RIS for Students - Archiving a dataset - manual for supervisors

Some study programmes ask students to use RIS for Students to archive their datasets. You will find more information about what students should 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.).

If you have any questions about research data management or need help using RIS for Students, feel free to e-mail us at risforstudents@ru.nl.

NB: RIS and RIS for Students are completely separate and independent environments. You will find your students’ datasets only in RIS for Students. These datasets are not visible in RIS. Thus, you have to log into RIS for Students to access your students’ datasets.

1. Login

You can log into RIS for Students as a supervisor using the same link as students.

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

As noted above, the regular RIS environment for researchers, where you as a researcher can deposit data, enter publication details etc. is completely separate from RIS for Students. You cannot access your students’ datasets through the regular RIS for researchers, but you will have to use the above link to log in to RIS for Students. The regular RIS environment remains available through ris.ru.nl. Note that if you haven’t been added as a supervisor by any student yet, you will not see any entries in RIS for Students.

2. Student creates a new dataset entry

Dataset entries can only be done by students, see student manual. Students should archive one single dataset per thesis.

3. Student submits dataset for your approval

Once your student is done filling in the metadata and uploading all files that belong to the dataset, the student will submit the dataset for you to check and approve. You will be notified automatically via e-mail that your student has submitted their dataset for your approval.  Note that only the first supervisor as added in RIS for Students will be notified.

You can then log into RIS for Students and inspect the dataset. When you log into RIS for Students, you will see an overview of all the datasets for which you were added as a supervisor. Click on the dataset that is mentioned in the e-mail.

You can now read through the metadata and download the data files and also inspect them. You will find the uploaded files at the bottom of the page. You can download individual files by clicking on the downward arrow next to the file (circled blue in the screenshot below). You can download all files at once by clicking on “Download all files”.

If the dataset is in order, you can click on “Dataset approved”.

2_dataset (not) approved

The student will be notified that you approved the dataset. The student will then follow the steps detailed in (4) below in order to deposit the dataset into the RIS for Students archive.

If the dataset is not in order and you want the student to make changes, you can add feedback for the student at the bottom of the page. Click on “Dataset not approved” to notify the student that you cannot approve the dataset yet. The student will then be able to make changes to the dataset and will submit it for approval again. Once the dataset is in order, you can click on “Dataset approved”. The student will then deposit the dataset (see (4)).


4. Student deposits dataset after supervisor’s approval

Once you approved the dataset, the student can deposit and thus archive the dataset by clicking on “Deposit dataset”.


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

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

If your student happens to fail the thesis on the first attempt and they have to resubmit it, the student should reuse the dataset which they previously created. You or your student can send us an e-mail at risforstudents@ru.nl. We can reopen the previously archived dataset, so that changes to the dataset can be made. The student can then resubmit the dataset for your approval.