UQ Research Data Manager

• Which account should I use to login to UQRDM, my staff or student account? 
• How do I know if I am the UQ lead or owner of a record? 
• Can a non-UQ person be the UQ lead or owner? 
• How does the UQ lead approve a record?
• What do the different "Record statuses" mean?
• Can I change the project record identifier?
• Can I change my storage allocation label?
• Who can see the project record? 
• How many project records can I set up?
• How many storate allocations can I link to my project?
• What fields are mandatory to fill out in a record? 
• Should I select the "the storage allocation will be used to store identifiable human data" option? 
• Can I use UQRDM for managing Honours, Masters or other student (non-HDR) research projects?
• How do I link existing grants to my project record? 
• Can I request storage after I've created a project record?
• What are the different levels of access permissions I can give my collaborators?

It will depend on the project record you want to create, and your role for this project.

If you want to create a record associated with your HDR thesis or honours project, you must use your student account to create the project record. This will also be the email you login in with.  If you also have staff credentials at UQ, add these to your project record as a 'collaborator'. UQRDM will then recognise both credentials and you can login using either account.  Please read our FAQ on accessing your allocation folder via the R drive.

Please note: when submitting your thesis you must login with your student account.

If you are a UQ staff member only, please login with your staff account which was added to the UQRDM project record. 

You can check if you are the UQ lead and/or owner of a record  via the UQRDM dashboard. Select the 'My Records' tab to be presented with a list of UQRDM projects you have been associated with. You can then filter these records to show either projects where you are the owner or the lead.  Click on the relevant box (see image below) for the results.

You can also visually identify your role on a project as either Lead or Owner by the icons displayed for each project record on the dashboard.

No. The owner and the UQ lead must have a UQ appointment (this includes honorary positions at UQ). 

If the owner or lead are leaving UQ, follow these instructions. 

Please refer to instructions on how to approve a record. 

Incomplete = A record with an "Incomplete" status has been started by the record owner and saved by clicking the "Save as a draft" button, but not submitted for approval. Only the owner who created the record can make changes to an incomplete record. A record will remain "Incomplete" until it is submitted for approval .

Pending lead approval = A record with a "Pending lead approval" status has been submitted by the record owner for approval by the UQ lead. A record will remain as "Pending lead approval" until the UQ lead has approved the record. Both the owner and the UQ lead can make changes to the record during this time; however they cannot add a different owner or lead (these fields are locked). While the owner can make changes to the record during this time (when "Pending lead approval"), only the UQ lead can approve the record. 

Active = A record with an "Active" status has been provisioned with storage. Both the UQ lead and the owner are able to make changes to the record any time after the record is made "Active".

Storage allocation and services status

Pending creation  = A requested storage allocation or service with a "Pending creation" status is in the process of having either storage provisioned, or a linked service set up with a third party provider. An allocation will remain as 'pending creation' status until the storage or service has been provisioned (usually within 60 minutes), however it can take up to 24 hours in some circumstances).

No. Project record identifiers are system generated and cannot be changed.

Each storage allocation is given a label by the owner (or lead). This label cannot be changed once the storage has been provisioned. Consider carefully how you want to label each allocation.

Only UQ based collaborators on a record can view the project record. Only the owner/UQ lead has editing access. 

Collaborators external to UQ cannot view a project record in UQRDM.

There is no limit to the number of projects that you can set up. 

Up to three storage allocations can be added to a record. When you have a range of data types with different storage, access, or control requirements you can select the appropriate storage allocations and link them to your project record. 

For example, you may need HPC facilities for some of your data collection, but also require appropriate storage for human identifiable data.  UQRDM allows you to select two storage types to manage this scenario.

To generate a project record, and correctly allocate storage, we ask for a minimal amount of project information. Mandatory fields will be marked with an asterisk. Any mandatory fields that you miss, will appear in red and a reminder message prompts you to fill any missing fields before you submit the record.

Identifiable human data means that a reasonable person with reasonable access to information could identify individuals in your project’s research data. Note that you do not need to select this option if the data has already been de-identified. This could include individually identifiable information or re-identifiable (coded) information,  For further questions regarding identifiable and de-identifiable human data, please contact humanethics@research.uq.edu.au. 

If you are conducting research as part of your Winter/Summer Research project, Honours, or Masters research project please discuss with your supervisor/coordinator the suitability of using UQRDM for managing research project/s that you may be involved in. 

If you are listed on a current grant, it is easy to pre-populate this information by clicking on "add linked grant" in the "Grants and funders" section of the create record form.

Once you have clicked on the "add grant" button, it will display any current grants you are listed on - select those that are relevant to the project, and click "Add to record".

Yes. The project record will sit in the UQRDM dashboard, and all linked services including storage allocations can be added at any time during the project.

Storage allocations, digital research notebooks, and more, can be added and edited from the project record when you have decided which services and storage allocations are right for your project. Remember, only the project owner or lead can request linked services.

Access data stored in UQRDM can be managed by assigning permissions to users.  Permissions can only be added or removed by Leads and Owners.

Each collaborator can be assigned specific permissions that allow or restrict their access to any particular storage allocation. The three levels of permission are:

1 .Read/Write access: the collaborator can edit data in the storage allocation.

2. Read only access: the collaborator can read data in the storage allocation, but cannot edit or save new files.

3. No access: the collaborator will not see the storage allocation or be able to access the data. Some more granular access (e.g. to a specific folder or document) may be actioned via the 'share by link' function. if permitted by the lead or owner.  If your storage allocation is for human identifiable data, then a collaborator assigned 'no access' permissions will not have any access to data, including via the 'share by link' function.

Permissions are unique to the storage allocation and if a collaborator is assigned to more than one storage the permissions will need to be added to each one.