Theses Supplementary Deposit

Supplementary materials to support transparency and reproducibility

Scholarly research and communication is enhanced when research inputs in addition to the final polished culmination (thesis, dissertation, or other manuscript or scholarly product) are made available and connected to the final scholarly product. 

These inputs may consist of protocols, data, scripts – if using a coding environment – or other intermediary products; what constitutes data or study inputs will differ by discipline and area of research. UBC offers several ways for you to deposit these content types in a way that supports your thesis, dissertation, and any other scholarly product that might emerge from this research. 

While cIRcle is where you will deposit your thesis or dissertation, this is not necessarily the most appropriate place to deposit your other research inputs. Repositories dedicated to handling other content types help to keep this content organized, discoverable, and connected to your research outputs. UBC offers two additional repositories to help support the deposit of research inputs: OSF and Scholars Portal Dataverse. 

Privacy, Security and Ethics

What you write into your ethics application, consent forms, and other agreements with research partners or participants as well as the type of research you’re engaging in will determine what you can and cannot share as supplementary material. 

When working with any information that might be considered sensitive, whether this is because of personal information, cultural ownership, copyright or other intellectual property rights, you should first consult with a privacy expert on what, where, and how, you might make this data or portions of it discoverable. 

Contact 

For support handling data that potentially has some privacy or security risk, you can contact: 

Protocols

A protocol – an a priori methods section – is common practice in many disciplines. By formally articulating what it is that one intends to do and how they intend to undertake a study, protocols offer the research process several advantages. They allow one to revisit their original intent, either to get back on track or to reflect on where and why changes to the process were made. They provide an opportunity to share one’s area of research and intent to undertake an inquiry in advance of actually doing so; this disclosure can help to build networks between studies that are in process. Lastly, in certain disciplines and in certain types of research, protocols are integral to identifying and interpreting study bias. 

Ideally, a protocol is shared in advance of a study being undertaken. While this isn’t always strictly necessary, it is this a priori declaration that is the integral difference between a protocol and a detailed methods section. 

Protocols can be communicated and distributed in a number of ways: formal publication is common in some disciplines and areas of research, deposit in an online repository or as a conference abstract for others. 

If not being formally published, thesis and dissertation study protocols or conference artifacts can be deposited and, if desired, registered with OSF. 

Instructions 

To start using OSF, you’ll first need to create an account. You can do this using your CWL at this link. 

Once you have an account, you can simply deposit your protocol by creating a new project and uploading your file. Instructions here for setting up a project. And instructions here for uploading your files. 

If you want to formally register your protocol on OSF, you can follow these instructions. 

There’s more that you can do with OSF than simply depositing files. UBC Library often has workshops either through the Centre for Scholarly Communications on the Okanagan campus or through the Research Commons on the Vancouver campus. Irrespective of the campus, these workshops may be available virtually or in person. 

Contact 

For assistance or questions about protocols, registrations, or OSF, contact Mathew Vis-Dunbar (mathew.vis-dunbar@ubc.ca), Data & Digital Scholarship Librarian. 

Data and Scripts

Data could be a corpus of texts, interviews, environmental readings – anything used to generate a novel conclusion or finding. Data is queried and manipulated to generate these novel findings; depending on discipline, this work may be accomplished through code that can be shared. When done in this way, and depositing one’s code alongside one’s data, we reveal exactly how our data was processed and handled. 

UBC, working with other post-secondary institutions in Canada, has a dedicated repository – Scholars Portal Dataverse – to hold research data and any potentially accompanying code files that can be discretely connected back to your thesis or dissertation. 

Instructions 

Scholars Portal Dataverse support materials and deposit instructions can be found here: https://researchdata.library.ubc.ca/share/share-your-data/  

Contact 

For support or questions about depositing your data or scripts, contact Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian. 

Data Collection Tools

Deposit of novel or non-proprietary data collection tools rounds out the process of research transparency, allowing the researcher to explicitly share how data for a study was collected. Data collection tools may consist of forms or questionnaires, but they may also consist of notebooks and be more or less structured. While not necessarily born-digital, there may be an opportunity to digitize and deposit these independently of one’s thesis while making a discrete connection between them. 

When deposited as a discrete entity, you may choose to do this in either cIRcle or OSF. 

Instructions 

cIRcle deposit instructions will be the same as for your thesis or dissertation. 

To start using OSF, you’ll first need to create an account. You can do this using your CWL at this link. 

Once you have an account, you can simply deposit your protocol by creating a new project and uploading your file. Instructions here for setting up a project. And instructions here for uploading your files. 

There’s more that you can do with OSF than simply depositing files. UBC Library often has workshops either through the Centre for Scholarly Communications on the Okanagan campus or through the Research Commons on the Vancouver campus. Irrespective of the campus, these workshops may be available virtually or in person. 

Contact 

For assistance or questions about OSF, contact Mathew Vis-Dunbar (mathew.vis-dunbar@ubc.ca), Data & Digital Scholarship Librarian. 

For assistance or questions about cIRcle, contact Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian. 

Data Management Plans

Supplementary materials for transparency and reproducibility are only as good as their cleanliness and organizational structure. A Data Management Plan (DMP) is a good place to start when thinking about the kinds of questions we should be asking ourselves about how we’ll organize our data. Discipline-specific resources will help to put a DMP into practice. 

Resources 

UBC works with the national body, The Portage Network, to provide resources and supports for research data management planning and research data deposit. You can review Portage’s Primer – Data Management Plan for an overview of what to consider when planning your data management strategy, or check out the DMP Assistant, a Portage tool with UBC specific templates to guide you through the process of creating a DMP. 

Contact 

For support with data management and data management plans, please contact one of: 

  • Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian. 

Making the Connection

Connecting the various inputs and outputs from your research can be done in a couple of different ways. 

In-text connections 

cIRcle, OSF, and Scholars Portal Dataverse deposits are citable and all provide the user with a digital object identifier (DOI) for persistent retrieval. Because of this, you can cite each of your deposits; for example, your thesis or dissertation might include a data availability statement with a citation to your upload to Scholars Portal Dataverse. Your thesis or dissertation’s methods section might also indicate that you had a protocol, with a citation to your upload to OSF. These would all be discrete, in-text connections. 

Contact

For support with data availability statements, please contact either: 

  • Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian. 
  • Nick Rochlin (Nick.Rochlin@ubc.ca), Research Data Management Specialist, Advanced Research Computing 

Database Record Connections

cIRcle, OSF, and Scholars Portal Dataverse also each allow for connecting other entities that are relevant to your deposit; so, for example, when looking at your thesis upload to cIRcle, there is a field for URLs to supplementary materials; this would be a perfect place to also include the doi for any other relevant deposits made to cIRcle, Scholars Portal Dataverse, or OSF. 

Instructions

cIRcle 
  • Connecting out When depositing into cIRcle, you will be prompted with an opportunity to add related or supplementary urls. 
  • Connecting in When you make a deposit in cIRcle, a DOI is automatically generated for you. You can use this DOI to connect your other works back to your cIRcle deposit. 
Scholars Portal Dataverse 
  • Connecting out When depositing into SPD, you will be prompted with an opportunity to add related or supplementary urls. 
  • Connecting in When you make a deposit in SPD, a DOI is automatically generated for you. You can use this DOI to connect your other works back to your SPD deposit. 
OSF 
  • Connecting out When depositing into OSF, there are a number of ways of making connections to cIRcle and SPD. 

* Adding Dataverse as an add-on requires that you or your PI are set up with a dataverse within UBC’s dataverse (this may sound meta, but it’s fairly easy to set up!). For support with this, please contact Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian, or Mathew Vis-Dunbar (mathew.vis-dunbar@ubc.ca ), Data & Digital Scholarship Librarian. 

  • Connecting in When you make a deposit in SPD, a DOI is automatically generated for you. You can use this DOI to connect your other works back to your SPD deposit. 

Contact

  • CIRcle: Marjorie Mitchell (Marjorie.Mitchell@ubc.ca), Copyright, Scholarly Communications, and Research Data Management Librarian 
  • Scholars Portal Dataverse: 
  • OSF: Mathew Vis-Dunbar (mathew.vis-dunbar@ubc.ca ), Data & Digital Scholarship Librarian