Research Data Stewardship & Transfer

You need to go through the memo if you are a PI who has transferred or going to transfer to HBKU and wishes to transfer your research/technical data. You need to go through the memo even if you remain with TAMU/Q but your data will transfer to HBKU because the asset (for example a desktop computer, laptop, or the high-performance computing facility “RAAD2”) is going to transfer or already transferred to HBKU.

This process is about the data, not the individual. So, you need to follow the process if your data are affected indirectly. For example, an asset (like the HPC) or a room (like a storage facility) will transfer and your research data is stored there. You should fill in the form but only for the parts that are affected, every other aspect can be answered as “No.” Check also #1.

Research data is defined by the U.S. Office of Management and Budget (OMB) Circular A-11 0/2CFR 215.36 as "the recorded factual material commonly accepted in the scientific community as necessary to validate research findings." It includes recorded information produced in any form or media during a research investigation. Research data may consist of research notes, laboratory notebooks, textual information, numeric information, images, audio and video recordings, diagrams, instrumental readouts, photos, reports, publications, samples, materials and other recorded information necessary for the reconstruction and evaluation of reported results of research. It also includes the protocols, charts, graphs, and other information, events and processes that lead to results. Research data does not include "preliminary analyses, drafts of scientific papers, plans for future research, peer reviews or communications with colleagues" or financial or administrative data or other information incidental to contract administration.

Under the current Texas A&M - Qatar Foundation agreement, "Technology" and "Intellectual Property" are broadly defined to include technical data and all rights therein. Under Art. II, sec. 1. The Qatar Foundation owns technical data developed at TAMUQ under the Research Program, subject to the exceptions for that developed by nonemployees without QF financial support or its affiliates. But that does not include data provided by third parties or otherwise developed outside of the TAMUQ Research Program. Given this, technical data to be transferred from TAMUQ to HBKU requires the completion of this form.

Technical data that is not subject to the current Intellectual Property agreement, as is described in the attached memo, will be reviewed to determine the specific terms and conditions related to data ownership, stewardship, accessibility, and export control, among others. Again to initiate this process, the information in this form is required.

Data upload and form submission should be managed by those with LPI roles, who will do so on behalf of their teams. However, individual PIs may submit separate forms for their subgroups if they deem it necessary.

Google Drive will be utilized for shared data storage. For guidelines, please refer to this [link] or contact the IT Service Desk. TAMUQ IT will create a primary folder for each LPI, corresponding to their Lab number, or Office if more appropriate. More folders can be created upon request, and a dedicated link will be shared soon.

Yes, ensure research data from all the network shared drives is uploaded to the shared Google Drive as well. Data from the HPC will be backed up automatically, so no further action is required for those files.

Yes. If you have transferred to HBKU such research data (see #3 for the definition) need also to be backed up and retained as per the TAMU retention schedule.

After uploading the data and completing the form, the latter needs to be signed by the Program Chair and emailed to the Associate Dean for Research and Graduate Studies, Dr. Konstantinos Kakosimos. If more review is required, this will be coordinated by the TAMU Division of Research Director of Research Data Leslie Krueger.

TAMUQ IT will verify that data has been copied prior to transferring the Lab and/or asset, however the PI’s signature on the attached form will be the source of truth verifying the data transfer.

This varies. PIs managing a Lab space should complete this process before transferring the custody of the Lab to HBKU, and no later than the transfer of the Lab machine assets (e.g., PCs, electronic storage media) to HBKU. PIs who have already transferred to HBKU, without a dedicated Lab/Space, but would like to transfer their data (as per that attached memo) should complete this process by 14 Dec. 2024. PIs who are indirectly affected by an asset transfer to HBKU (e.g., PCs, electronic storage drives, paper folder storage) should complete the process before the asset transfer to HBKU. In particular for all the PIs with data on the HPC, regardless of their employer, the signed forms should be submitted by 14 Dec. 2024

Should you need additional time please reach out to the Dean for Research & Graduate Studies (Dr Konstantinos Kakosimos) as soon as possible. Although extra time can be given note that this may delay the transfer of the Lab and/or Asset.

As per the respective SAP, the data will be removed. Especially if this is stored on electronic media (e.g, desktop hard drives, HPC), the media will be wiped out before transferring or decommissioning.

No. This applies to all data as per the definition in #3.

The data will remain in the cloud storage application as long as necessary, as determined by the Texas A&M Vice-President for Research’s office and TAMUQ, the respective agreements, and the Retention Schedules for Texas State Agencies and Public Universities [link].

This depends on the respective sponsor agreements, approvals, and you.

No. This data will be backed up by the Research Computing team before the asset’s transfer.

While the TAMUQ HPC system is targeted to be transferred to HBKU on or about 31 December 2024. Circumstances may delay the asset transfer; however, the data transfer will occur no later than 30 days after the actual asset transfer. Moreover,  HBKU IT is in the process of establishing a mechanism to grant external users (including TAMUQ users) access to the HBKU network via their VPN service.  This will be necessary for TAMUQ users before they can log in to raad2.  Access to the VPN service will ultimately be renewable on an annual basis in sync with a user’s raad2 account lifecycle (which will remain similarly renewable on an annual basis).  The process for account renewals shall be similar to the process TAMUQ has followed for external users in the past. More information will be shared soon.

TAMU HPRC is the best alternative [link]. All TAMU users can utilize the various TAMU clusters. If the basic packages do not cover your needs, reach out to the Associate Dean for Research and Graduate Studies Dr. Konstantinos Kakosimos. A master agreement for all TAMUQ PIs and their groups is in progress and will be activated when and as necessary

Yes. But all data can be uploaded in the one folder of #7.

No, but it depends on the project. Every project with a dedicated Data Management Plan or Non-Disclosure Agreement should be listed. Projects without any of the previous, e.g., QRDI could be listed as one group

This is up to the sponsor. There is no template required for this and an email confirmation from the sponsor’s contact person suffices for this process. The PI’s signature on the attached form will be the source of truth verifying this requirement. If the sponsor requires an additional agreement, please reach out to the Associate Dean for Research & Graduate Studies (Dr Konstantinos Kakosimos) to help you identify, together with the TAMU Division of Research Director of Research Data (Leslie Krueger), the best way forward.

There is no need to follow a formal template. Check also #21

There is no template for this yet. We are waiting for the HBKU data handling agreement/policy to be shared. A direct discussion with the sponsor and source of the data is the best approach. If the sponsor deems that the HBKU policy for external users does not cover their expectations then an agreement between HBKU and the sponsor (if the PI transferred to HBKU) or HBKU and TAMUQ may be required. Please reach out to us as soon as possible and we will look into it.

This case is covered by question 2b.iv in the acknowledgment form. Data can be transferred to another cloud service or external media (drive) until the fulfillment of the required conditions.