Advice for Je-S applicants

All research proposals to the ESRC are made through the Joint electronic Submissions (Je-S) System. The 'data collection' section of the Je-S form asks the following data questions. Applicants can provide detailed data-related information in their data management plan, a mandatory attachment for applications from April 2011.

Additional guidance on preparing a data management plan, including examples, is provided.

The ESRC is keen to ensure that grant applications do not propose the collection of data in areas of study where 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 for the availability of existing data that could be used:

• 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 Research Catalogue - the ESRC's repository of past and present research awards and their outputs

This question refers 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.

Difficulties associated with sharing and archiving data usually relate to the confidentiality of data, the absence of consent for data sharing and data re-use, or data copyright. Any problems applicants foresee regarding these or other matters should be explicitly outlined. Strategies to overcome difficulties in data sharing need to be considered, such as discussing archiving with interviewees, gaining specific consent from participants to archive data, anonymising data or seeking copyright permissions. It is expected that informed consent to share and archive research data is gained from participants.

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 the data management plan. Especially where data confidentiality and consent are concerned, researchers should be aware that many confidential data can be ethically archived and shared. Detailed guidance on consent, confidentiality and ethics in data sharing is available; or ESDS can give project-specific advice.

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.

The cost of data preparation and documentation is highly dependent on the nature of the research and the data creation strategies. The UK Data Archive has recently developed an activity-based data management costing tool to estimate or calculate the additional costs - above standard research procedures and practices - that are needed to make social science research data shareable beyond the primary research team. It is based on the presumption that data will be archived at the UK Data Archive via the ESDS.

Much data preparation can be carried out as part of the research process, during data entry, digitisation, transcription or analysis. This significantly reduces the cost of later preparation. The activities typically associated with preparing social science data for archiving and re-use by other researchers are outlined below. Grant applicants can work out appropriate costs in terms of people's time and equipment/software needed.

• name and label all data files
• for numerical data such as SPSS or MS Excel files, label all variable, value and codes, or supply the syntax for derived variables; see our relevant data documentation guidance
• for qualitative data create data listings (inventories)
• where possible fully transcribe interviews, focus group discussions, etc., or produce summaries; see our transcription guidance
• for transcriptions in languages other than English, prepare English summaries
• digitise non-digital data if your research involves non-digital textual or audio-visual data; see our digitisation strategies for text and audio material
• anonymise data where needed; see our anonymisation guidelines
• collate contextual and supporting information on research methods and how the data were created; see our documenting data guidelines

We have produced best practice guidance on a wide range of topics for creating, managing, storing and sharing research data.

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

• Frequently asked questions - data management and sharing including consent, confidentiality and ethics

If after reading this information you still anticipate 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 dataset created.