Research Post Graduate (RPg) Students -- Instructions for Data

  • MPH5 & PHD5 Candidature – for description of a data management plan (DMP)
  • MPH7 & PHD7 Period of Study – for describing when in the period of study, a dataset, where applicable, is to be submitted
  • MPH14 & PHD14 Submission of [draft] Thesis [for Examination] – for description of dataset submission
  • MPH15 & PHD15 Thesis Examination – for consideration of DMP Entry results and dataset if applicable, and if desired by the examiners

Data Management Plan (DMP).

  • On this page, the student must choose one of four options, A, B, C, or D. Choosing option D, the student can upload his/her DMP. Upload of the dataset is expected later. Supervisors need not approve this choice.
  • Choosing the other options will mean that neither a DMP nor dataset will be uploaded. The primary supervisor must approve these choices. If the supervisor rejects the choice, the student must return to this page and choose an option acceptable to the primary supervisor. These options are,
    • A. data is freely available on the internet or in libraries, or
    • B. license forbids deposit.
    • C. no data was used in the research project for the creation of the thesis
  • Upon completing the DMP Entry Page, it will display a proof of completion, which he/she can print if needed.  The page will automatically send an email of completion to his/her primary supervisor and any co-supervisor.
  • If the student uploads a DMP, he/she should also append the DMP to the Scheme of Research described in MPH5 & PHD5 [Candidature] of the Procedures, and submit as described there. The DMP will be another criteria in determining approval or non-approval of candidature.
  • Upon Library receipt of approved e-thesis, the Hub will generate a page as proof which the student is asked to forward to the supervisor, and/or department or faculty. This page will also show the results of submission or non-submission of DMP and dataset.
  • The student will see his/her supervisor(s) names shown there.  If wrong, we ask the student to first ask the department or faculty to fix in the Graduate School "RP System", and then return to this page, which will be repopulated with the corrected names.  Other details, such as thesis title may be wrong, but will not need to be fixed here. They can be fixed or changed later in the student's HKU career. If not fixed before, when the final ethesis is received by the Libraries, cataloguers will update these fields with final values. The student need not return to this page to update them.
  • If there is a licensor of the dataset that requires destruction of data, the student can indicate a date, at earliest, one year from deposit, to give supervisors and the dean time to examine if necessary.
  • The fields for Publication and Grants are optional. The student may check with the supervisor to obtain this information, or, go on without inputting it.
  • The student can choose, without approval, a ”CC BY-NC” license to display in open access, or, “Restricted” for the dataset to be accessible only to the student, and the supervisor(s). The examiner(s) of thesis may also request access for the thesis examination process (MPH15 & PHD15 of the Procedures). After student and supervisor(s) leave HKU, the dean of the faculty will have access.
  • If the student chooses Restricted Access, he/she can further choose,
    • A restriction period of 1 ~ 10 years, or forever.
    • Whether the metadata (item record) of the dataset should be visible or not.

Final e-Thesis Submission (not draft)