Note: HDR students should login to UQRDM with their student ID (e.g. s1234567) if creating a record for their PhD or MPhil project. If the students also have staff account and often use their staff login, they can add their staff account as a "Collaborator". Explained in step 5.
Enter the information that is relevant to the project. Mandatory information required includes the project name, a short code (see note below), Field of Research (FoR) codes and UQ organisational unit.
Click on the "?" next to each field to get additional information and explanation relevant to the field.
Note that the short code field (under project information) cannot be changed once the record is submitted. For information on the difference between project record identifier, short code, storage code, please see Terminology.
Enter a "UQ lead" if this is different to the "record owner" (the user completing the record).
For Higher Degree by Research (HDR) projects, the student will be prompted to nominate their UQ principal advisor (as the UQ lead) if the "HDR project" option is selected on the Project Information page. Click the down-facing arrow to find and add the principal advisor from the drop-down list.
Invite UQ or external collaborators by entering their names and emails. Please be aware that these collaborators will have read/write access to the shared storage for the project.
Click on "Add collaborators".
You can choose the collaborators from your previous project records by clicking "Add from previous collaborators". Use the filter option to locate your previous collaborator(s) then "Add list of collaborators to record".
You can also choose to "Add a new collaborator". Add the collaborator's name and institutional email address, click on "Add to list" then "Add list of collaborators to record".
The following collaborators can be added to a record:
- UQ collaborators (staff or students)
- Collaborators from other Australian institutions affiliated with the Australian Access Federation (AAF)
(Refer to the external collaborator login instructions when adding external collaborators).
Note: any collaborators not authorised for read/write access to the data., should NOT be added here. If you wish to apply restricted access permissions (e.g. read-only), you should use the share by email/link function available via UQRDM cloud.
Enter any relevant grant information. Tick the box then click Link grants button. A drop down list of any approved grants applications you have will appear. Select all that are relevant.
Enter any relevant ethics approvals. Tick the relevant box (Human or Animal ethics). Click the Link ethics button. A drop down list of any approved ethics applications you have will appear. Select all that are relevant.
If required, add an Impact Tracker project by ticking the box. This is optional. See Impact Tracker for more information.
If required, add a Digital Research Notebook. This is optional. See Digital Research Notebooks for more information.
Your storage selection determines where your project's data is stored. It cannot be changed once the project is active and storage is allocated.
Researchers from IMB, QBI, AIBN, & CAI should always select 'mount on HPC facilities'. The exception is when there is human identifiable data. Refer to the Research Institutes page for more information.
Tick to acknowledge that you abide by The Code and UQ policies. Click "Submit and create new record".
You can click "Save draft" at any stage until you fill in all mandatory fields and are ready to submit. You should revisit your project record and update information during your research project lifecycle. Please see Updating a project record.
Note: For HDR students, storage will not be activated until your supervisor (the Lead Investigator) has approved the project record.
Contact email@example.com for assistance.
1. The UQ lead follows the link contained within the email to approve the record.
2. UQ lead logs in to UQRDM using their own UQ credentials
3. If required, the UQ lead makes any necessary changes to the record.
4. Once the UQ lead is happy to approve the record, they click "Submit and Approve"
5. If the UQ lead does not wish to approve the record, they may reject (and delete) it by clicking "remove record". The record will be removed from the creator's (record owner) and the lead's UQRDM dashboard. A new record can be created.
Tip: When a record has been submitted pending approval from the Lead Investigator, the Lead investigator does not have to wait for the email, they can immediately login to UQRDM and the project record will appear in the dashboard, pending and waiting for approval.
Once the UQRDM record is approved and submitted, storage is provisioned. The record owner/UQ lead is emailed once storage has been provisioned with instructions on how to access the storage. Researchers from IMB, QBI, AIBN & CAI should refer to their institute specific instructions.
Any collaborators that have been added to the record will also receive an invitation to join the project, and they must login with their relevant credentials in order to get access to the shared storage.