Templates
Data Management Plans
The University Library manages DMP Online so that all templates are up-to-date. It is advisable to use the VU template whenever possible (this is accepted by ZonMW and NWO instead of their own templates). The FSS Guidelines for Data Organization includes example DMPs that you can use for inspiration. For detailed guidance, you are encouraged to plan a consult with the Faculty Data Steward
Informed consent
Before collecting data, you are required to inform your respondents about what data you will collect, and what you intend to do with it. This can be through the use of a signed informed consent form, but this is not needed. In any case, the consent should be demonstrable. Ticking a box prior to an electroninc survey, clearly stating in a recording “I agree to be interviewed” (it is wise to separate this from the research data) or sending an email with the same text all are valid forms of consent.
Whatever form you choose, you need to make sure your respondents are well informed. For this, there are the following documents:
- Informed Consent Form (English/Dutch): this form can given to respondents, and should be kept on file (preferably digitally) for the duration of the use of the data.
- Privacy Statement (English/Dutch): You can send interviewees a privacy statement by email prior to interviews, or put a link to a detailed privacy statement in a digital survey, and then ask the respondent whether they agree to be interviewed. If you collect particularly sensitive data (especially special categories) or do sensitive things with the data (like publishing) make sure to mention this in the question, so repsondents explicitly consent to this.
The Faculty Data Steward can help you find the right way to inform your respondents and obtaining their consent.
Data Protection Impact Assessment
A Data Protection Impact Assessment (DPIA) is a systematic process that helps identify, assess, and mitigate the risks associated with the processing of personal data. While it is never a bad idea to do a DPIA, it’s mandatory only in specific cases. To check whether you need to do a DPIA, you can fill out the pre-DPIA tool. If the result is that a DPIA is needed, you can contact the Faculty Data Steward to assist in drafting one, or have a look at the DPIA template.
Agreements
- Data Sharing Statement: if students (or student assistants) work on sensitive data, it is wise to have them sign a statement that they will treat the data confidentially.
For agreements with third parties, it’s best to be in touch with the Faculty Data Steward who can assist in liasing with the relevant departments at the VU.