Request new 'Shell Dataverse & Dataset(s)'
Now that you have determined the correct combination of Dataverse and Dataset(s) for your deposit. You need to request that the ADA Staff create the appropriate 'Shell' for you in the Dataverse DEPOSIT Site. This will enable you to populate the 'Shell Dataverse & Dataset(s)' with the data, supporting documentation and metadata. The ADA require some basic information that should be provided along with your request.
Requesting your 'Shell dataverse & Dataset(s)'
1. The Data Owner is to gather the required minimum information requirements for the creation of each 'Shell Dataverse & Dataset(s)' along with any additional features required for their Dataverse.
Remember that each separate dataset that you require creating may need a completely different set of minimum information. For example it may not just be the title and description of the dataset that changes but the contact details for the individual who will grant permissions may differ, or the author may have been different. guidance on the minimum information requirements and the additional Dataverse features is provided below.
Once the 'Shell Dataverse & Dataset(s)' information requirements have been collated:
2. The Data Owner is to contact the ADA via email, including with the email the information requirements for their 'Shell Dataverse & Dataset(s)', requesting one of the following: a. The creation of a New Organisational Dataverse and a 'Shell Sub-Dataverse and Dataset(s)' for the deposit. b. The creation of a New 'Shell Sub-Dataverse and Dataset(s)' for the deposit, to sit under an existing named Organisational Dataverse. c. The creation of a New 'Shell Sub-Dataverse and Dataset(s)' for the deposit, to sit under an existing named Sub-Dataverse. d. The creation of a new 'Shell Dataset(s)' for the deposit, to sit under an existing named and unpublished Sub-Dataverse.
Once received by the ADA, your email will be saved with the original Request to Deposit Data with ADA email to create a full auditable trail of the Self-Deposit request.
Once the 'Shell Dataverse & Dataset(s)' have been created, the ADA will notify you via email that they are now ready to be populated by you. As the access permissions should have been applied directly to the dataset(s), you should in addition to the ADA email receive an automated email by the Dataverse DEPOSIT account, confirming that you have been granted the role of Contributor for each Dataset. This email will include a link to the dataset. You will also notice that there is a new Dataverse Notification for each dataset, confirming that you have been granted the role of Contributor when you next log in to your account.
If you have any queries during this process, please contact a member of the ADA for advice or assistance.
Minimum Information Required to create 'Shell Dataverse'
In order for the ADA Staff to create the 'Shell Dataverse' for you, they will require information about you and your deposit. This information should be sent with your email request using the following information headings:
Dataverse: Provide details of the project, department, university, or professor this Dataverse will contain data for. This in theory will become the Dataverse name.
Identifier: This is a short name, usually an abbreviation of the Dataverse named above, in lower case, with no spaces, that becomes part of the URL of the Dataverse. Special characters (~,`, !, @, #, $, %, ^, &, and *), HTML tags and spaces are not allowed as this causes problems for publication in Dataverse Version 4.6.1. Choose an appropriate identifier for your Dataverse, noting the warning information below.
Note: Changing the identifier in the General Information fields once the Dataverse has been created will render the previous URL invalid. This prevents all previously distributed links to the Dataverse from reaching the site. In effect, this is the ‘slug’ in the Dataverse URL, differentiating it from all other Dataverses. It should only be changed if it is essential on a draft Dataverse, and should be avoided on a published Dataverse wherever possible in order to maintain the integrity of any issued links.
Category: Choose a category that best describes the type of Dataverse. For example, if this is a Dataverse for an individual researcher’s dataset(s), select Researcher. If this is a Dataverse for an institution, select Organization & Institution. The available options are as follows:
a. Department
b. Journal
c. Laboratory
d. Organization or Institution
e. Researcher
f. Research Group
g. Research Project
h. Teaching Course
i. Uncategorized
Email: Provide your institutional or organisational email address. This will become one of the email addresses listed as a main contact for the Dataverse, along with the ADA's email address. For Self-Deposits, you should always include the Data Owner and the depositor's email addresses (if they are different). Note: more than one contact email address can be listed for each Dataverse, for example if there are multiple contacts as part of a project or group.
Description: Provide a short description of the Dataverse. This will be used to provide readers with some basic information about the deposit and will displayed on the home page of the Dataverse and in the search result list. This is your opportunity to advertise your data.
Note: the description field only supports certain HTML tags, these are:
(<a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <ul>).
Other Dataverse Features that can be requested
There also exists an ability to add a number of other features to your Organisational Dataverse or Sub-Dataverse site, a description of each of these features is provided below. Should you wish to add any of these to your 'Shell dataverse' which will be transferred to the final published version, you should add the details to your email request to the ADA, using the relevant headings listed.
Theme: It is possible to upload an Organisational logo to a Dataverse, add a link to a department or personal website, and to select colours for the Dataverse in order to brand it.
Widget:It is also possible to obtain a code snippet (Widget) that is meant to be copied and embedded into an external website, enabling you to have your Dataverse display on it. There are two types of Widget available:
- The 'Listing Widget' code snippet will create a section on the external site that will display the Dataverse as a 'list' on that external site, and from within which users can click on the displayed Datasets. Allowing them to go to those Datasets on the Dataverse installation.
- The 'Search Box' widget code snippet will create a search box on the external site that will launch and search the Dataverse site referenced in the snippet code.
As both of these codes will need to be created on the final version that is to be published, you will only be given the code snippet by the ADA Staff once the Dataverse has been published on the Dataverse PRODUCE site.
Featured Dataverse’s: If you have one or more published Dataverses, you can use this option to show them at the top of your Organisational Dataverse page to help others easily find interesting or important Dataverses. This is a means of publicising other work that you may have produced. A good example of this is the [NCLD Dataverse site]. The use of this feature along with the Organisational Dataverse for regular depositors enhances not only the structure and order of Dataverse but also the ability of others to find similar work by the same data owner.
Minimum Information required to create each different 'Shell Dataset(s)'
Similar to the 'Shell Dataverse', in order for the ADA Staff to create the 'Shell Dataset(s)' for you, they will require some information about you and your deposit. This information is also required to assign a unique Digital Object Identifier (DOI) to your dataset.
Note: The DOI will only be created in the final published version of the Dataverse and Data Owners are to be aware that they should only link to the published DOI in their publications. The draft DOI for the dataset on the Dataverse DEPOSIT site will not be created or minted.
This information should also be sent with your email request, using the following information headings:
Dataset Title: Enter the full title by which the dataset is to be known. Special characters (~,`, !, @, #, $, %, ^, &, and *) and HTML tags are not allowed as this causes problems for publication in Dataverse Version 4.6.1.
Author: The person(s), corporate body(ies), or agency(ies) responsible for creating the work should be displayed here. Where you have an ORCID ID, this should also be provided. For additional information about ORCID ID's please refer to the Frequently Asked Questions section of the wiki.
In the absence of an ORCID ID, other acceptable identifiers for the Author are:
a. International Standard Name Identifier (ISNI),
b. Library of Congress Names (LCNA),
c. Virtual International Authority File (VIAF),
d. Integrated Authority File (GND)
Additional contacts can be added where multiple authors are present.
Contact: If the ADA are to manage the access permission decision for the dataset on behalf of the Data Owner once it has been published (for example, on the Licence Agreement Form you will be selecting ADA Managed Access), the ADA should be entered as the contact.
Where the access permission decision for the dataset post publishing will still reside with the Data Owner or their authorised representative (for example, on the Licence Agreement Form you will be selecting ADA Facilitated Access), and the ADA will need to liaise with this contact to obtain access permissions for secondary users. The details of the individual(s) who should be contacted by the ADA to obtain the permission decision should be entered here.
Description: Enter a brief summary describing the purpose, nature, and scope of the dataset.
Note: the description field only supports certain HTML tags, these are:
(<a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <ul>).
Subject: Select any domain-specific subject categories that are topically relevant to the dataset. More than one can be selected. The typical default setting for the ADA Dataverse is ‘Social Sciences'. Again, Special Characters (~,`, !, @, #, $, %, ^, &, and *) and HTML tags are not allowed as this causes problems for publication in Dataverse Version 4.6.1, as a result, the following pre-populated drop down options are provided:
a. Agricultural Sciences
b. Arts and Humanities
c. Astronomy and Astrophysics
d. Business and Management
e. Chemistry
f. Computer and Information Science
g. Earth and Environmental Sciences
h. Engineering
i. Law
j. Mathematical Sciences
k. Medicine, Health and life Sciences
l. Physics
m. Social Sciences
n. Other
Examples of other Dataverse and Dataset Information
For additional guidance with any of the above minimum requirements for a Dataverse or Dataset, published examples can be found at [https://dataverse.ada.edu.au/]