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.