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When planning for the management of data collected from research participants, it is essential to consider issues of research ethics and data protection from the outset, because how you handle the information and consent processes may affect your ability to share data later on. You also have an ethical and legal responsibility to manage confidential and personal data securely and not to disclose them to unauthorised persons.

In most cases, data collected from human subjects can be made accessible to others, either publicly or (where necessary) on a restricted basis, using an appropriate data repository; but you will need to ensure that you use appropriate consent procedures, and that you plan for safe sharing of data, e.g. by using anonymisation.

Applications to Research Ethics Committees

• REC DMP Template (docx)
• HBS REC DMP Template with Review Form (docx)
• REC DMP Guidance (PDF)
• REC DMP Examples (docx)

The University Research Ethics Commitee and some School Research Ethics Committees (see below) require the submission of a data management plan with applications for ethical approval.

The DMP templates provided here are solely for use as part of an ethical review process. They are not intended as practical tools for data management throughout a research project. A general-purpose data management plan template is better suited for such a purpose. A separate web page provides information about general-purpose tools. We also provide a PGR Data Management Plan Template specifically designed for use by PGRs.  

University Research Ethics Committee (UREC)

Applications for ethical approval submitted to the University Research Ethics Committee must be accompanied by a DMP prepared using the REC DMP Template. Applicants should refer to the guidance document when completing the DMP. The DMP will be reviewed by the Information Management and Policy Services (IMPS) office and the Research Data Manager. Comments on the DMP will be returned to the applicant with the UREC opinion, and any conditions that must be met for a favourable opinion to be granted will be specified.

School Research Ethics Committees (SRECs)

The following Schools require the submission of a DMP as part of an application for ethical approval: Chemistry, Food and Pharmacy, Henley Busines School (currently for some applicants only on a pilot basis), the Institute of Education, and Psychology and Clinical Language Sciences. Applicants must submit the DMP using the REC DMP Template (CFP, IoE, PCLS) or the HBS REC DMP Template with Review Form (HBS). 

SRECs should review the DMP with reference to the DMP Assessment Guide for School RECs. The Checklist  can be used to assist in the review process and the DMP Review Form can be completed and returned to the candidate with any requirements or advice. For HBS reviewers the review form is appended to the HBS REC DMP Template with Review Form. For the benefit of reviewers a  document provides examples of standard text that can be used to address common issues. IMPS and the Research Data Service can be contacted by SRECs for advice on specific questions or concerns raised by an application.

Consent for data sharing

Participant Information Sheets (PIS) should discuss how research data collected from participants will be used, and consent forms should include statements indicating understanding that research data will be preserved and shared in support of research findings, in accordance with the University's Research Data Management Policy.

DO NOT undertake to destroy research data collected from the participants, or not to share such data outside the project, as this will prevent you from sharing data. Research data that have been anonymised are no longer confidential and can be shared; data that are higher-risk or that contain confidential information can be made avaialble to others in a safe and ethical manner under a controlled access procedure. For examp