RIS for Students - Archiving a dataset - manual for students

BEWARE: RIS for students is not available to all faculties (yet). Students following certain courses at the Faculty of Arts can use RIS for students for archiving data. When in doubt whether RIS for students can be used at your faculty or institute, feel free to contact us at ris@ubn.ru.nl.

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 on safe university servers and are backed up regularly.

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 and your s-number and usual password: https://metis.ru.nl/federation/login/risforstudents


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
    1_register
  2. Choose dataset as the result category2_dataset
  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. 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.3_manage data files
  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.4_select files
  3. Click on save dataset files
    5_save data 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.

6_input completed

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:

7_feedback

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”.

8_deposit
Note that neither you nor your supervisor can make changes to the dataset after this step.

If urgent corrections are needed, you can contact ris@ubn.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 ris@ubn.ru.nl. We can reopen your previously archived dataset, so that you can make changes and resubmit the dataset to your supervisors.