#  Executive Summary

This deliverable is the first version of the SySTEM 2020 Data Management Plan
(DMP). It has been written in detail so as to be a useful support tool for the
project consortium in how to manage data collected during the duration of the
project.

The DMP presents a data summary, describes the provisions for sharing FAIR
data, and addresses data security. It also addresses the allocation of
resources and data management roles and responsibilities. In addition, an
appendix is included containing the Grant Agreement and Consortium Agreement
Provisions.

The DMP will be constantly updated throughout the life of the project,
including before the first assessment (M15, July 2019) and at the end of the
project before the final review (M36, June 2021). It will also be reviewed if
there are any significant changes that affect the project, such as changes in
relevant policies, necessary adaptations to research methodologies, or any
other developments that occur that affect data management.

This deliverable includes a guide for the data collection, storage and the
ongoing and future activities of handling data, during and even after the
project is completed. Detailed information included in the DMP are: data
management lifecycle for all data sets that will be collected, processed or
generated by the research project. Further, the methodology and standards are
outlined and it is explained whether and how this data will be shared and/or
made open, and how it will be curated and preserved.

#  Introduction

SySTEM 2020 will focus on science learning outside the classroom, mapping the
field across Europe, evaluating a number of transdisciplinary programmes to
design best principles for educators in this field, and also examining
individual learning ecologies by piloting self-evaluation tools for learners
which will document science learning outside of the classroom. This study will
map practices in 18 EU countries and Israel, including indepth studies in 8 of
these countries, covering learners between 9–20 years from various backgrounds
including those from geographically remote, socio-economically disadvantaged,
minority and/or migrant communities. This document (Deliverable 1.5 “Data
Management Plan”) describes the plan for data management for the duration of
the SySTEM 2020 project, and how it will be made available after the end of
the project (M36, July 2021).

Data is collected for the duration of the project using the following data
collection methods:

  * A longitudinal questionnaire which surveys young people within the ages of 9-20 years old in all of the 19 participating countries on their individual learning ecologies in and outside of the school setting. A consent sheet for the guardians of minor respondents as well as for the respondents themselves is set up. 

  

  * Experimental sampling method (ESM) is used to implement a further, smaller case survey which is going to be answered by a subset of the young learners participating in the longitudinal questionnaire using an app run on their own smartphone. Alongside this, a smaller subset will also be involved in creating Learning Portfolios and Self-Monitoring Tools. 

  

  * A large part of the project is the creation of an online data visualisation of STE(A)M initiatives outside the classroom across Europe and beyond. Requirements for the data acquisition, - access and - publishing for this visualisation can be found in detail in D2.2 _User requirements and parameters for the map_ . 

  

This rest of this document is structured as follows:

  * Section 2 is a brief overview of FAIR data, the legal framework, including the EU regulation on personal data protection (GDPR), the H2020 provisions for open access to research data. 

  

  * Section 3 discusses the different data usage scenarios and the key issues to be examined in relation to each scenario. These issues include decisions on e.g. data anonymization, privacy and security protection measures, licensing etc; 

  

  * Section 4 is the conclusion, with a description of how the document will be maintained in the future. 

  

#  FAIR data

##  Overview

A good DMP under H2020 should comply with the FAIR Data Handling Principles.
Sharing data in line with the FAIR principles requires that the data is
Findable, Accessible, Interoperable and Reusable (FAIR).

The European Commission (2016) considers the FAIR principles fulfilled if a
DMP includes the following information:

  1. “The handling of research data during and after the end of the project” 

  

  2. “What data will be collected, processed and/or generated” 

  

  3. “Which methodology and standards will be applied” 

  

  4. “Whether data will be shared/made open access”, and 

  

  5. “How data will be curated and preserved (including after the end of the project)”. 

  

  

The above information is provided in Section 3 of this document:

  1. Data summary (typologies and contents of data collected and produced) 

  

  2. Data collection (which procedures for collecting which data) 

  

  3. Data processing (which procedures for processing which data) 

  

  4. Data storage (data preservation and archiving during and after the project) 

  

  5. Data sharing (including provisions for open access) 

  

  

##  Legal framework

This section gives a brief overview of the key references in regards to making
up the DMP external context. The next paragraphs respectively deal with:

  1. The General Data Protection Regulation, which came into force in May 2018; 

  

  2. The terms of the H2020 Open Research Data Pilot (ORDP) the SySTEM 2020 consortium has adhered to; 

  

  3. The resulting, relevant provisions of both the Grant and the Consortium Agreements; 

  

  

##  The EU Personal Data Protection Regulation (GDPR)

Regulation (EU) 2016/679 sets out the new General Data Protection Regulation
(GDPR) framework in the EU, notably concerning the processing of personal data
belonging to EU citizens by individuals, companies or public sector/non-
government organisations, irrespective of their localization. It is therefore
important that the SySTEM 2020 consortium takes GDPR into consideration in its
data management.

GDPR was adopted on 27  th  of April 2016 and became enforceable on 25  th  of
May 2018 after a two-year transition period. The regulation has replaced the
previous Data Protection Directive (95/46/EC) and its national
implementations. Being a regulation, not a directive, GDPR does not require
Member States to pass any enabling legislation but is directly binding and
applicable. The GDPR text is available on the Eur-Lex website. The GDPR
provisions do not apply to the processing of personal data of deceased persons
or of legal entities. They do not apply either to data processed by an
individual for purely personal reasons, or activities carried out at home,
provided there is no connection to a professional or commercial activity. When
an individual uses personal data outside the personal sphere, for socio-
cultural or financial activities, for example, then the data protection law
has to be respected.

On the other hand, the legislative definition of personal data is quite broad,
as it includes any information relating to an individual, whether it relates
to his or her private, professional or public life. It can be anything from a
name, a home address, a photo, an email address, bank details, posts on social
networking websites, medical information, or a computer’s IP address.

It is worth noting that the specific requirements of GDPR for privacy and
security will be separately dealt with in other SySTEM 2020 Deliverables [such
as D8.1 (H - Requirement No. 1); D8.2 (POPD - Requirement No. 2); D8.3 (OEI -
Requirement No. 3); D8.4 (OEI - Requirement No. 4); D8.5 (H - POPD –
Requirement No. 6)].

##  Open Access in Horizon 2020

The European Commission (EC) has launched in H2020 a flexible pilot for open
access to research data (ORDP), aiming to improve and maximise access to and
reuse of research data generated by funded Research & Development (R&D)
projects, while at the same time taking into account the need to balance
openness with privacy and security concerns, protection of scientific
information, commercialisation and intellectual property rights (IPR). This
latter need is aided by an opt-out rule, according to which it is possible at
any stage - before or after the GA signature - to withdraw from the pilot, but
legitimate reasons must be given, such as IPR/privacy/data protection or
national security concerns.

With the Work Programme 2017 the ORDP has been extended to cover all H2020
thematic areas by default. This has particularly generated the obligation for
all consortia to deliver a Data Management Plan (DMP), in which they specify
what data the project will generate, whether or not It will be freely
disclosed, how it will be made accessible for verification and reuse, and how
it will be curated and preserved. The ORDP applies primarily to the data
needed to validate the results presented in scientific publications. Other
data can however be provided by the beneficiaries of H2020 projects on a
voluntary basis. The costs associated with the Gold Open Access rule, as well
as the creation of the DMP, can be claimed as eligible in any H2020 grant. The
SySTEM 2020 consortium has decided to adhere to the Green and Gold Open Access
rule.

#  SySTEM 2020 Data Management Plan

In this section, the different data usage scenarios will be discussed in
detail, in relation to data summary, data collection, data processing, data
storage, data sharing, and finally data security. In this way, the data
management lifecycle of the SySTEM 2020 project will be presented in full.

The three scenarios that make up the SySTEM 2020 data management lifecycle
are:

  1. Original data produced by the SySTEM 2020 consortium and/or individual members of it (e.g. the questionnaires with young people, the credentialisation tool and the population of the map); 

  

  2. Existing data already in possession of the SySTEM 2020 consortium and/or individual members of it prior to the beginning of the project (see Appendix 1); 

  

  3. Existing data sourced/procured by the SySTEM 2020 consortium and/or individual members of it during the project’s timeline. 

  

  

It is also important to note that the datasets handled within the three above
scenarios can belong to either of these three categories:

• Confidential data (for business and/or privacy protection); • Anonymised and
Public data (these two aspects go hand in hand); • Non anonymised data (the
residual category).

##  Data Summary

The following table summarizes the typologies and contents of data collected
and produced during the project timeline.  
  
<table>  
<tr>  
<th>

</th>  
<th>

</th>  
<th>

**TYPES OF DATASETS**

</th>  
<th>

</th> </tr>  
<tr>  
<td>

**DATA USAGE SCENARIOS**

</td>  
<td>

**Confidential**

</td>  
<td>

**Anonymised,**

**Pseudonymised and**

**Public**

</td>  
<td>

**Non anonymised**

</td> </tr>  
<tr>  
<td>

**Original data produced by the SySTEM 2020 consortium**

</td>  
<td>

Any possible sensitive data from the questionnaires, the map, learning
portfolios, experience sampling method, codesign meeting and credentialisation
tool

Personal data from young people doing the surveys and their parents, such as
email and mail addresses and phone

numbers

New contacts established

</td>  
<td>

Summaries of

questionnaires/interviews/

learning portfolios

Photos/videos of learners shot during the activities

will now include names

End user data, stakeholders and policy makers data on public

display

Contact data within deliverables

</td>  
<td>

Photos/videos shot of adults during public events and project workshops

Audio recordings (e.g. Skype)

Data in the project internal repositories

</td> </tr>  
<tr>  
<td>

**Existing data sourced/procured by the SySTEM 2020 consortium and/or
partners**

</td>  
<td>

Data embedded in some of the Background knowledge (see

Appendix A)

Contact databases

</td>  
<td>

Data embedded in some of the Background

knowledge (see Appendix

A)

Data embedded in case studies materials

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data already in**

**possession of the SySTEM 2020 consortium and/or partners**

</td>  
<td>

Raw data in possession of the pilots or of any third party involved in the
pilots

</td>  
<td>

Free and open data (including from scientific and statistical publications)

</td>  
<td>

N/A

</td> </tr> </table>

**Table 1** : Summary of relevant data for the SySTEM 2020 research agenda

  * For any photos/videos shot during the project internal events and meetings, as well as public events related to the project, it is crucial to collect an informed consent form from all the participants, with an explicit disclaimer in case of intended publication of those personal images on e.g. newspapers, internet sites, or social media groups. This will bring the data back into the Confidential category, where it is legitimate to store and/or process it for legitimate reasons. When sharing photos/videos of learners, no names will be provided ensuring greater privacy. 

  

  * For any audio recordings stored, e.g. in the project’s official repository (currently Team Drive) or in individual partners’ repositories, care must be taken of the risk of involuntary disclosure and/or the consequences of misuse for any unauthorized purpose. Same goes for the personal data of each partner in the consortium. 

  

  * Informed consent forms must be signed (also electronically) by all participants taking part in questionnaires, learning portfolios and interviews. Detailed procedures on informed consent and their storage are reported in the deliverables for WP8. 

  

  * Informed consent is also required when using available contacts (be they pre-existing to the project or created through it) to disseminate information via e.g. newsletters or dedicated emails. In this respect, the GDPR provisions are particularly binding and must be carefully considered. 

  

  * As a general rule, access conferred to Background knowledge on a royalty free basis during a project execution does not involve the right to sublicense. Therefore, attention must be paid by each partner of SySTEM 2020 to ensure the respect of licensing conditions at all times and by every member of the team. 

  

  * This also applies to any dataset sourced or procured from third parties during the SySTEM 2020 project’s lifetime. 

  

The following table describes how the DMP is most relevant for each WP:  
  
<table>  
<tr>  
<th>

**Work**

**Package**

</th>  
<th>

**The DMP is most relevant for...**

</th> </tr>  
<tr>  
<td>

WP1: MANAGE

</td>  
<td>

How the DMP will be used as a document to define the how the project data will
be collected and stored

</td> </tr>  
<tr>  
<td>

WP2: MAP

</td>  
<td>

How the data collected in the map will be stored, how map participants will be
informed that the data is being collected and opt in to be contacted

</td> </tr>  
<tr>  
<td>

WP3:

EXAMINE

</td>  
<td>

How the data from the questionnaires will be collected and stored, analysed
and then the results made public with responses anonymised

</td> </tr>  
<tr>  
<td>

WP4:

IDENTIFY &

CO-DESIGN

</td>  
<td>

How the data collected during the contextual inquiry and co-design workshop
will be stored, analysed and shared – taking into account any needs to
anonymise results based on the sensitivity of the data.

</td> </tr>  
<tr>  
<td>

WP5:

DEVELOP &

EXECUTE

</td>  
<td>

How the data collected through the self-evaluation tools for learners,
facilitators and organisers will be collected, stored and analysed, How the
Learning Portfolios will be stored, and anonymised, or pseudonymised where
appropriate, before being shared publicly.

</td> </tr>  
<tr>  
<td>

WP6:

EVALUATE

</td>  
<td>

How the data collected through experience sampling method and further
evaluation and self-reflection techniques can be collected, stored and
analysed according to this DMP. In accordance with the required consent,
collected data will be made available as open-access dataset.

</td> </tr>  
<tr>  
<td>

WP7: SHARE

</td>  
<td>

How the results from the project will be shared via open access and made
public, while sensitive data still being anonymised.

</td> </tr>  
<tr>  
<td>

WP8: ETHICS

</td>  
<td>

How data management will be referenced in the consent forms, and GDPR
followed.

</td> </tr> </table>

**Table 2** : Description of relevance of DMP for each WP in the SySTEM 2020
project

##  Data Collection

The following table summarizes the procedures for collecting project related
data.  
  
<table>  
<tr>  
<th>

</th>  
<th>

**TYPES OF DATASETS**

</th>  
<th>

</th> </tr>  
<tr>  
<td>

**DATA USAGE SCENARIOS**

</td>  
<td>

**Confidential**

</td>  
<td>

**Anonymised and Public**

</td>  
<td>

**Non anonymised**

</td> </tr>  
<tr>  
<td>

**Original data produced by the SySTEM 2020 consortium**

</td>  
<td>

Questionnaires, experience sampling method, interviews, Learning Profiles,
workshops, meeting with stakeholders, co-design sessions, evaluation sessions

</td>  
<td>

Newsletters

Publications

Open Access repositories

</td>  
<td>

Events coverage

– directly or via specialised

agencies

A/V conferencing systems

Internal repositories

</td> </tr>  
<tr>  
<td>

**Existing data sourced/procured by the SySTEM 2020 consortium and/or
partners**

</td>  
<td>

Seamless access and use during project execution

</td>  
<td>

Seamless access and use during project execution

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data already in**

**possession of the SySTEM 2020 consortium and/or partners**

</td>  
<td>

Licensed access and use during project execution

</td>  
<td>

Free, open access and use during project execution

</td>  
<td>

N/A

</td> </tr> </table>

**Table 3** : Summary of SySTEM 2020 data collection procedures

Data will be collected in both paper and digital forms (CSV, PDF, Word, xls
spreadsheets and textual documents will be the prevalent formats). For the
data collected via paper (e.g. the questionnaires), these documents will be
scanned by the partners and third parties and stored digitally. Original
copies will be destroyed within 2 months of being collected. In case of
audio/video recordings and images, the most appropriate standards will be
chosen and adopted (such as .gif, .jpg, .png, .mp3, .mp4, .mov and .flv).
Website pages can be created in .html and/or .xml formats.

Research data in the SySTEM 2020 project is primarily generated by the members
of the consortium. This data mainly takes the form of questionnaires, Learning
Portfolios, and data collected from the map. Research data generated
throughout the project includes primarily qualitative material, as well as
some quantitative information, e.g. information about the questionnaire
participants. Curated and anonymised materials will be made publicly
available. This includes the following:

  * Data gathering and analysis templates; 

  

  * Templates and guidelines for evaluation data gathering and analysis; 

  

  * Completed templates from each pilot containing evaluation material from workshops and other activities/events carried out in the co-creation labs; 

  

  * Questionnaire responses (originally Microsoft Excel documents); 

  

  * Intermediate evaluation analysis outputs based on data gathered in workshops and 

  

  * other activities/events carried out in the co-creation labs. 

  

##  Data Processing

The following table summarizes the procedures for processing SySTEM 2020
related data that can be envisaged at this project’s stage.  
  
<table>  
<tr>  
<th>

</th>  
<th>

</th>  
<th>

**TYPES OF DATASETS**

</th>  
<th>

</th> </tr>  
<tr>  
<td>

**DATA USAGE SCENARIOS**

</td>  
<td>

**Confidential**

</td>  
<td>

**Anonymised and Public**

</td>  
<td>

**Non anonymised**

</td> </tr>  
<tr>  
<td>

**Original data produced by the SySTEM 2020 consortium**

</td>  
<td>

Anonymisation

Analyses/

Visualisation

</td>  
<td>

Qualitative and quantitative evaluation Analyses/

Visualisation

</td>  
<td>

Selection/ destruction

Blurring of identities

</td> </tr>  
<tr>  
<td>

**Existing data sourced/procured by the SySTEM 2020 consortium and/or
partners**

</td>  
<td>

Anonymisation

Statistical evaluation

</td>  
<td>

Analyses/

Visualisation Qualitative and quantitative evaluation

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data already in**

**possession of the SySTEM 2020 consortium and/or partners**

</td>  
<td>

Anonymisation

Statistical evaluation

</td>  
<td>

Analyses/

Visualisation Qualitative and quantitative evaluation

</td>  
<td>

N/A

</td> </tr> </table>

**Table 4** : Summary of SySTEM 2020 data processing procedures

State of the art tools will be used to process/visualise the data used or
generated during the project. Typically, the partners are left free to adopt
their preferred suite (such as Microsoft Office  TM  for PC or Mac, Apple’s
iWork  TM  and OpenOffice  TM  or equivalent). However, the following tools
are the ones mainly used by the consortium:

  * Google’s shared productivity tools (so-called G-Suite  TM  ) are used for the cocreation of outputs by multiple, not co-located authors; 

  

  * Adobe Acrobat  TM  or equivalent software is used to visualise/create the PDF files; 

  

  * Photoshop  TM  or equivalent software are used to manipulate images; 

  

  * State of the art browsers (such as Mozilla Firefox  TM  , Google Chrome  TM  , Apple Safari  TM  and Microsoft Internet Explorer  TM  ) are used to navigate and modify the Internet pages, including the management and maintenance of social media groups; 

  

  * Google hangouts or Skype  TM  (depending on the number of participants) are the selected tools for audio/video conferencing, which may also serve to manage public webinars; 

  

  * Tools like Limesurvey and Google Forms are used for the administration of online surveys with remotely located participants; 

  

  * Dedicated YouTube  TM  channels can help broadcast the video clips produced by the consortium to a wider international audience, in addition to the project website; 

  

  * Mailchimp  TM  or equivalent software is helpful to create, distribute and administer project newsletters and the underlying mailing lists; 

  

  * At the moment email only is used for the consortium internal communication flow; 

  

For research data collected and generated in the project, a fit-for-purpose
file naming convention will be developed in accordance with best practice for
qualitative data, such as described by the UK Data Archive (2011). This will
involve identifying the most important metadata related to the various
research outputs. Key information includes content description, date of
creation, version, and location of where data was created.

##  Data Storage

The following table summarizes the procedures for storing project related
data, during and after the SySTEM 2020 lifetime, and the most frequently used
repositories.  
  
<table>  
<tr>  
<th>

</th>  
<th>

</th>  
<th>

**TYPES OF DATASETS**

</th> </tr>  
<tr>  
<td>

**DATA USAGE SCENARIOS**

</td>  
<td>

**Confidential**

</td>  
<td>

**Anonymised and Public**

</td>  
<td>

**Non anonymised**

</td> </tr>  
<tr>  
<td>

**Original data produced by the SySTEM 2020 consortium**

</td>  
<td>

Individual partner repositories

Common project repository (the current one is Team Drive)

</td>  
<td>

Project website

</td>  
<td>

Individual partner repositories

Common project repository

</td> </tr>  
<tr>  
<td>

**Existing data**

**sourced/procured by the SySTEM 2020 consortium and/or partners**

</td>  
<td>

Individual partner repositories Specific software

Repositories

</td>  
<td>

Project website

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data already in**

**possession of the SySTEM 2020 consortium and/or partners**

</td>  
<td>

Individual partner repositories Third party repositories Cloud repositories

</td>  
<td>

Project website

</td>  
<td>

N/A

</td> </tr> </table>

**Table 5** : Summary of SySTEM 2020 data storage procedures

Google Team Drive is the selected tool for SySTEM 2020’s data and information
repository since it is GDPR compliant. This includes both the project
deliverables (including relevant references utilised for their production or
generated from them as project publications, e.g. journal articles, conference
papers, e-books, manuals, guidelines, policy briefs, white papers etc.) and
any other related information, including relevant datasets.

Additionally, the project coordinator will make sure that the official project
repository periodically generates back-up files of all data, in case anything
may get lost, corrupted or become unusable at a later stage (including after
the end of the project). The same responsibility goes to each partner for the
local repositories utilised by them (in some cases, these are handled by large
organisations such as Universities; in others, by small organisations or even
personal servers or laptops).

As the license that the consortium establishes for final datasets will still
have to be determined, their intermediate versions will be deemed as
**business confidential** , and restricted to circulation only within the
consortium.

Finally, each digital object identified as a R&D result, including their
associated metadata, will be stored in a dedicated open access repository
managed by SGD, to the purpose of both preserving that evidence and making it
more visible and accessible to the scientific, academic and corporate world.

In addition to the SGD open access server, other datasets may be stored on the
following repositories:

  * The SySTEM 2020 website (with links on/to the Social Media profiles); 

  

  * Individual Partner websites and the social media groups they are part of; 

  

  * The portals of the academic publishers where scientific publications will be accepted; 

  

  * Other official sources such as OpenAIRE/Zenodo and maybe EUDAT 

  

##  Data Sharing

Data sharing will be a very important aspect of the SySTEM 2020 project,
however it needs to be ensured that it is done in a useful and legitimate
manner. When sharing, it is of utmost importance to keep in mind, not only the
prescriptions and recommendations of extant rules and norms (including this
DMP), as far as confidentiality and personal data protection are concerned,
but also the risk of voluntary or involuntary transfer of data from the inside
to the outside of the European Economic Area (EEA).

In fact, while the GDPR applies also to the management of EU citizens personal
data (for business or research purposes) outside the EU, not all the countries
worldwide are subject to bilateral agreements with the EU as far as personal
data protection is concerned. For instance, the US based organisations are
bound by the so-called EU-U.S. Privacy Shield Framework, which concerns the
collection, use, and retention of personal information transferred from the
EEA to the US. This makes the transfer of data from the partners to any US
based organisation relatively exempt from legal risks. This may not be the
same in other countries worldwide, however, and the risk in question is less
hypothetical than one may think, if we consider the case of personal sharing
of raw data with e.g. academic colleagues being abroad for the purpose of
attending a conference. It is also for this reason that the sharing of non-
anonymized data is discouraged for whatever reason, as shown in the table.

It must be kept in mind that one of the SySTEM 2020 partners is based in
Israel, outwith the EU. However, it is one of the countries associated to
Horizon 2020.

“ _The association to Horizon 2020 is governed by Article 7 of the Horizon
2020 Regulation._ _Legal entities from Associated Countries can participate
under the same conditions as legal entities from the Member States.
Association to Horizon 2020 takes place through the conclusion of an
International Agreement._ ”  
  
<table>  
<tr>  
<th>

</th>  
<th>

**TYPES OF DATASETS**

</th> </tr>  
<tr>  
<td>

**DATA USAGE SCENARIOS**

</td>  
<td>

**Confidential**

</td>  
<td>

**Anonymised and Public**

</td>  
<td>

**Non anonymised**

</td> </tr>  
<tr>  
<td>

**Original data produced by the SySTEM 2020 consortium**

</td>  
<td>

Personal email communication Shared repositories

</td>  
<td>

Project website Open access repository

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data sourced/procured by the SySTEM 2020 consortium and/or
partners**

</td>  
<td>

Personal email communication Shared access to software repositories

</td>  
<td>

Project website Open access repository

</td>  
<td>

N/A

</td> </tr>  
<tr>  
<td>

**Existing data already in possession of the SySTEM 2020 consortium and/or
partners**

</td>  
<td>

Personal email communication Shared repositories

</td>  
<td>

Project website Open access repository

</td>  
<td>

N/A

</td> </tr> </table>

**Table 6** : Summary of SySTEM 2020 data sharing procedures

We intend to make curated research data from the questionnaires, Learning
Portfolios and map accessible, as well as cross-cutting material reflecting on
the evaluation of the project as a whole. This data will be useful for
researchers, practitioners and others wishing to duplicate or adapt the SySTEM
2020 model for researching science learning outside the classroom. The
analysis material included in the research data will highlight the strengths
and challenges of the approach, allowing others to learn from the experiences
of the project.

In regards to how long is the intention that the data remains re-usable, we
will adhere to the standard of the chosen repositories for the project. The
curated research data related to the activities conducted in the
questionnaires will be made available at M32 (after the collection and
analysis is finished). By the end of the project at M36 all data that is not
affected by embargo will be made available through the appropriate
repositories.

##  Data Security

Research data is shared between project partners and stored in a collaborative
online working platform during the project’s lifetime Google Team Drive:

_https://gsuite.google.com/learning-center/products/drive/get-started-team-
drive/#!/_

Team Drive is provided by Science Gallery Dublin as project coordinator.
Science Gallery Dublin is using the GSuite for Education licence, which is
provided at no charge by Google. Team Drive is ISO 27017 certified for Cloud
Security and is fully compliant with GDPR regulations.

Uncurated and unanalysed material created during the project is stored locally
by the SySTEM 2020 partners according to their institutional data management
and storage guidelines (see D8.1 and D8.2). All final versions of evaluation
data collected in the project and analysis outputs of this material will be
saved in a standardised filing system with dedicated naming conventions.

Consent forms will be kept beyond the end of the SySTEM 2020 project as
detailed in D8.1 and D8.3. Additional research data such as personal notes,
unused photos and video clips etc. will be safely deleted and discarded after
the end of the project. This research includes all data not made publicly
available for the long term.

#  Conclusions and Future Work

##  Conclusions

This document is the fundamental deliverable concerning the SySTEM 2020 Data
Management Plan (DMP) in fulfilment of the requirements of WP1. The main
reason for planning an early version of the DMP is so it can be the most
useful for the lifetime of the project in being a guideline for the activities
to follow beginning in M9 with the campaigning of the map and the
questionnaires.

However, to ensure the right balance between the current data management
framework and the real data that will come from the questionnaires, the
Experience-Sampling Method, Learning Portfolios and the map, the project
coordinators will check with the Executive Board every six months, if any
changes need to be made to the DMP.

The DMP has gathered together all the information regarding legal frameworks
and GDPR, and has described how the SySTEM 2020 will align with the principles
of FAIR data handling according to the EC requirements (and that the SySTEM
2020 consortium and individual partners and third parties are bound to
respect). It has also summarized the key aspects of data collection,
processing, storage and sharing (the typical contents of a DMP) within the
proposed data lifecycle elements and particularly highlighting - first and
foremost, to the attention of the partners - some key aspects of data
management that go beyond the operational link with open access and interfere
with privacy and security policies as well as with the way background
knowledge.

It is hoped that the DMP will enable all partners and third parties to
understand the different actions required when handling data of different
natures, and how to store and share it securely, in keeping with the EC
requirements.

##  Maintenance of Data Management Plan

###  Responsibilities of Data Management

The responsibilities for the data management are distributed and controlled as
follows:

_Data collection, storage and backup:_

The partners and third parties who collect data (e.g. questionnaires and
Learning Portfolios). The responsibilities also include taking care for data
security and personal data protection. Project partners who receive data from
data collectors for project evaluation (AALTO and ZSI) have the same
obligations.

_Metadata production in view of depositing the research data:_

The partners and third parties based on guidelines provided by the project
coordinators (SGD). They will be provided with templates for the tasks
involving data, which they will be required to fill in This will ease and
ensure consistency of the data provision, which will be controlled by the
project coordinators.

_Data deposition and sharing:_

The project coordinators (SGD), involving individual partners where further
information or clarification is required (e.g. with regard to content authors
or contributors, related material).

_Maintenance and updates of the Data Management Plan:_

The DMP will be maintained and updated by the project coordinators in
consultation with the Executive Board. Updates will be done according to the
planned schedule and when needed due to changes in consortium policies,
research methodology or other significant developments which affect the DMP.

_Responsibilities in general:_

Each partner or third party is obliged to respect and follow the rules of the
Grant Agreement and the Guidelines to the Rules on Open Access to Scientific
Publications and Open Access to Research Data in Horizon 2020 (European
Commission 2017). Support by the project coordinator or another partner in
following the rules does not transfer these obligations to the supporting
partner.

###  Data Management Plan Maintenance

The SySTEM 2020 Data Management Plan will be maintained and updated by the
project coordinators of the project (SGD) in consultation with the Executive
Board.

The DMP is a “living document” that will be updated at least before the first
assessment of the project (M15, December 2018) and at the end of the project
lifecycle, before the final review (M36, September 2020). Furthermore the plan
will be updated if needed due to changes in consortium policies, research
methodology or other significant developments which affect the DMP.

###  Contacts for the Data Management Plan

Kali Dunne, Science Gallery Dublin (Project Manager):
_kali.dunne@dublin.sciencegallery.com_

Joanna Crispell, Science Gallery Dublin (European Projects Researcher):

_joanna.crispell@dublin.sciencegallery.com_

Derek Williams, Science Gallery Dublin (Technical Manager):
_derek.williams@dublin.sciencegallery.com_