PopData Support for COVID-19 research

Publishing Research Materials and Data Steward requirements

In signing a Research Agreement with a public body for access to data, Researchers commit to sending Research Materials (previously called “pre-publication materials”) to the public body in advance of public dissemination. Data Stewards, as those responsible for ensuring appropriate uses of the public body’s data, check that:

  • Privacy/confidentiality requirements are upheld
  • There is no gross misuse of the data
  • The data is appropriately referenced 

This also provides an opportunity for Data Stewards to learn of, and brief internally on, the research findings. 

Experience has shown that not all Researchers have the same understanding of what is required, and that public bodies vary in their expectations and timelines. In order to enhance communications and compliance around review requirements for the public disclosure of Research Materials, a single set of review requirements has been agreed upon by Population Data BC (PopData) and our Data Steward partners. These are summarised below.

 

Review requirements

 

Type of Research Output Submission to Data Steward required Citation requirement Disclaimer requirement When to submit?
Presentations: seminars, conferences, lectures
Abstracts yes no no At time of submission to conference
Presentations to colleagues no no yes Not required
Presentations (audience outside of colleagues) yes no yes 1 week prior to presentation
Instructional use (lectures, lab exercises, etc.) yes no yes 1 week prior to delivery
Publications: articles, op-ed, journals, theses and dissertations
Article or Op-ed for general public release (newspaper , magazine, blog, wiki, etc.) yes no yes At time of submission
Journal publication yes yes yes At time of submission to the journal (initial submission)
Academic thesis or dissertation material
Please note: All thesis and dissertations completed as part of a larger project MUST be pre-approved by the Data Stewards BEFORE the student engages in the work
yes yes yes At time of final submission to committee
Other output types        
Radio, television, internet, etc. interview yes no no 1 week prior to presentation
IMPORTANT        
Generally, anything that is to be released into the public domain requires vetting by Data Stewards, per the Research Agreement. Using analyses and results that have previously been vetted and have not changed, do not require subsequent vetting for use in a different output format, however they still need to be submitted as an 'FYI' to Data Stewards for their records.

 

Required acknowledgments

Disclaimer requirements

"All inferences, opinions, and conclusions drawn in this [insert type of research output] are those of the authors, and do not reflect the opinions or policies of the Data Steward(s).”

Data source citations

Data sources must be cited in publication materials (see the Review requirements table above for exceptions). Please refer to the section below on How to cite sources for further guidance.

How to cite sources

Using the citation standards established by DataCite, there are a number of mandatory and optional elements that are to be included in your citation.

With these elements in place, the generic citation format would appear as follows:

Creator[creator](PublicationYear): Title. Version. Publisher[publisher]. ResourceType. Approver(Year). Identifier

To aid you in developing your data citations, you will find a Table below outlining each element, followed by specific citation examples for each data source.

 

Elements

Description and instructions

Requirement

Example

Identifier

The Identifier is a unique string that identifies a resource, and typically takes the form of a Digital Object Identifier (DOI). For the purposes of citing data provided by PopData, a link to PopData's website will be sufficient.

Mandatory*

http://www.popdata.bc.ca/data

Creator

The main researchers and/or organizations involved in producing the data, or the authors of the publication, in priority order.

Mandatory*

BC Ministry of Health
WorkSafeBC

Title

A name or title by which a resource is known.

Mandatory*

Medical Services Plan (MSP) Payment Information File
PharmaCare
Discharge Abstract Database (Hospital Separations)
Home & Community Care (Continuing Care)
Mental Health
Consolidation File (MSP Registration & Premium Billing)
PharmaNet
BC Cancer Registry Data

Publisher

A holder of the data. In the case of data sets, "publish" is understood to mean making the data available to the community of researchers.

Mandatory*

PharmaNet titles - BC Ministry of Health

All other titles - Population Data BC

Publication year

The year the data was published, not the date range for observations in the data set. Data sets are published by PopData in ‘Collections’. Researchers can contact PopData for the data set publication year for a given PopData Collection.

Mandatory*

YYYY

Version

Version number of the resource. Data sets are published by PopData in ‘Collections’. Researchers can contact PopData for the data set version for a given PopData Collection.

Optional

VX (where X is the version number)

Resource type

The general type of a resource.

Optional

Data Extract

Approver (year)

The executive and/or authority who grants access to the data. Typically this role resides within the Creator's organization. The approval year must also be included and can be obtained from PopData.

Mandatory*

BC Ministy of Health titles - MOH (YYYY)

PharmaNet titles prior to May 2012 - PharmaNet Stewardship Committee (YYYY)

PharmaNet titles after May 2012 - Data Stewardship Committee (YYYY)

Human Early Learning Partnership, Vancouver, BC: University of British Columbia, School of Population and Public Health

 

*These elements are currently mandatory for all Data Stewards. Note that the ‘Creator’ element is not considered mandatory by BC Cancer.

Examples

Applying this format to specific data requests, the following examples illustrate what the final data citations might look like (note that the publication year, approval year, and version elements would need to be revised and/or removed as needed in the final citations):

BC Cancer 

  • BC Generations Project Data (2011). V1. Population Data BC [publisher]. Data Extract. BC Cancer (2011). http://www.popdata.bc.ca/data
  • If you used BC Cancer data extracted and provided by PopData
  • If you used BC Cancer data extracted and provided by BC Cancer
    • BC Cancer Registry Data (2011). BC Cancer [publisher]. Data Extract. BC Cancer (2011)

BC Ministry of Health

  • British Columbia Ministry of Health [creator] (2011): Medical Services Plan (MSP) Payment Information File. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): PharmaCare. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • Canadian Institute for Health Information [creator] (2011): Discharge Abstract Database (Hospital Separations). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Home & Community Care (Continuing Care). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Mental Health. V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data
  • British Columbia Ministry of Health [creator] (2011): Consolidation File (MSP Registration & Premium Billing). V2. Population Data BC [publisher]. Data Extract. MOH (2011). http://www.popdata.bc.ca/data

In cases where a researcher requested data that does not reside in Population Data BC’s internal holdings (e.g., PharmaNet), the BC Ministry of Health would need to be cited as both the creator and publisher of the data.

BC Vital Statistics Agency

  • BC Vital Statistics Agency [creator] (2011): Vital Statistics Births. V2. Population Data BC [publisher]. Data Extract. BC Vital Statistics Agency (2011). http://www.popdata.bc.ca/data
  • BC Vital Statistics Agency [creator] (2011): Vital Statistics Stillbirths. V2. Population Data BC [publisher]. Data Extract. BC Vital Statistics Agency (2011). http://www.popdata.bc.ca/data
  • BC Vital Statistics Agency [creator] (2011): Vital Statistics Marriages. V2. Population Data BC [publisher]. Data Extract. BC Vital Statistics Agency (2011). http://www.popdata.bc.ca/data
  • BC Vital Statistics Agency [creator] (2011): Vital Statistics Deaths. V2. Population Data BC [publisher]. Data Extract BC Vital Statistics Agency (2011). http://www.popdata.bc.ca/data

Human Early Learning Partnership

  • Human Early Learning Partnership [creator] (2011): Early Development Instrument. V2. Population Data BC [publisher]. Data Extract. Human Early Learning Partnership. Vancouver, BC: University of British Columbia, School of Population and Public Health (2011). http://www.popdata.bc.ca/data

Immigration, Refugees and Citizenship Canada

  • Immigration, Refugees, and Citizenship Canada [creator] (2011): Permanent Resident database. Population Data BC [publisher]. Data Extract. IRCC (2011. http://www.popdata.bc.ca/data

Perinatal Services BC

PharmaNet

  • BC Ministry of Health [creator] (2011): PharmaNet. V2. BC Ministry of Health [publisher]. Data Extract. Data Stewardship Committee (2011). http://www.popdata.bc.ca/data

Statistics Canada Income Band

Statistics Canada [creator] (2009): Statistics Canada Income Band Data. Catalogue Number: 13C0016. Population Data BC [publisher]. Data Extract. Population Data BC (2011). http://www.popdata.bc.ca/data

WorkSafeBC

  • WorkSafeBC [creator] (2011): WorkSafeBC Claims and Firm Level Files. V2. Population Data BC [publisher]. Linked Data Set. WorkSafeBC (2011). http://www.popdata.bc.ca/data
How to reference Population Data BC

Please use the full name, Population Data BC when referencing Population Data BC in:

  • Grant/funding applications
  • Conference presentations or discussions
  • Interviews or articles
  • Reports, papers or other published research outputs

Do not use PDBC or PopData BC or PopData

Frequently asked questions

Where do I submit my Research Materials for pre-publication review?

Researchers are asked to submit their pre-publication submissions via PopData using our online webform. PopData will distribute research materials to Data Stewards on the researcher’s behalf. This allows PopData to a) track Research Products and support public dissemination of the materials, and b) ensure that there is a uniform coordination of the Research Materials review process, including ensuring that all Data Stewards involved in a project receive the submission.  

Can I share my Research Materials with Colleagues without submitting for pre-publication review?

Sharing of results or outputs pre-release with team members and colleagues is an important part of the research process (please refer to our definition of ‘Colleague’ below). In order to maintain the status as not being public, thus not requiring review, it is expected that the information is kept confidential amongst colleagues. Acknowledgement of this in presentations is expected.

What is PopData's definition of Colleague?

A “Colleague” is someone who shares research-related interests. Communications to a colleague are not expected to go public or get distributed. Colleagues may be both within or outside the same institution; both within or outside the same research centre or work unit.

What if my Research Materials have been revised after submission for pre-publication review?

Data Stewards recognize that Research Materials may change after submission for review. That said, they also need to know what information about the project has been made public. It is requested that the Researcher commit to sending only final drafts for review and, if subsequent changes are made, notify the Data Steward of any material changes and provide a copy of the final publication and/or presentation version.

What happens if I fail to submit my Research Materials for pre-publication review?

The Research Agreement that is signed between the public body and the Researcher outlines the Researcher’s legal obligation to submit Research Materials for review. Failure to comply puts the Researcher in breach of this agreement, and could render the Researcher ineligible to access the public body’s data again in the future.