Glossary

This glossary explains what the terms in the DataPublication.nrw documentation mean. Where there is one, we also give the label used in the English interface, verbatim and in bold. We currently offer the interface in English, so this documentation uses the English labels.

Terms

Citation

Reference for your dataset including its DOI, shown at the top of the dataset page. Under Cite Dataset you can download it in formats such as BibTeX or RIS. Cite Data in the Dataverse Guide

In the interface: Cite Dataset

Collection

Container for datasets and other collections. In this documentation we speak of university spaces and sub-spaces instead. Dataverse Collection Management in the Dataverse Guide

In the interface: Dataverse, for example in New Dataverse and Edit Dataverse

Consortium partner

The University of Bonn and RWTH Aachen University. Together they form the DataPublication.nrw consortium.

DataPublication.nrw

Publication service in North Rhine-Westphalia for research data from the universities involved. DataPublication.nrw is not an archiving solution.

In the interface: top level of the breadcrumb trail, for example DataPublication.nrw › name of your university

Dataset

Unit of publication made up of files and the metadata that describe them. Every dataset has exactly one DOI. Dataset + File Management in the Dataverse Guide

In the interface: Dataset, New Dataset

Dataset template

Preset for new datasets in a space, with pre-filled fields, guidance for filling them in and, if desired, terms of use. Space admins create dataset templates. If your space has any, you choose one of them when you create a dataset. Dataset Templates in the Dataverse Guide

In the interface: Dataset Templates

Dataverse

The software DataPublication.nrw runs on. The interface also uses the word for collections, for example in New Dataverse. It then means a space, not a separate installation. Dataverse Guide

In the interface: Dataverse

DOI

Persistent identifier under which a dataset is cited and found. The DOI stays the same across all versions of a dataset.

In the interface: DOI in the citation

Draft

Unpublished state of a dataset, visible only to people with permissions on it or with a preview link. A draft is created when a dataset is created and with every change to a published dataset.

In the interface: Draft, in the citation DRAFT VERSION

Embargo

Blocks access to the files of a published dataset until a set date, currently for at most 24 months. Metadata and DOI are public straight away. During the embargo nobody can request access. Afterwards the files are freely available, unless they are also restricted. Embargoes in the Dataverse Guide

Guestbook

Form that asks for details such as name, institution or a custom question about the intended use when files are downloaded or, depending on the settings, when access is requested. Space admins create guestbooks for a space. If your space has one, you select it for your dataset on the Terms tab. Dataset Guestbooks in the Dataverse Guide

In the interface: Guestbook, Dataset Guestbooks

Identity provider (IdP)

Your university's login service through which you log in to DataPublication.nrw. For login to work, it has to pass certain details such as name and email address on to us. Troubleshooting Federated Institutional Log In in the Dataverse Guide

Institutional login

You log in with your university account through DFN-AAI, the federated login service of the German National Research and Education Network (DFN). On the login page, you select your university under Your Institution from a list that contains only the connected universities. The form for username and password on the same page is for local accounts. In production, we create them only in exceptional cases. On the test system, we create them for onboarding. Institutional Log In in the Dataverse Guide

In the interface: Log In, then Your Institution

Licence, terms of use

The licence sets out how others may reuse your data. You choose it on the Terms tab. CC0 1.0 is preselected. You can also enter your own terms of use there (Custom Dataset Terms). Choosing a License in the Dataverse Guide

In the interface: Terms, Custom Dataset Terms

Metadata, metadata block

Information that describes a dataset, such as title, authors, description and subject. It is organised in metadata blocks: every dataset has the citation block, and the space admins decide which subject-specific blocks are added for the space. Supported Metadata in the Dataverse Guide

In the interface: Metadata tab, blocks such as Citation Metadata

Participating university

A university in North Rhine-Westphalia without its own repository that uses DataPublication.nrw and has its own university space there. Participating universities and consortium partners together are the universities involved.

Preview link

Link that lets people without an account view a dataset that has not yet been published, for example during a journal's peer review. It can be created by the space admins or by the person reviewing the dataset, not by the submitters themselves. Preview URL in the Dataverse Guide

In the interface: Preview URL

Publish

Makes a dataset publicly visible and findable. This cannot be undone. At DataPublication.nrw, the reviewers publish after the review, not the submitters themselves. Publish Dataset in the Dataverse Guide

In the interface: Publish

RDM team

The research data management (RDM) team at your university. If your university wants to, it can review datasets alongside the DataPublication.nrw team after training.

README

Text file in the dataset that describes your data, for example content, file structure, methods and notes on reuse. We provide a template as guidance under Writing a README.

Restricted access

A restricted file can only be downloaded once access has been granted. The metadata remain visible. With Request Access, anyone interested can ask for access if this is enabled for the dataset. Restricted Files in the Dataverse Guide

In the interface: Restrict, Request Access

Review

Examination of a submitted dataset before it is published, by the DataPublication.nrw team and, if your university wants to, its RDM team after training. After Submit for Review, the dataset has the status In Review until the reviewers publish it or return it for revision with Return to Author. Submit for Review in the Dataverse Guide

In the interface: Submit for Review, status In Review, Return to Author

Reviewers

People who review submitted datasets: the DataPublication.nrw team and, if your university wants to, its RDM team after training. See Roles in DataPublication.nrw.

Space admin

Person with the Admin role on a university space or a sub-space. Anyone who may publish datasets has completed documented training for this, see Roles in DataPublication.nrw.

In the interface: Admin

Start page of the university space

The start page of your university space, designed with your university's logo and colours. From the other pages of your university space, including sub-spaces, the Startseite button next to the name of the space leads back to it. The button is labelled in German in both interface languages. Startseite is German for “start page”.

In the interface: Startseite button

Sub-space

Collection within a university space, for example for a faculty, an institute or a project. Space admins can create them.

In the interface: Dataverse

Submitters

People who create a dataset and submit it for review. See Roles in DataPublication.nrw.

Test system

Our test environment, recognisable by the TESTSYSTEM notice at the top of every page. It cannot be found through search engines. Data there are test data and can be lost during maintenance. Their DOIs do not resolve via doi.org.

In the interface: TESTSYSTEM notice

University space

The space of a university in DataPublication.nrw, technically a collection. Every university that publishes through DataPublication.nrw has its own university space, which holds its sub-spaces and datasets.

In the interface: Dataverse

Version

Published state of a dataset. Every publication creates a new version. Earlier versions remain available on the Versions tab. If files were added or removed, the result is a major version such as 2.0, otherwise a minor version such as 1.1 is also possible. Dataset Versions in the Dataverse Guide

In the interface: Versions tab

Roles in DataPublication.nrw

What someone can do in DataPublication.nrw depends on their role. A role is a set of permissions for a space or a dataset. The interface shows the role names in English.

Submitters

Role: Dataset Creator on the university space of their own university, Contributor on their own dataset

Create datasets in the university space of their own university and in its sub-spaces, upload files, edit metadata and terms of use, submit for review. They cannot publish datasets themselves or create preview links.

Space admin

Role: Admin on the university space or a sub-space, only after training

Manage the space: sub-spaces, metadata blocks, dataset templates, guestbooks and roles. Review and publish datasets, create preview links.

Reviewers

The DataPublication.nrw team and, if your university wants to, its RDM team after training. At your university, these are usually the space admins. Role: Admin on the university space or another role with the permission to publish

Check submitted datasets, publish them or return them with Return to Author. Create preview links.

You receive the permission to create datasets automatically when you log in through your university. It applies only in the web interface, not to access through the API. If possible, create your dataset directly in the right sub-space, for example the one for your faculty. The reviewers check this during the review.

Other roles are possible, for example Curator for a person who looks after a sub-space for a project and publishes there. This also requires training.

Open point

We are still deciding how roles in sub-spaces are assigned and how project members from other universities can create datasets.

Further reading

• Roles & Permissions in the Dataverse Guide