Skip to content Skip to footer

Policies in Practice

Page image

Introduction

In this guide, we will walk through the University policy on the handling of Research Data (grey quote boxes), and provide detailed explanations, practical tips (yellow boxes) and checklists (green boxes) for you as a researcher at the University of Freiburg.

All research members of the University of Freiburg are committed to the responsible handling of research data. The Central Data Facility offers all research members of the University of Freiburg support in implementing university policies.

The Policy

Let’s go through the Policy on the handling of research data at the University of Freiburg section by section:

Policy on the handling of research data at the University of Freiburg

I. Preambel

The University of Freiburg recognizes the fundamental importance of research data, its creation and processing context, as well as its documentation and publication, for maintaining high-quality research and scientific integrity. The University of Freiburg strives to meet the highest possible standards. It further recognizes that accurate, easily discoverable and accessible research data are essential foundations of any data-driven research project. They are necessary for the traceability, validability, and reproducibility of research processes and results. Research data thus have a long-term benefit for science and the potential for extensive subsequent use and dissemination in society. This policy is intended to give scientists guidance in dealing with research data and to contribute to a sustainable research environment. In conjunction with „The University of Freiburg’s Open Access Resolution“, it is intended to contribute to spreading and living the idea of “Open Science” and “Open Data”.

What is a Policy?

A policy is an official guideline or directive. It establishes binding rules and expectations that all stakeholders are expected to follow.

At a glance:

  • A policy is NOT a recommendation, but a binding directive.
  • It was adopted by the Rectorate of the University of Freiburg on September 21, 2022, and updated in January 2026.
  • It is considered an extension of the principles of good scientific practice (https://www.dfg.de/de/grundlagen-themen/grundlagen-und-prinzipien-der-foerderung/gwp).

What is the purpose of this policy?

The policy aims to ensure that research data at the University of Freiburg is handled responsibly, transparently, and sustainably.

It pursues four main objectives:

  1. Ensuring research data quality: Results should be comprehensible, verifiable, and reproducible.
  2. Promoting openness through Open Science & Open Data: Research data should be openly accessible and reusable.
  3. Data for the Future: Long-Term Use: Data retains long-term value for science and society.
  4. Clarity Regarding Rights and Obligations: Creating Legal Certainty: Clear rules for storing, publishing, and deleting data.

II. Scope

This policy is addressed to all members of the University of Freiburg who deal with research data, both as independent researchers and in their function as teachers and persons responsible for the supervision of scientists in the early career phase. It was adopted by the rectorate on 09/21/2022 and updated on 01/21/2026. This policy should also be taken into account in the case of externally funded projects. Specific agreements with third-party funders regarding data management take precedence over this policy.

Who does this policy apply to?

This policy applies to all members and affiliates who conduct or commission research at the University of Freiburg.

This policy applies to you if, among other things, you…
Are a professor at the University of Freiburg
Conduct research as a research associate
Are involved in research as a student assistant
Are writing a thesis or dissertation that incorporates research data
Supervise student research projects as a lecturer
Mentor junior researchers in your research group
Are involved in externally funded projects (e.g., DFG, EU)
Conduct research at the University of Freiburg as a visiting scholar
  • If your funding body has its own rules: their regulations take precedence – but the UFR Policy applies in addition.
  • Are you unsure whether you are affected? If in doubt: Yes. Contact the Central Data Facility (CDF).

III. Handling research data

Research data refers to all data that is generated during the research process or results from it. Depending on the research question and the methods applied, such data are produced or collected, processed, analyzed, and ultimately published and/or archived. Consequently, research data appear in different media types, levels of aggregation, and formats across all academic disciplines. To enable the provision and reuse of research data, it is essential to document their context of origin and the tools used.

Research data includes, among other things, measurement data, laboratory results, audiovisual information, texts, survey data, objects from collections, or samples that are generated, developed, or analyzed in scientific work. Methodological tests, such as questionnaires, software, and simulations, can also represent key results of scientific research and should therefore also be included under the term “research data.”

When dealing with research data, the entire lifecycle process must be taken into account, during which it is collected or reused, processed, analyzed, edited, archived and, if applicable, published.

Consider the Entire Data Lifecycle

Research data is generated, processed, stored, and potentially published. It’s crucial to consider and document how research data will be handled throughout the project, not just when it’s time to store it.

Data storage itself should be considered during project planning, as should ensuring the data’s reuse after the project ends.

The research data lifecycle can be helpful in this regard, as can the tool catalog with services, which can be used for this purpose.

The FAIR principles (Findable, Accessible, Interoperable, Re-usable) should be taken up at an early stage in this process, provided that there are no legal or ethical reasons to the contrary and that they are technically feasible. It is of particular importance to preserve the integrity and context of research data. Research data must be stored in a correct, complete, unaltered and reliable manner and must be reusable in the long term.

Adhere to FAIR Principles

FAIR stands for four properties that research data should have:

Letter Term Meaning for you
F Findable Data must be provided with clear descriptions (metadata) so that others can find it.
A Accessible Data should be openly accessible – or it must be clearly described why not.
I Interoperable Data should be stored in formats that can be read by different programs.
R Reusable Data must be licensed so that others are allowed to reuse it.
  • Explanations regarding metadata: TODO
  • Explanations regarding licenses: CDF Guide

In accordance with intellectual property rights and provided that no third-party rights, legal provisions or other property rights prohibit it, research data shall be provided with a free license for subsequent use and shall be made openly available.

Granting Open Licenses

  • Research data should be published under open licenses whenever possible (e.g., Creative Commons).
  • This allows other researchers to legally reuse the data.
  • Exceptions: If third-party rights, data protection, or confidentiality conflict with this.

Research data should be deposited in a suitable repository or archiving system. It is recommended to examine primarily subject-specific or methodologically suitable repositories provided that they meet at least the Open Access requirements of the University`s services stated in this policy.

There are numerous repositories where data can be stored (https://www.re3data.org). The National Research Data Infrastructure (NFDI) (https://www.nfdi.de/) offers subject-specific storage options. The Central Data Facility can facilitate contact with them. The University of Freiburg (UFR) offers InvenioRDM FreiData, a publication platform for research data and other digital research objects. FreiData can be used by all members and affiliates of the university with a university account.

Data should be provided with persistent identifiers in addition to at least descriptive metadata.

  • Information about Metadata: TODO
  • Information about DOIs: TODO

In particular, the University of Freiburg recommends the use of ORCID IDs for individuals, and of DOIs for publication of data sets (if applicable, in addition to discipline- or repository-specific identifiers and metadata).

ORCID is the primary identifier for all researchers at the University of Freiburg. Every UFR member must register an ORCID (https://orcid.org/register).

Research data intended for re-use should be made available in citable form. This includes ensuring the appropriate context, which may include the research software and workflow environments used. This task may be outsourced to appropriate professional services. It should be guaranteed that citation rules are observed and terms regarding publication and use are met.

The origin of reused data is thus clearly traceable and the corresponding source is honored.

Publications and research data can be made available in a citable format. In addition to the data itself, the research software (e.g., web service or tool with version number) and the runtime environment should be described.

Research software refers to software developed or used in the context of scientific research to address scientific questions.

It can be used in various phases, such as data analysis, simulations, visualization of results, workflow automation, and reproducibility of experiments. Examples include R, Python, MATLAB, image analysis software for microscopy, and statistical programs.

A runtime environment is the combination of software, system resources, and configurations required to execute a program. This includes, for example, the operating system, libraries, runtime environments, memory, and processor resources.

Examples include Windows, Linux, macOS, Java, Docker, and Galaxy.

By assigning a DOI to data, the individuals who collected and analyzed the data can be named and cited.

This does not necessarily have to be the same person who publishes the work (e.g., when reusing existing data).

Specialized services are services or platforms within a scientific discipline that support researchers in the preparation, publication, archiving, and reuse of research data, e.g., repository providers (Geo, etc.), NFDI, Zenodo, Galaxy.

Research data and documents shall be retained and kept accessible for as long as required by internal policies, professional guidelines, or the requirements of research funders under applicable legal and contractual provisions (e.g., EU requirements regarding the collection of personal data). The minimum retention period for research data and documents is ten years after publication of the data, publication of the relevant work or after project completion.

The faculties and research institutions of the University of Freiburg have RDM (Research Data Management) officers who provide information on data storage when a project is completed or a professor/PI (Principal Investigator) leaves the university. Researchers are encouraged to inquire about the options the University of Freiburg offers for storing project data over this period when applying for projects.

Funding for this should be included in the application. The Central Data Facility also provides advice on all aspects of this step in research data management.

If research data and associated documents are to be deleted or destroyed after the storage period has expired or for legal or ethical reasons, this may only be done taking into account any legal or ethical considerations. The deletion must be traceable and documented. When deciding whether to retain or delete data, the interests and contractual provisions of third-party funders and other parties involved, in particular contributors and collaboration partners, must be taken into account. Aspects of security and confidentiality must be considered.

After the retention period has expired, the UniArchiv must be involved, for example, when it comes to deleting the data.

IV. Responsibilities

The responsibility for research data management during and after the duration of research projects and undertakings lies with the University of Freiburg and its researchers and should be in accordance with the recommendations for safeguarding good scientific practice. The implementation of these recommendations is supervised in the „Regulations of the Albert Ludwig University on Safeguarding Academic Integrity“.

Responsibilities mean that the relevant groups of people must take care of the points listed below.

a. Responsibilities of the researchers

  • i. Researchers collect, document, store and archive research data and the related documentation so that access or proper deletion is possible. This includes agreement on procedures andresponsibilities in collaborative research projects. Such information should be part of a data management plan (DMP) that documents the acquisition, aggregation, editing, retention, use, and publication of the data used and describes the requirements for integrity and confidentiality of the data. Researchers shall prepare a DMP for each research project and maintain and keep it current during the conduct of the project. Where appropriate, they shall document the availability of research data in representations of their projects, e.g., in a research information system or other publicly accessible project descriptions.

  • ii. Researchers handle research data in a way that complies with the principles and requirements of this guideline. They ensure already during project planning whether open source software can be an equivalent alternative to programs whose source code is not disclosed. In particular, the use of software available under free licenses is advised

  • iii. Researchers plan, as far as possible, the further use of the data, especially after project completion. This includes both the determination of rights of use and exploitation after the end of the project, including the allocation of corresponding licenses, as well as the regulation of data storage and archiving in case of leaving the University of Freiburg.

  • iv. Researchers plan, as far as possible, the further use of the data, especially after project completion. This includes both the determination of rights of use and exploitation after the end of the project, including the allocation of corresponding licenses, as well as the regulation of data storage and archiving in case of leaving the University of Freiburg.

  • v. Researchers understand the handling of research data as an integral part of scientific training. They incorporate research data management into their teaching.

The handling of research data during a project can be structured and described in a data management plan (DMP). Some funding agencies require a DMP. The Central Data Facility offers information and advice on this topic.

Open-source software should be preferred over commercial software. Many European alternatives exist for popular services. Information on software for research data management (RDM) is available in the CDF Tool Catalog. The Central Data Facility can provide further software recommendations.

  • Information on data management plans (DMPs): CDF Guide
    .tip

b. Responsibilities of the University of Freiburg

  • i. The University of Freiburg supports its organizational units, provides adequate funding and resources for research promotion, services, operation of organizational units, infrastructures and staff qualification. The University assigns the Central Data Facility with the coordination of institutional research data management. To this end, it participates in cross-cutting exchanges with other institutions, research funding agencies, and is a member of the National Research Data Infrastructure Germany.

  • ii. The University of Freiburg promotes compliance with the recommendations on good scientific practice. To this end, it provides templates for DMPs, conducts monitoring, and offers qualification measures as well as support and advice. This is done in accordance with current policies, contracts with third-party funders, internal bylaws, codes of conduct, and other relevant guidance documents.

  • iii. The University of Freiburg develops mechanisms and provides services to store, securely retain, and publish research data to ensure access to research data during and after the completion of research projects.

iv. The University of Freiburg provides access to the services and infrastructure described above so that researchers can comply with the requirements of third-party funders and other legal entities and fulfill their responsibilities as described in this policy.

The Central Data Facility provides advice on all aspects mentioned in the FDM Policy. It works closely with the other service providers at UFR to do so.

V. Validity

This policy shall become effective upon adoption by the directory board on 09/21/2022 and was updated on 01/21/2026. It will be reviewed every three years at the end of each year to determine if it needs to be updated.

References/Appendix

  1. Open-Science-Policy der Universität Freiburg. (2024). DOI: 10.6094/UNIFR/245816
  2. Hiemenz, B., & Kuberek, M. (2019). Strategischer Leitfaden zur Etablierung einer institutionellen Forschungsdaten-Policy. DOI: 10.14279/DEPOSITONCE-8412
  3. Wilkinson, M. D., Dumontier, M., Aalbersberg, Ij. J., Appleton, G., Axton, M., Baak, A., Blomberg, N., Boiten, J.-W., da Silva Santos, L. B., Bourne, P. E., Bouwman, J., Brookes, A. J., Clark, T., Crosas, M., Dillo, I., Dumon, O., Edmunds, S., Evelo, C. T., Finkers, R., … Mons, B. (2016). The FAIR Guiding Principles for scientific data management and stewardship. Scientific Data, 3(1), 160018. DOI: 10.1038/sdata.2016.18
  4. Open Source Initiative (OSI): opensource.org/licenses
  5. Persistenter Identifikator zur eindeutigen Bezugnahme auf Wissenschaftler*innen: orcid.org
  6. Persistenter Identifikator zur eindeutigen Bezugnahme auf digitale Objekte aller Art: doi.org
  7. Deutsche Forschungsgemeinschaft. (2021, Dezember 7). Gute wissenschaftliche Praxis
  8. Ordnung der Albert-Ludwigs-Universität zu Sicherung der Redlichkeit in der Wissenschaft : Jahrgang 32
  9. Central Data Facility: unifreiburg.de/cdf
  10. NFDI | Nationale Forschungsdateninfrastruktur e. V. : nfdi.de