sources are reviewed:

ESDS Data Catalogue - an integrated catalogue containing over 5,000 datasets covering an extensive range of key economic, social and historical data - both quantitative and qualitative - spanning many disciplines and themes, and with links to census data
ESRC Society Today - the ESRC's repository of past and present research awards and their outputs

Q: Will the research proposed in this application produce new datasets?

This question relates both to datasets resulting from primary data collection or generation, and datasets derived from existing sources, produced during ESRC-funded research. Collating materials from existing sources and presenting these in a new way also constitutes a new dataset.

Data can consist of different types of qualitative or quantitative materials, for example: numeric data files; survey databases; interview transcripts; diaries; field notes; digitised materials; audio recordings; photographs; and modelling scripts.

Q: It is a requirement to offer data for archiving. If you envisage any difficulties in making data available for secondary research, please outline the difficulties.

Difficulties associated with depositing or archiving data usually centre on the confidentiality of data, consent for data sharing or copyright. Any problems applicants foresee regarding these or other matters should be explicitly outlined on the application form. This should be accompanied by evidence that thought has been given to strategies to overcome difficulties in data sharing and that there is a general willingness to archive data.

If applicants consider that their data will not be suitable for archiving, this must be discussed with ESDS staff in advance and the details of this discussion noted in this section of the form. Especially where data confidentiality and consent are concerned, researchers should be aware that many confidential data can be archived and shared in an ethical manner and that data sharing should be addressed during consent procedures. Detailed guidance on consent, confidentiality and ethics in data sharing is available.

Q: Who are likely to be the potential users of the dataset?

Most potential users will be within the higher education and further education research communities. However, if the dataset has commercial or other uses, then this should be stated. Usability by another scholar should be taken into account in the preparation and collation of materials for archiving.

Q: Please outline the plans for and cost of preparing and documenting data for archiving to the standards required by the ESDS.

Owing to the disparate nature of research and data creation strategies, ESDS cannot provide advice on the exact costs likely to be incurred in data preparation. Much data preparation can be carried out as part of the research process, during data entry or during transcription, therefore significantly reducing the cost of preparing data for archiving. The various activities typically associated with preparing data are outlined below, for which grant applicants can work out appropriate costs in terms of people's time and equipment/software needed:

ensure all data files are named and labelled properly
for numerical data allow time to create good variable, value and code labelling, for example in SPSS files or MS Excel sheets; or for supplying the syntax for derived variables
for qualitative data allow time for producing data listings (inventories)
where possible, make provision for full transcription of all interviews, focus group discussions, etc., or else produce summaries. See guidance on audio transcription of interviews
for transcriptions in languages other than English, English summaries should be prepared
include costs for digitisation of non-digital sources. For example, if your research involves working on non-digital collections (text and audio-visual), all newly created digital material should be included in the offer for data deposit. See information on digitisation strategies for text and audio material
allow time to anonymise data where required. See UKDA guidelines on anonymising research data
allow enough time to collate supporting information on research methods and to document data. See guidelines on data documentation and metadata

We have produced coherent guidance on how to manage and share data that provides data creators, data managers and data curators with best practice strategies and methods for creating, preparing and storing shareable datasets.

Data preparation and sharing queries

For help answering many queries relating to the sharing of research data, see:

Any problems?

If after reading this information you still anticipate any difficulties in depositing your data or have questions, contact the Research Data Management Support Services team at acquisitions@esds.ac.uk

In reviewing all awards, ESRC expects evidence to be provided to show that there is a general willingness to archive data and that due consideration has been given to strategies to overcome any problems.

Applicants should note that from an ESDS point of view, although much guidance and advice can be given in advance, a dataset can only be fully evaluated for suitability for sharing once fieldwork has been completed and the project is nearing completion.