RIS for Students - Archiving a dataset - manual for students

Some study programmes ask students to use RIS for Students to archive their datasets. Please check with your supervisor or teacher whether you should use RIS for Students for this purpose. You will find more information about what to archive here.

BEWARE: Data from RadboudUMC cannot be archived in RIS for Students.

RIS for Students is used to archive thesis data and other data generated by BA and MA students. RIS for Students is an internal archive, which means that the archived data are not openly published for reuse, but internally archived for the sake of scientific integrity. Only the student(s) who archive the data, the added supervisor(s) and a small support and IT staff are able to access the data (and the latter do so only when absolutely necessary). The data are stored twice on Radboud servers, which are located in separate safe physical locations on campus. In line with Radboud University’s general research data management policy from 2023, which states that student data should be stored for seven years, datasets in RIS for Students will automatically be deleted seven years after they were deposited.

Note that students should archive one dataset per thesis (and not separate datasets for method, analysis, etc.).

1. Login

You can log into RIS for Students using this link.

RIS for Students works best in the latest versions of Chrome, Edge or Firefox. Other browsers or old versions can cause errors.

2. Create a new dataset entry

NB: You should archive one single dataset per thesis.

1. Click on results in the top left corner and then click on register
   
2. Choose dataset as the result category
3. Fill in all the required metadata fields. These are marked with an asterisk *:
   Researchers: Your name is automatically filled in.
   Title: The title should give an adequate description of the dataset. This
   could simply be the title of your thesis.
   Archive: The data will be archived in Radboud University’s RIS for
   Students. You are not able to change this option.
   Year of archiving: This is the year in which you archive your data.
   Description: Provide a description of the dataset including the nature
   and the purpose of the research, the nature of the data, the way the data
   were collected, processed and analysed. This can be similar to the
   abstract of your thesis.
   Keywords: e.g.: language processing; persuasive communication; eyetracking; individual differences
   Supervisors: You have to add your supervisor(s) here. Type in their last name, do not include their tussenvoegsels (e.g., "van", "de"). RIS for Students should return a result after you’ve typed in the last name or when you’ve clicked on the magnifying glass/search button. Select the account associated with your supervisor. Only then will your supervisor be able to check your dataset when logging into their own account.

Don’t forget to click save every now and then.

3. Upload your data files

1. Click on the button Manage data files at the bottom of the page.
2. You will then see a pop-up window. Click on Select files and choose all the files on the computer you want to upload. You can also upload zip-files.
3. Click on save dataset files
   

4. Have your supervisor check your dataset

When you have filled in all the required metadata fields and uploaded your data, a button reading “Submit dataset to supervisor for check” will appear at the top of the screen. When you click on this button, RIS for Students will ask you to confirm this choice. If you do so, an e-mail will be sent to your  first supervisor in which they will be asked to check and approve your dataset. Note that only the first listed supervisor will be notified.

Once you have submitted your dataset to your supervisor, you will not be able to make changes anymore. If you submitted the dataset by mistake or need to make additional changes after all, please contact your supervisor and ask them to unlock the dataset again. Your supervisor can do this by clicking on “Dataset not approved”. You can then make changes and resubmit for approval once you’re ready.

If your supervisor thinks that your dataset is complete, they will approve it and you will get an automatic e-mail asking you to deposit your dataset. If this is the case, you can skip step 5 and move on to step 6.

5. Make corrections to your dataset

If your supervisor does not approve the dataset and wants you to make changes to the dataset, you will receive an e-mail notifying you of this decision. The status of the dataset in RIS for Students will change back to work in progress. This will allow you to make changes to the dataset. Check at the bottom of the page if your supervisor left you specific feedback or instructions. If they did, you will find this field at the bottom of the page:

Incorporate your supervisor’s feedback. Once you’re done, you can once again submit the dataset. Your supervisor will be notified and asked to check your dataset again. If your supervisor now approves of your dataset, you will get an e-mail notifying you of their decision. You can then deposit your dataset as described below.

6. Deposit your dataset after supervisor’s approval

Once your supervisor has approved your dataset, you can deposit and thus archive your dataset by clicking on “Deposit dataset”.

Note that neither you nor your supervisor can make changes to the dataset after this step.

If urgent corrections are needed, you can contact risforstudents@ru.nl.

If you happen to fail your thesis on the first attempt and have to resubmit it, you should reuse the dataset which you previously created. Send us an e-mail at risforstudents@ru.nl. We can reopen your previously archived dataset, so that you can make changes and resubmit the dataset to your supervisors.