AST Data Management and Sharing Plan Guidance

The U.S. National Science Foundation (NSF) Proposal and Award Policies and Procedures Guide (PAPPG) requires all proposals to have a supplementary document of no more than two pages describing a Data Management and Sharing Plan (DMSP) for the proposed research. 

The NSF Division of Astronomical Sciences (AST) encourages data sharing to promote research productivity. Several scientists have written detailed suggestions on effective methods for sharing astronomical data. A useful guide, with links to valuable resources, is "Ten Simple Rules for the Care and Feeding of Scientific Data," by A. Goodman et al. (2014).

This page highlights aspects of the DMSP that are appropriate for astronomy programs. We emphasize, however, that the contents of the DMSP are subject to the standard merit review process by panels and/or ad-hoc reviewers. Investigators should write the DMSP with merit review in mind. 

Describe the types of data and products that will be generated in the research, such as images of astronomical objects, spectra, data tables, time series, theoretical formalisms, computational strategies, software and curriculum materials. 

Describe the format in which the data or products are stored (e.g., ASCII, html, FITS, HD5, Virtual Observatory-compliant tables, XML files, etc.). Include a description of any metadata that will make the actual data products useful to the general researcher. Where data are stored in unusual or not generally accessible formats, explain how the data may be converted to a more accessible format or otherwise made available to interested parties. In general, solutions and remedies should be provided. 

“Access to data” refers to data made accessible to an interested party without the need for an explicit request from the interested party. Describe your plans, if any, for providing such general access to data, including websites maintained by your research group and contributions of your data to public databases. If maintenance of a website or database is the direct responsibility of your group, provide information about the period you plan to maintain the website or database. Note that data taken at national or private observatories may already be accessible through a public archive (perhaps after a standard proprietary period). Various forms of data (e.g., FITS images and tables, HD5 or other data tables) also may be deposited with published articles in the AAS journals and other journals. Attention should be paid to making accessible data sets that are products of well-defined surveys. Also describe your practice or policies regarding the release of data, for example whether data are posted before or after formal publication. 

“Data sharing” refers to the release of data in response to a specific request from an interested party. Describe your policies for data sharing, including, where applicable, provisions for protection of privacy, confidentiality, intellectual property, national security or other rights or requirements. It is preferred that all data products be made available without requiring a special request to investigators. 

Describe your policies regarding the use of data provided via general access or sharing. For example, if you plan to provide data and images on your website, will the website contain disclaimers, or conditions regarding the use of the data in other publications or products? If the data or products (e.g., images) are copyrighted (by a journal, for example), how will this be noted on the website? 

Describe whether and how data will be archived and how access will be preserved. If the data will be archived by a third party (e.g., national observatory or journal), please refer to their preservation plans if available. Special attention should be taken to select institutional sites that are expected to have a reasonably long lifetime. 

Providing software to read and analyze scientific data products can greatly increase the value of these products. Investigators should use one of many software collaboration sites, like Github.com. These sites enable code sharing, collaboration and documentation at one location. 

The DMSP should contain information on how the data will be managed but must not be used to circumvent the 15-page project description limitation by discussing other aspects of planned research. In some cases, the DMSP may contain a statement such as “a data management plan is not relevant to the proposed activities." Such statements should be explained by the investigator. 

The preceding guidelines are not intended to replace the guidance given in the PAPPG. In any perceived conflict, the PAPPG will take precedence.