Research Data Management

The University of Virginia Vice President for Research maintains several policies that may impact your research. 

• RES-001: Ownership Rights in Copyrightable Material 
• RES-002: Laboratory Notebook and Recordkeeping
• RES-003: Federal Classified Research 
• RES-006: Patenting of Discoveries or Inventions at the University (Patent Policy) 
• RES-007: Human Research Protection Program  
• RES-009: Compliance with Sponsor Requirements 

The University of Virginia Information Security at UVa office maintains all data security related policies. 

• Highly Sensitive Data
• University Use of Highly Sensitive Data Standard
• Highly Sensitive Data Protection Standard for Individual-Use Electronic Devices or Media
• University Data Protection Standards (UDPS 3.0)
• IRM-003: Data Protection of University Information 
• IRM-004: Information Security of University Technology Resources 
• IRM-012: Privacy and Confidentiality of University Information 
• IRM-017: Records Management 

Data Rights and Responsibilities Guidance 1.0 (PDF)

The University claims ownership rights to intellectual property, including data, generated with significant University resources including grant funding. University faculty and researchers have a responsibility to maintain research data and make that data available for preservation by the University both as a matter of research integrity, and because of the University’s ownership rights. Increasing numbers of granting agencies and entities now also impose specific planning for data preservation and access as a condition of grants compliance.

All principal investigators must familiarize themselves carefully with all grant terms and conditions, including those relating to intellectual property and data responsibilities. NSF grants require a data management plan. Investigators have a responsibility to cooperate in the deposit of research data in any University repository being made available for preservation purposes.

UVa Policy (RES-002) specifically provides: 

Recording and Storage of Laboratory Data:
The retention of accurately recorded and retrievable results is of the utmost importance in the conduct of research, and it is the responsibility of each investigator to maintain such records in a secure location.

Data and notebooks resulting from sponsored research are the property of the University of Virginia. It is the responsibility of the principal investigator to retain all raw data in laboratory notebooks (or other appropriate format) for at least five years after completion of the research project (i.e., publication of a paper describing the work, or termination of the supporting research grant, whichever comes first) unless required to be retained longer by contract, law, regulation, or by some reasonable continuing need to refer to them.

If the principal investigator leaves the University of Virginia, he or she may transfer such data to another institution, provided that the Vice President for Research and Graduate Studies is informed of this transfer and approves of it. This shall be subject to the proviso that the University is given written assurance that the data will be retained for the required five-year minimum retention period.

The notebook or logbook shall be kept in a secure location where it cannot be removed by an unauthorized person. 

Publication: 

Publication rights and responsibilities are complex in any academic environment. Determination of publication rights to research results is primarily the responsibility of the principal investigator, with the expectation that principled standards of scientific conduct, appropriate acknowledgement of collaborators and contributors, and sharing of results in the interest of the broader scientific community, are core standards expected of each member of the University community. The Office of the Vice President for Research provides guidance on these issues and has the responsibility for addressing disputes arising out of the application of these policies. For questions, please contact: David Hudson, the Senior Vice President for Research at djh2t@virginia.edu or 243-0900. 

Licensing and commercialization:

As a general matter, employees of the University (faculty and staff) and students working in lab and research environments do not develop personal rights to or interests in research data or results. However, all University employees, including student employees, can have rights to share in any profits that might be realized if/when the University disseminates or licenses intellectual property commercially. For more information on this, the University’s Patent and Copyright policies should be consulted. The Office of the Vice President for Research provides guidance on the application of these policies and has the responsibility for addressing disputes arising out of the application of these policies. The UVA Licensing & Ventures Group, part of the Office of the Vice President for Research, provides information and guidance about patent and copyright as related to research activities at UVa. For questions, please contact: David Hudson, the Senior Vice President for Research at djh2t@virginia.edu or 243-0900.