Research Post Graduate (RPg) Students -- Instructions for Data
Beginning with the September 2017 intake, all HKU research postgraduate (rpg) students have responsibility for 1) using a data management plan (DMP), where applicable, to describe the use of data in preparation for, or in the generation of their theses, and 2) depositing, where applicable, a dataset in the HKU Scholars Hub. "RPg" includes the degrees of MPhil, PhD, and SJD. The 2017-18 Graduate School Handbook describes these new regulations. Sections XX and XXI of the Handbook give the Procedures for MPhil and PhD, respespectively. In these Procedures, the relevant paragraphs for data are,
- 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
The 2015 Policy on Research Data and Records Management asks that all researchers, including RPg students, properly and ethically describe in a Data Management Plan at the beginning of their project, how they will collect, organize, store, and finally deposit a dataset (where applicable) at the end of their project. The HKU Libraries provide Research data Services to enable this process. Before continuing below, please browse the pages on Research Data Management (RDM) Planning. Further details specifically for rpg students are given below.
Data Management Plan (DMP).
DMPs are discussed here. Please note the DMP template given for Post-Graduate Research Projects. Not every student will create a dataset. Not all datasets used by students should be deposited. To describe this, and as part of the approval of candidature process, the student will,
- Fill in an online form, “DMP Entry Page”. This is an option in the left side menu on this page. 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 carreer. 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.
- 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.
What and where to deposit is described here. If the student has been approved for deposit exemption, or no dataset used, as described above, there is nothing further to be done here. If the student indicated in the DMP Entry Page that deposit would be made, then, at the time of submitting a draft thesis for examination (MPH14 & MPH15 in Procedures), the student should fill out an online page on Dataset Submission (option on left side menu), and upload files.
- 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 carreer. 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)
Format and submission process is described here. The Proof of Completion page in this procedure will also include the results of the DMP Entry page and Dataset Submission, where applicable.