Thesis Data Management Plan

Thesis title:

Thesis author(s):

Use this template to create a data management plan (DMP) for your thesis. Under each heading, it is described what should be included in that section. Once you have provided the required information, you can delete this guidance and the instruction text under the headings.

You must create the data management plan before starting data collection and save it in Wihi. If there are any changes in data collection or handling during the thesis process, you must update the data management plan.

The data management plan should be written in passive voice. Attach the plan as an appendix to both the thesis plan and the final thesis. The thesis data must not be published as an appendix to the thesis. More information on data management can be found on HAMK’s thesis website.

Description of thesis research data

Research data may include survey data, interview data as text, audio or video files, photographs, videos, observations, images or sound, measurement results, modelling and physical samples, for example.

Describe your research data in this section: where the data originates from or how you collect the data and what is the form(s) of the data.

What is the method of data collection: e.g., survey or interview, observation, measurement, taking notes, statistics, recording videos, visualizations (e.g., drawings), using existing data (statistics, etc.), a creative and/or functional method?

If the research involves people, describe the target group (research subjects) in general terms (no names or other identifying information).

If you use previously collected data, follow the usage terms and copyrights: mention the origin, authors, and data sources according to HAMK’s citation guidelines.

In what form is the data to be analyzed: as text or image files, video or audio files, files containing measurement results or other numerical data (e.g., xls, csv), or code?

Management and storage of the research data

Write a brief description of where you will store and process your research data during the thesis process. Explain how you will ensure data security and privacy, including who will have access to the data and how the data will be backed up. Additionally, note any agreements you have made with the commissioner regarding data handling.

Please note that if your thesis research data contains confidential or sensitive information, it must not be stored in cloud services.

Example text: The data will be stored and processed on the thesis author’s own password-protected computer. Backups of the data will be saved in a separate folder, which will be kept apart from the files being analyzed. In addition to the thesis author, the thesis supervisor may also handle the data.

Processing of personal data and sensitive data

No personal data may be published in a completed thesis unless specifically agreed with the research subject. For example, interview data must not be published as an appendix to the thesis. Describe here if you process personal data or sensitive personal data in your work or if the research data contains confidential information. Remember that only the necessary personal data may be collected in a thesis. Add a link to the privacy notice on which the data processing is based. You will use the same privacy notice when you inform the research subjects about the processing of their personal data, for example in the beginning of a questionnaire.

IF the thesis research data includes personal data, specify what kind of personal data is being collected (age, gender, profession, education, etc.) and also explain why the personal data is being collected.

IF you do not collect and process personal data, state here that no personal data is being collected in the thesis research.

Ownership of research data

Explain here who owns a) the data, and b) results of the thesis research. If the thesis research work includes other parties, agree on the rights of ownership and use of the data with all parties, such as the commissioner and other members of the group in pair and group works.

Please note the potential copyrights of the data.

If the data is being collected as part of a research, development, or study project of HAMK, the ownership of the project’s results and data usually belongs to HAMK. In this case, a separate agreement has been made regarding the transfer of rights.

If you use data collected by others, you do not own the data and cannot transfer the ownership.

Further use of research data after the completion of the thesis

Explain here how the research data is used after the thesis has been completed. You have two options:

1. If you do not want to utilise your research data or make it available for further use (the most common option):

State that the research data will not be reused. The thesis author will securely store the data for one year from the date of thesis approval to ensure the results can be verified if necessary, and then securely destroy the data.

2. If you want to open your thesis research data for further use, please describe:

The plan to obtain permission for further use from the data subjects i.e. research participants. The subjects can be informed of the further use in the accompanying letter of the study before data collection, for example.

How personal data is protected for possible further use of the data. Note that personal data must not be retained any longer than necessary. In practice, this means removing all such information from the data that could identify an individual, i.e. anonymization of the data.

The agreement on the further use with the commissioning party. As a template for the agreement with the commissioning party, you can use the agreement template used in HAMK projects.

The agreement on the further use with HAMK. If the research data collected for the thesis is handed over to HAMK for further use, a written agreement must be drafted on the matter. The agreement templates can be found in the thesis guide.

Example text: After the thesis is completed, the anonymized data will be transferred to the ownership of XXX (commissioner/work-life connection/project) for possible further research and development. The research participants have been informed about the further use of the data before data collection. A written agreement regarding the rights to further use the data will be made and attached to the thesis. The parties to the agreement are the thesis author and the commissioner/work-life connection.