Post-award
After you received a grand
The items below can be used as a guidelines to keep in mind during your research project.
Get Project Management Support
When you have received a grant for your research project there will be a lot of administrative activities. At your local research support as well as the central research support in SDU RIO you can get help with these assignments.
If something goes wrong
During the research project, unintended incidents may occur in the processing of information (and thus also personal data). Maybe an unauthorised person has had access to the personal information included in the research project, maybe the power to a freezer with biological material went out or something else. Such incidents are considered security incidents and must be registered. If you are in doubt as to whether you deal with a security incident, you can always contact your local information security coordinator.
Collection, storage and analysis of data on/in secure systems
When collecting, storing and analysing research data, it is important that they are stored in SDU’s approved systems for the individual purposes. In your daily processing of data, make sure that unauthorised persons do not gain access to data. This applies internally at SDU (offices, meeting rooms, etc.) as well as in external locations (home office, public transport, conference rooms, etc.).
As a general rule, there are the following approved solutions for storage and processing of research data at SDU: OneDrive, SharePoint, Nextcloud, S4 and Ucloud. If you want to use a different storage solution or a system for transcription, translation or something else during your research project, you must always make sure that it is an approved system at SDU. You do this by contacting Research Data Management (RDM) Support, so that SDU RIO can check whether a data processing agreement has been entered into, and SDU IT can check whether a licence has been signed if this is required.
Maintenance of Data Management Plan and notification to SDU RIO
If there are changes to the project along the way, you need to update your Data Management Plan. You can find a template for the Data Management Plan here and here (in Danish).
You must also update your notification to Legal Services in SDU RIO if, since the first notification, you have started using a new data processor, you collect new types of information, increase the number of participants, etc., in the project. These may be both significant and minor changes, and must be addressed differently.
Significant changes are changes regarding personal information, such as:
- changes in purpose
- change of contact person or people involved
- obtaining new types of personal information or a major change in the number of registered persons
- extension of the project period
- change or addition of data processor
You must always notify SDU RIO about these changes before implementing them, as they require prior authorization.
You are encouraged to keep the updated Data Management Plan, the approved change request or other relevant documentation that arises during the research project in the same place as the rest of your project documentation.
