UWA Profiles and Research Repository

Guidelines for Dataset Submitters 

Definitions 

In these guidelines these words have the following meanings: 

Data means raw data including data files; 

Dataset means the data and the metadata; 

DOI means the digital object identifier; a unique alphanumeric string assigned by the DataCite registration agency to identify content and provide a persistent link to its location on the Internet. UWA assigns a DOI when your dataset is published and made available electronically; 

Open Access for data means making research datasets freely available via the Internet, permitting any user to read, download, copy, distribute, print, search, or link to the datasets, crawl them for indexing,  or use them for any lawful purpose, without financial, legal or technical barriers other than those inseparable from gaining access to the internet itself; 

Metadata means the description of the data; and 

Submitter has the meaning given in clause 2 below. 

 

Pre-Conditions for Dataset Submission 

1. Prior to submitting a dataset, please: 
   1. Create a Dataset Action Record in UWA Research Data Hub 
   2. download a PDF of the Dataset Action Record 
   3. attach the Dataset Action Record to your dataset record as a file 
2. Data may only be deposited by UWA staff members or UWA enrolled students (“Submitter”). 
3. To publish datasets in the Repository, the dataset record must: 
   1. Have relevance to the scope of the Repository. 
   2. Have a Creative Commons Licence assigned to each data file. 
   3. Not contain any identifying metadata that could breach the Australian Privacy Act 1988, any applicable privacy legislation, or any confidentiality agreements, eg; with research participants  
4. The Intellectual Property Policy applies to content in the data submitted to the Repository. 
5. The Submitter agrees that the dataset will continue to appear in the UWA Research Repository even after the Submitter leaves the University of Western Australia. 

 

Dataset Metadata  

6. To ensure that a dataset is cited correctly, Submitters should include the following in their metadata: 
   1. All persons associated with the dataset and their appropriate contributor roles; 
   2. Title and full bibliographic details; 
   3. A DOI (if already minted for the dataset) or URL for the original metadata page; 
   4. An original copyright statement; and 
   5. A Creative Commons License. 
7. When the Submitter saves a dataset record with the Status “For Validation”, the UWA Library will validate the dataset, and the metadata is immediately made publicly discoverable, unless a visibility setting that does not permit this has been selected. 
8. Data can be deposited at any time but should not be made publicly visible until any publishers' or funders' embargo or assessment period has expired. 
9. The Library manages and permits access to publicly discoverable metadata for reuse and harvesting into services such as the Australian Research Data Commons’(ARDC) Research Data Australia (RDA) service and Grains Research and Development Corporation (GRDC) Data Catalogue. 

 

Publishing Data Files 

10. By uploading their data, Submitters warrant:  
    1. They are the owner, sole creator, co-creator or custodian of the data file they submit or they have obtained the right to upload the data, and to enable other people to reuse the data in accordance with this agreement;; 
    2. They are the owner of all intellectual property rights in the Data, or, if any third party intellectual property rights are contained in the data, they have obtained a perpetual, non-exclusive, world-wide, royalty-free, sub-licensable licence to use the intellectual property rights from the owner of that intellectual property right in order to use the Data for the purposes of this agreement; 
    3. they have the right, power and authority to enter into this agreement and to grant the University the rights contained in this agreement;  
    4. there are no confidentiality or privacy issues that prevent the data from being shared; and  
    5. the data file was ethically collected and complies with the UWA Office of Research Guidelines along with the National Statement on Ethical Conduct in Human Research 2007 - Updated 2013 National Statement on Ethical Conduct in Human Research 2007 - Updated 2018; the Australian Code for the Responsible Conduct of Research; and the AIATSIS' Guidelines for Ethical Research in Australian Indigenous Studies (GERAIS).  
11. Accuracy and correctness of data is the responsibility of the Submitter. 

 

Software-specific data files and formats.  

12. The Submitter must provide details of the software and version required to re-use the data in the description. The UWA Library takes no responsibility for vetting data files derived from discipline-specific software. 
13. The UWA Library cannot guarantee the immediate upload of larger dataset files (>2GB). File size limits are dependent on the current storage capacity of the Repository. 
14. Observance of all copyright compliance related to the use of the dataset file is the responsibility of the person(s) reusing the data. 
15. Submitters must ensure that if a DOI for the Dataset has been assigned elsewhere, that it is included when creating the Dataset record. If the DOI field is left blank, a new DOI will be minted for the Dataset by UWA Library. 
16. Submitters cannot delete or make major edits to a dataset once it has been assigned a DOI and published. Minor spelling errors in the metadata description may be corrected upon request. Additional file uploads are not permitted after publication of the dataset. If necessary, an updated or new version of a dataset may be deposited ensuring that: 
    1. the description of the earlier version is edited to include reference to the newer version’s URL/DOI; 
    2. the most recent version is clearly identified; and- the new dataset record receives a separate DOI. 
17. The UWA Library takes no responsibility for misinterpretation of datasets which have been edited after a DOI has been minted for them. 
18. UWA does not guarantee the readability of some unusual file formats. 

 

Takedown 

19. It is the user’s responsibility to ensure compliance with relevant Acts and UWA policies. UWA Library does not monitor compliance. However, if UWA Library becomes aware of any non-compliance then the user will be notified and the relevant authority notified. Examples of relevant Acts and policies are listed in 'Relevant Acts and Enterprise Agreements' below.   
20. The UWA Library will review any take-down requests and UWA may request further information or undertake its own internal review of the request. 
21. Where determined by UWA to be reasonably necessary, data, metadata or datasets may be removed from the Repository, such reasons may include: 
    1. Fraud and corruption as outlined in the Fraud and Corruption Policy.  
    2. Intellectual property violation or plagiarism as described in but not limited to the Intellectual Property Policy; 
    3. Breach of research conduct as outlined by but not limited to the Research Integrity Policy; the Code of Ethics and Code of Conduct; the Acceptable Use of IT Policy; the Professional and Consultative Work Policy; 
    4. National Security; 
    5. Privacy or ethics as outlined in the Research Integrity Policy; or 
    6. Falsified research. 

 

Preservation 

22. To meet with the retention and preservation requirements of the Western Australian University Sector Disposal Authority (WAUSDA) and the Information Retention Policy, we recommend speaking with UWA Records, Archives and Digitisation Services before submitting any dataset. The Repository is a data sharing and discovery platform only and does not necessarily meet these requirements. 
23. UWA does not guarantee the continued readability and accessibility of the dataset. It is the responsibility of the Submitter to ensure migration to new file formats where necessary. New versions of an existing dataset should be uploaded as a new dataset record and can be linked to the original record. 
24. UWA undertakes regular back-ups of files in the Repository according to current best practice. 

 

Role of UWA 

25. Whilst UWA makes the best efforts to maintain the Repository, it is unable to ensure continuous accessibility. UWA is not responsible for any delay or inability to access the Repository or any dataset, the modification or alternation of any data or other content on the website, or any delays, interruptions, inaccuracies, errors or omissions or cession of services, or hardware or software failure. 
26. UWA takes no responsibility for the quality and accuracy of individual metadata and dataset files which are submitted into the Repository. 

 

General 

These guidelines were most recently updated in May 2025 and UWA may amend them from time to time. 

 

Relevant Acts and Enterprise Agreements 

There are a number of Commonwealth and State Acts relevant to members of this University. While the University has policies, guidelines, awards and agreements that reflect this legislation, such Acts take precedence over any internal policies or practices (including this Code). Relevant examples of this legislation are — 

UWA Policy

→  Research Integrity Policy 

→  Information Retention Policy 

→  Information Protection Policy 

→  Code of Ethics and Code of Conduct 

→  Acceptable Use of IT Policy 

→  Professional and Consultative Work Policy 

→  Fraud and Corruption Policy 

→  Intellectual Property Policy

State Legislation

→  Acts Amendment (Lesbian and Gay Law Reform) Act, 2002 (WA) 

→  Animal Welfare Act, 2002 (WA) 

→  Corruption, Crime and Misconduct Act, 2003 (WA) 

→  Criminal Law Amendment Act, 1892 (WA) 

→  Disability Services Act, 1986 (WA) 

→  Environmental Protection Act, 1986 (WA) 

→  Equal Opportunity Act, 1984 (WA) 

→  Financial Management Act, 2006 (WA) 

→  Freedom of Information Act, 1992 (WA) 

→  Gender Reassignment Act, 2000 (WA) 

→  Industrial Relations Act, 1979 (WA) 

→  Industrial Training Act, 1975 (WA) 

→  Minimum Terms of Employment Act, 1993 (WA) 

→  Occupational Safety and Health Act, 1984 (WA) 

→  Public Interest Disclosure Act, 2003 (WA) 

→  State Records Act, 2000 (WA) 

→  Surveillance Devices Act, 1998 (WA) 

→  The University of Western Australia Act, 1911 (WA) 

→  Worker’s Compensation and Injury Management Act, 1981 (WA) 

Commonwealth Legislation 

→  Age Discrimination Act, 2004 (Cth) 

→  Australian Human Rights Commission Act, 1986 (Cth) 

→  Copyright Act, 1968 (Cth) 

→  Disability Discrimination Act, 1992 (Cth) 

→  Disability Standards for Education Act, 2005 (Cth) 

→  Fair Work Act, 2009 (Cth) 

→  Gene Technology Act, 2000 (Cth) 

→  National Greenhouse and Energy Reporting Act, 2007 (Cth) 

→  Privacy Act, 1988 (Cth) 

→  Racial Discrimination Act, 1975 (Cth) 

→  Sex Discrimination Act, 1984 (Cth) 

→  Superannuation Act, 1976 (Cth) 

→  Taxation Act, 1953 (Cth) 

→  Telecommunications Act, 1997 (Cth) 

→  Workplace Gender Equality Act, 2012 (Cth)

University Enterprise Agreements 

→  The University of Western Australia Academic Employees Agreement 2017 (or as amended or replaced from time to time) 

→  The University of Western Australia Professional and General Employees Agreement 2017(or as amended or replaced from time to time) 

→  The University of Western Australia Child Care Employees’ Collective Agreement 2015 (or as amended or replaced from time to time) 

→  The University of Western Australia ELICOS Teachers Agreement 2018 (or as amended or replaced from time to time). 

Please note that this list is not exhaustive and other Acts may apply in some circumstances.