"Open Science and Research Data Management in Horizon Europe" training slides

Open Science and Research Data Management in Horizon Europe Valentina Pasquale, Elda Osmenaj, Lucia Corti, and Marianna Laviola September 30, 2025 Training agenda 10:00 – 10:05 Welcome 10:05 – 10:25 Concepts of OS & RDM 10:25 – 11:00 How to comply with OS & RDM requirements in HE grants 11:00 – 11:05 Break 11:05 – 11:40 How to address OS & RDM in HE proposals 11:40 – 12:00 Q&A Schedule for the training session OS: Open Science, RDM: Research Data Management, HE: Horizon Europe. 1 / 70 Material and licenses ?The training will be recorded for internal use. ²Slides will be available on the IIT Intranet and will be shared in open access in Zenodo: https://doi.org/10.5281/zenodo.17206470. LAll content is publicly available under the Creative Commons Attribution License CC BY-SA 4.0 International. _Information reported in the Sections II and III of this training refers to HE Programme Guide . 2 / 70 How to interact during the training ÜUse the chat for technical problems or information. Do not use the chat for training-related questions. ²During the discussion session: raise your hand for questions or write your questions using the Q&A section. 3 / 70 Learning outcomes 1Familiarise with concepts of Open Science, Research Data, Research Data Management, and FAIR Principles. 2Learn how to comply with HE requirements for peer-reviewed publications. 3Learn how to comply with HE requirements for research data, including the preparation of Data Management Plans (DMP). 4Gain insight into how to address OS in HE grants proposals. 4 / 70 I. Concepts of OS and RDM I. Concepts of OS and RDM Concepts of OS and RDM – Overview ÏDefinitions of key concepts ÏOpen Science ÏResearch data / datasets / metadata ÏThe research data lifecycle ÏThe FAIR principles ÏEvolution of OS and RDM requirements in EU programmes 6 / 70 I. Concepts of OS and RDM Let’s break the ice 7 / 70 I. Concepts of OS and RDM Open science definition Images adapted from UNESCO Recommendation on Open Science, CC BY-SA 3.0 IGO  Open science is defined as an inclusive construct that combines various Movements and Practices aiming: -to make multilingual scientific knowledge openly available, accessible and reusable for everyone, -to increase scientific collaborations and sharing of information for the benefits of science and society, and -to open the process of scientific knowledge creation, evaluation and communication to societal actors beyond the traditional scientific community. ]REFERENCE UNESCO Recommendation on Open Science 8 / 70 I. Concepts of OS and RDM FAIR principles Findable Accessible Interoperable Reusable ‘As open as possible, as closed as necessary’ Image by SciBite (2023)  ÏBoth humans and machines are intended as digesters of data ÏThe FAIR principles apply to both data and metadata ÏThe principles are not necessarily about open data ÏThe FAIR principles are not rules or standards ]REFERENCES How to FAIR ;¬USEFUL LINKS GOFAIR – FAIR Principles  15 / 70 I. Concepts of OS and RDM IIT Code of Behavior and Scientific Conduct ¡IIT SUPPORT Code of Behavior & Scientific Conduct  16 / 70 I. Concepts of OS and RDM Evolution of OS and RDM requirements in EU programmes ÏHorizon Europe goes beyond OA to embrace & incentivize OS as modulus operandi for science. Slide adapted from Alea López de San Román, June 15, 2021. 17 / 70 II. How to comply with OS & RDM requirements in HE grants II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 19 / 70 II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 20 / 70 II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 21 / 70 II. How to comply with OS & RDM requirements in HE grants Publishing venues ÏTraditional subscription-based journal Authors can publish without paying fees, but readers have to pay to access the journal content. ÏFully OA journal Authors may have to pay an Article Processing Charge (APC) to publish, and readers can freely access the journal content. ÏHybrid journal Subscription-based journal with a paid OA option. ÏOpen Research Europe OA publishing platform offered by the European Commission to HE beneficiaries. Authors publish without paying fees, and readers can freely access the journal content. Authors may publish in the venue of their choice provided that they comply with all OA-related obligations. ¬USEFUL LINKS Directory of Open Access Journals  22 / 70 II. How to comply with OS & RDM requirements in HE grants Self-archiving peer-reviewed scientific publications .Publishing in an OA journal without depositing in a repository does not comply with the OA requirements. How to deposit peer-reviewed publications ✓Where? In a ‘trusted’ repository for scientific publications. ✓When? Immediately upon publication. ✓What? Either the Author Accepted Manuscript or the Version of Record∗. Best practice: researchers are encouraged to provide OA to all publications. ¡IIT SUPPORT Guide on how to share articles in Zenodo ; Horizon Europe Open Access requirements guideline  ∗This must be permitted by the publishing agreement. 23 / 70 II. How to comply with OS & RDM requirements in HE grants Important considerations on publishing venues Open access publication costs The APC is an eligible cost in HE when publishing in a fully OA journal (and not in hybrid publishing venues, with the exception of MSCA projects). Intellectual Property Rights (IPR) Authors must retain sufficient IPR on their own work to comply with OA requirements. Thus, they may need to interact with prospective publishers, in particular when publishing in journals that are not OA. ¡IIT SUPPORT OA agreements with main publishers  ¬USEFUL LINKS The Journal Checker Tool can help determine whether a specific publishing venue allows compliance with the HE OA obligations  24 / 70 II. How to comply with OS & RDM requirements in HE grants Data management plan at IIT ¡IIT SUPPORT Horizon Europe DMP Guideline (preceding the implementation of IIT FAIR Wizard) ; IIT FAIR Wizard  31 / 70 II. How to comply with OS & RDM requirements in HE grants IIT FAIR Wizard ÏFill in a customized questionnaire to collect project-specific data, collaborating online with your team and receiving support from data stewards. ÏAfter completing the questionnaire once, several output documents can be automatically generated by selecting the DMP template of choice. ÏBoth human readable documents (e.g., PDF and MS Word) and machineactionable documents (e.g., JSON) can be generated. Images taken from the FAIR Wizard website  32 / 70 II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 33 / 70 II. How to comply with OS & RDM requirements in HE grants Providing access to research data Researchers must provide OA to research data by default, unless: it is against the beneficiaries’ legitimate interests, including commercial exploitation or; it is contrary to data protection rules, privacy, confidentiality, trade secrets, EU competitive interests, security rules, intellectual property rights or any other obligations mentioned in the Grant Agreement. .In such cases, research data must be kept restricted, closed or under embargo, and the DMP must contain a legitimate justification as to why OA to research data is not provided. . . . as open as possible, as closed as necessary . . . 34 / 70 II. How to comply with OS & RDM requirements in HE grants Depositing research data How to deposit research data and provide OA ✓Where? In a ‘trusted’ repository. Repositories for research data can be: Ïdisciplinary (e.g., eBrains, Nomad, etc.) Ïinstitutional (e.g., IIT Dataverse) Ïgeneral-purpose (e.g., Zenodo). ✓When? As soon as possible, in accordance with the deadlines set out in the DMP. .Data supporting scientific publications should be deposited at the latest at the time of publication. ¬USEFUL LINKS Registry of Research Data Repository  35 / 70 II. How to comply with OS & RDM requirements in HE grants Institutional repository ✓IIT Dataverse is a repository for finalized datasets. IIT researchers can use it to deposit research data once a project is completed, regardless of whether they wish to publish their data or not. ✓Not only does depositing datasets in IIT Dataverse ensure long-term preservation of research data and facilitate open data sharing, but it also helps researchers to document their datasets with rich metadata and align them with the FAIR principles. ✗It is not possible to deposit personal data,high-risk data, and scientific articles in IIT Dataverse. ¡IIT SUPPORT IIT Dataverse ; IIT Dataverse Intranet page  36 / 70 II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 37 / 70 II. How to comply with OS & RDM requirements in HE grants Metadata Peer-reviewed publications and research data deposited in ‘trusted’ repositories must be described by rich metadata that adhere to the FAIR principles. In particular, metadata should: ✓be released under CC0 ✓be machine-actionable and follow a standardized format ✓provide details on at least: Ïpublication (authors, title, date, publishing venue, . . . ) or dataset (authors, description, embargo period, . . . ) ÏHE funding (grant project name, acronym, and number) Ïlicense terms ✓include persistent identifiers It is good practice to use standard metadata schemas to organise (meta)data. ÛSearching for a standard? Dublin Core ; FAIRSharing ; Bioschemas  38 / 70 II. How to comply with OS & RDM requirements in HE grants IIT Dataverse – Metadata 39 / 70 II. How to comply with OS & RDM requirements in HE grants Requirements checklist çPeer-reviewed publications ✓Provide OA immediately upon publication (i.e., no embargo period). ✓Provide OA by depositing a copy of the peer-reviewed publication in a ‘trusted’ repository. ✓Deposit AAM/VoR under a CC-BY license (or license with equivalent rights). ¡Research data ✓Manage data responsibly, in line with the FAIR principles. ✓Prepare a DMP and update it throughout the entire duration of the project. ✓Deposit research data in a ‘trusted’ repository under CC BY or CC0, following the principle ‘as open as possible, as closed as necessary’. ✓Include rich metadata in accordance with the FAIR principles and release them under a CC0 license. ✓Provide information about any other research outputs, tools, or instruments needed to validate the publication and re-use the dataset. 40 / 70 III. How to address OS & RDM in HE proposals Open Science practices - where Part A - APPLICATION FORM List 5 publications, widely-used datasets, softwares, goods, services or any other achievements relevant to the call Part B - PROJECT PROPOSAL – Technical description ÏExcellence. 1.2 Methodology - Open Science, RDM and management of other research outputs ÏImpact. 2.2 Measures to maximise impact - Dissemination, exploitation and communication. ÏQuality and efficiency of the implementation. 3.2 Capacity of participants and consortium as a whole. 47 / 70 III. How to address OS & RDM in HE proposals Open Science practices - what should you do? Part A - APPLICATION FORM PUBLICATIONS, DATASETS and OTHER ACHIEVEMENTS. ÏPublications are expected in open access, in particular journal articles. It is recommended that they have a PID.a ÏDatasets are expected to be FAIR and ‘as open as possible, as closed as necessary’. ÏPublications not in open access should be retroactively deposited in repositories when possible. ÏSignificance of publications is assessed by qualitative assessment provided by the applicants, not by Journal Impact Factor. a«Open» does not necessarily equate to «published in an Open Access Journal», it means that they have to be available in Open Access – e.g. accepted manuscript could be deposited in an Open repository. ¬USEFUL LINKS Zenodo - for depositing texts, data, etc. It assigns a DOI to any deposited item ; Open Policy Finder - to make informed decisions in open access publication ; ORCID - for researchers identifier .48 / 70 III. How to address OS & RDM in HE proposals Open Science practices - where Part A - APPLICATION FORM List 5 publications, widely-used datasets, softwares, goods, services or any other achievements relevant to the call Part B - PROJECT PROPOSAL – Technical description ÏExcellence. 1.2 Methodology - Open Science, RDM and management of other research outputs ÏImpact. 2.2 Measures to maximise impact - Dissemination, exploitation and communication. ÏQuality and efficiency of the implementation. 3.2 Capacity of participants and consortium as a whole. 49 / 70 ¡IIT SUPPORT Ask Projects Office for advice; Guidelines on OS and RDM in HE project proposals  III. How to address OS & RDM in HE proposals Open Science practices - what should you do? Part B - PROJECT PROPOSAL – Technical description EXCELLENCE. [1.2 Methodology] ÏExplain how practices are implemented as an integral part of the methodology and show how their implementation is adapted to the nature of their work. ÏInclude both MANDATORY and RECOMMENDED practices as appropriate. ÏIf practices are not applicable, provide justification for evaluators. ÏMax one page. 50 / 70 III. How to address OS & RDM in HE proposals Open Science practices - what should you do? Part B - PROJECT PROPOSAL – Technical description EXCELLENCE. [1.2 Methodology] If generation or reuse of data and/or other research outputs (except publications) is planned, it is mandatory to address: ÏManagement of data and other research outputs according to the FAIR principles. ÏAccess to data according to ‘as open as possible, as closed as necessary’. ÏDescribe schematically the future DMP (deliverable by M6) - A DMP is not required at the proposal submission stage. ¬USEFUL LINKS Science Europe - info on RDM ; HE Programme Guide - specific on data management pag 47-50 ; GO FAIR - for the definition of FAIR principles ; FAIR AWARE - to test your awareness of the FAIR principles and get practical info . 51 / 70 III. How to address OS & RDM in HE proposals Open Science practices - where Part A - APPLICATION FORM List 5 publications, widely-used datasets, softwares, goods, services or any other achievements relevant to the call Part B - PROJECT PROPOSAL – Technical description ÏExcellence. 1.2 Methodology - Open Science, RDM and management of other research outputs ÏImpact. 2.2 Measures to maximise impact - Dissemination, exploitation and communication. ÏQuality and efficiency of the implementation. 3.2 Capacity of participants and consortium as a whole. 52 / 70 ¡IIT SUPPORT Ask Projects Office for advice; Guidelines on OS and RDM in HE project proposals  III. How to address OS & RDM in HE proposals Open Science practices - what should you do? Part B - PROJECT PROPOSAL – Technical description IMPACT [2.2.Suitability and quality of the measures to maximise expected outcomes and impacts] ÏOpen science also plays a key role in dissemination, as it promotes a wide sharing of knowledge. ÏThe “Dissemination and communication plan” is a deliverable due in M6. ÏSchematic first version of the project plan for the dissemination, exploitation, and communication of the project. ÏManagement of Intellectual Property Rights. If you plan to patent, dissemination may occur later. This applies for all publications, whether they are OA or not. There is no conflict. Patenting and publishing ¬USEFUL LINKS HE Programme Guide - specific on dissemination pag 35-41 ; AGA ANNEX 5 - Article 16 pag 357-379 (see pag 370) & - Article 17 pag 380-394 . 53 / 70 III. How to address OS & RDM in HE proposals Early and open sharing ✓Why: To avoid questionable research practices, including low statistical power, selective reporting of results, and publication bias. “Registered Reports eliminates the bias against negative results in publishing because the results are not known at the time of review.” Daniel Simons, Professor at the University of Illinois, Urbana-Champaign. “Because the study is accepted in advance, the incentives for authors change from producing the most beautiful story to the most accurate one” Chris Chambers, Professor at Cardiff University. ✓Where: OSF hub for registered reports - a domain-general repository service . ✓Examples: Experimental research, clinical trial protocols, and even qualitative research and meta-analyses. ]REFERENCES Centre for Open Science ; American Journal Experts  59 / 70 III. How to address OS & RDM in HE proposals Early and open sharing PREPRINT - Aresearch manuscript prior to formal peer review at a journal,which is deposited on a public server. ✓When: Preprints may be posted at any time during the peer review process, but are most commonly published upon submission (i.e., before peerreview). ✓Why: Preprints are usually hosted on a repository (e.g. arXiv) that facilitates dissemination by sharing research results more quickly than through traditional publication. Persistent identifiers (e.g. DOIs) are provided. ]REFERENCE Framework for Open and Reproducible Research Training  60 / 70 III. How to address OS & RDM in HE proposals Early and open sharing England, J., Dolinar, M. & Nielsen, L.H. 2025. under CC-BY 4.0  ¬USEFUL LINKS Preprint servers (examples): Zenodo - Multisciplinary ;bioRxiv - Life sciences ;medRxiv – Medicine and health sciences ;ArXiv - physics, mathematics, computer science  61 / 70 III. How to address OS & RDM in HE proposals Reproducibility Measures planned in the project that tend to increase reproducibility, i.e. the possibility for the scientific community to obtain the same results as the originators of specific findings Methodology ÏSpecify transparent research design and methodology ÏEnsure robustness of statistical analyses ÏSpecify how to address negative results Mandatory/recommended Open Science practices ÏPlan to use the DMP, highlighting data collection and analysis ÏSpecify how to make use of early sharing through preregistration, registered reports and preprints ÏEnsure that data are FAIR 62 / 70 III. How to address OS & RDM in HE proposals Citizen, civil society and end-user engagement Projects that actively involve the general public, in any of the stages of research, acting as collaborators, contributors or project leaders. ÏCo-design activities workshops (e.g. focus groups, roadmaps and policies) ÏCo-creation activities (e.g. involving citizens and/or end-users directly in the development of new knowledge or innovation) Golumbic et al. (2017) - CC-BY 4.0. ]REFERENCE England, J., Dolinar, M. & Nielsen, L.H. 2025. under CC-BY 4.0  ¬USEFUL LINKS European Citizen Science Association ; EU Citizen Science platform ; Citizen Science Italia  63 / 70 III. How to address OS & RDM in HE proposals Data management costs Personnel costs - costs to hire dedicated data managers/stewards. At IIT, there is a team of professionals dedicated to RDM and standard support, but any special request must be agreed. Other data management costs: ÏData collection, processing & documentation - to cover equipment or service and/or time to perform anonymisation & pseudonymisation, digitization and data cleaning. ÏData storing & security measures - ie hardware and infrastructure that are not provided free of charge (e.g. external HPC facilities, additional storage beyond standard free quotas). ÏSoftware - licenses for software for data management (e.g. electronic lab notebook). ÏData availability & preservation - to publish and share data in data repositories other than IIT Dataverse (especially for big data), or to convert data in open formats. ]REFERENCES TU Delft ; RDMkit ¬USEFUL LINKS TU Delft data management costing tool ; IIT Procedure for research data storage 64 / 70 IV Summary & links IV Summary & links Summary [1] Fundamentals of OS and RDM requirements in HE Open Science & Reaserch Data Management Managing and sharing research data will increase research reproducibility and reliability, enable re-use of data, increase the impact of your research. How to comply with OS & RDM requirements in HE grants Peer-reviewed Publications & Research Data ÏDeposit & access to peer-reviewed publications immediately upon publication through ‘trusted’ repository ÏManagement of research data in line with the FAIR principles ÏData Management Plan (DMP) – IIT FAIR Wizard ÏDeposit & access to research data – IIT Dataverse – as soon as possible, according to the “as open as possible, as closed as necessary”. 66 / 70 IV Summary & links Summary [2] How to address OS & RDM in HE proposals ÏMandatory practices: open access, RDM according to the FAIR principles, research outputs for validation, digital or physical access to the results, open access to all research outputs in case of emergency. ÏRecommended practices: involving all relevant knowledge actors, early and open sharing of research, output management beyond research data, open peer-review. ÏOpen Science parts - part A (publications) & part B (technical description) ÏOpen Science evaluation - under “Excellence” and “Quality and efficiency of implementation” ÏEarly and open sharing (pre-registration, registered report & preprint); reproducibility; citizen engagement. 67 / 70 IV Summary & links OA, RDM and DMP email addresses For questions on Open Access and publications, please contact op[email protected] For question on Research Data Management and Dataverse, please contact [email protected] For questions on Data Management Plans and Horizon EU projects, please contact [email protected] 68 / 70