Publish a dataset with UQRDM and UQ eSpace

The dataset dashboard for any published dataset can be found in UQRDM by clicking on the  "My Published Datasets" tab.  It gives researchers a way to quickly review a dataset, it's history and to manage access to the dataset.

Click on the Record name or the 'Actions' button to get to the dataset dashboard, where you can:

• Link back to the original project record at any time
• Check the details of any reuse Terms and Conditions for the dataset
• View who are the authorised users of the dataset
• Manage access rights to the dataset, by adding or removing approved users.
• Update datasets from Mediated to Open Access
• Update or add new dataset owner details, in the event the original owner leaves UQ
• View a detailed access log and history showing when datasets have been downloaded

In the event the contact person or dataset owner leaves UQ, a new contact or owner should be added to ensure ongoing stewardship of the dataset, and ongoing access rights, requests and permissions are managed in accordance with legal, policy and integrity requirements.

A dataset owner is an authorized user who has rights to manage the dataset record in UQRDM, including adding authorised users for the purpose of sharing datasets,  assigning a new owner to the dataset record, and managing access to any mediated datasets by other researchers. Dataset owners must be a UQ employee.

Add an authorized user

• The current UQRDM dataset owner logs in to UQRDM and navigates to the dataset dashboard.
• Click on "Add a User" icon 
• Copy the URL that is created, and send it to the nominated UQ researcher who will become the new dataset owner. The new authorised user will click on the URL when the email is received, requesting access to the dataset.

• Open the dataset dashboard and click on the 'Access Requests' tab.  Any users who you have invited to be added will be listed here. 

• Hover your mouse over the icons next to the pending access request. The icons will show up as either 'Grant Access' or 'Deny Access'.
• Click on the "Grant Access' icon.     

• You will be given the choice of granting permanent access or temporary access. For the purpose of adding an authorized user to become the new owner of the dataset, choose Permanent Access, and click "Grant Access".

• You will now see an updated list of Authorised Users in your dashboard. Click on Make this user the Dataset Owner on the line associated with the newly added researcher and confirm your selection.  This will make the added, authorised user the new owner of the dataset record, with ongoing permanent access to the dataset.
• The new dataset owner will receive an email advising them they are now the current dataset owner. The new dataset owner now has all rights to manage the dataset and may log in using their UQ credentials.

If the previous dataset owner has left UQ and is no longer part of the project, their access should be removed.

The dataset owner (usually the UQRDM project owner or project lead) can remove a user at any time. This will permanently remove any access they may have had to the dataset.

To remove a user from a dataset:

1. Log in to UQRDM. Go to the My Published Datasets tab.
2. Click on the relevant dataset name, and open the Dataset Dashboard.
3. Find the name of the user whose access you wish to remove and click on the 'bin' icon to remove a user's access to the dataset.
4. If you are happy to remove the user, click on Confirm. 

If you originally publish your dataset as 'mediated access', for example while it's undergoing review, you may then want to change it to open access.  You can make this change from the dataset dashboard.

1. Log in to UQRDM. Go to the My Published Datasets tab.

2. Click on the dataset you want to update.

3. Use the 'Make Open Access' toggle and switch it from mediated access to open access.