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Epidemiology and Genomics Research Program

Data Management and Sharing Plans

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Overview

NIH has several policies addressing the need to share NIH-funded data and resources developed in grant applications. In the National Cancer Institute’s Epidemiology and Genomics Research Program (EGRP) this typically applies to sharing various types of data, though resources could also include model organisms, research tools, etc. depending on the proposed project. In addition, funding opportunity announcements may also have additional data sharing requirements. All policies and requirements that apply to the grant application should be addressed.

NIH Policy for Data Management and Sharing Effective on January 25, 2023

On January 25, 2023, the Final NIH Policy for Data Management and Sharing (DMS) comes into effect for any NIH-funded research that will generate scientific data, regardless of the research grant budget size. The new policy replaces the 2003 NIH Data Sharing Policy. The 2015 Genomic Data Sharing Policy remains in effect, along with data sharing requirements that may be in the funding opportunity announcement. For Large Budget Cancer Epidemiology Grant Applications (≥ $500,000), please review the updated information on materials required for ARAs.

The new Data Management and Sharing (DMS) policy requires investigators submitting grant applications to NIH after the effective data to submit a full plan outlining how scientific data from their research will be managed and shared. Data management and sharing plans may be further negotiated and considered as part of the funding decision. Applications will only be funded when data management and sharing plans are complete and accepted by NIH program staff.

To help the research community prepare for implementation of the new policy, NIH provides the following supplemental information:

NOTE: EGRP is working to update its webpages on preparing data management and sharing plans for submission and complying with approved plans during the life of the grant.

Preparing Data Management and Sharing (DMS) Plans

The DMS plan will need to address the following elements:

  • Data type and amount that will be preserved and shared
  • Related tools, software, code needed to access and manipulate data
  • Standards to be applied to scientific data and metadata
  • Data preservation, access, timelines: Repository to be used, persistent unique identifier, and when/ how long data will be available
  • Access, distribution, reuse considerations: Description of factors for data access, distribution, or reuse
  • Oversight of data management and sharing. Description of how plan compliance will be monitored/ managed and by whom

Additional details can be found in the supplemental information: Elements of an NIH Data Management and Sharing Plan.

The DMS plan should address all data sharing in the application, including requirements from other policies.

Applicants should attach the DMS Plan in new the “Other Plan(s)” field that has been added to the PHS 398 Research Plan Form and the PHS 398 Career Development Award Supplemental Form. See NOT-OD-23-012 for more information.

NOTE: Resource Sharing Plans (e.g., for model organisms) for other policies and requirements should still be included in the grant application’s “Resource Sharing Plan” section.

Research Subject to Both the NIH Genomic Data Sharing (GDS) Policy and the NIH DMS Policy

For grant applications submitted on or after January 25, 2023, the 2015 Genomic Data Sharing Policy remains in effect. Investigators are strongly encouraged to review the additional information that NIH has recently released on the implementation changes for genomic data sharing plans (see NOT-OD-22-198).

When both the DMS and GDS policies apply, only one plan that addresses both policies should be submitted. Note that GDS Policy expectations remain in place regarding data to be submitted, repository and timelines for data submission and release, and informed consent and institutional certification.

Requesting and Justifying Costs for Data Management and Sharing

Under the new DMS policy, investigators can submit a budget to cover costs of data management and sharing, with a brief justification (half page) outlining the budget items. Investigators whose research projects are also subject to the GDS Policy should also include requested costs for genomic data management and sharing (NOT-OD-22-198)

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Last Updated: 19 Aug, 2024