I. Objectives and Rationale

The CoOP Data Policy is intended to:

1. Encourage the voluntary release of data and other products of CoOP-sponsored research by Principal Investigators at any time before the deadlines given in this document.

2. Protect the rights of investigators who collect data, develop models, or who apply models to generate significant new insight. The CoOP Steering Committee believes that description and interpretation of the results of research is the privilege and responsibility of those who collect data or develop and apply models. However, investigators must not unreasonably impede the exchange of information essential to comparative and interdisciplinary research, interpretation, and synthesis.

3. Ensure that data and samples are collected in a manner which will yield accuracy and precision sufficient for the objectives of each field program and sufficient for those intercomparisons and syntheses among programs which can be anticipated. It is fundamental to any research program that high-quality data be collected. While the primary responsibility for this always belongs to the Principal Investigator, the Steering Committee must provide oversight, particularly for situations where the data quality appropriate for an individual project is not the same as that required by a interdisciplinary program of large geographic and temporal extent.

4. Preserve all data collected under CoOP sponsorship (except that specifically exempted by the Steering Committee) in an archive accessible to the scientific community in a timely manner. Data to be archived include CoOP-sponsored compilations, analyses and syntheses of previously recorded data, even though the data themselves may be in the public domain. The archive and the means established for retrieving data it contains must foster both disciplinary and interdisciplinary data syntheses. A special goal of the CoOP program is that the data collected ultimately yield generalizations concerning processes transporting materials in the coastal ocean. In order to accomplish this, it is important that both the data collected and the archival format allow comparisons among different field programs.

5. Preserve models developed with CoOP sponsorship in an archive accessible to the scientific community. The inputs and results of key numerical experiments employing models should also be archived, if they have been the basis for publications. The CoOP Steering Committee believes that inclusion of models in the CoOP archive is necessary to realize maximal benefits from the considerable planned investment in modeling.

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II. Implementation and Oversight

The CoOP Steering Committee is responsible for development, review and approval of CoOP Data Policy, implementation of the Data Policy, and oversight of the CoOP data archive. CoOP Data Policy must be consistent with that of sponsoring agencies. If any material differences exist between CoOP Data Policy and policies of a sponsoring agency, the agency policies will be followed.

III. Policies

1.The CoOP Steering Committee encourages the free, voluntary exchange of data or other CoOP-related information among investigators. Principal Investigators (PI's) may transmit their data, models, or model output to anyone at any time. Investigators collecting data, developing models, or making novel applications of models, have the privilege and responsibility to publish their results and interpretations of those results. Persons who acquire data, models, or model products from the CoOP data archive are responsible for communicating with the originating investigator(s). If a substantial use of the data is planned, collaboration and co-authorship with the originating investigator(s) is expected for any resulting publications. However, originating investigators may not unreasonably impede use or publication of archived data, models, or model applications, provided that they receive due credit for their contribution.

To promote ethical and courteous use of the data archive:

a. All Principal Investigators will agree to follow CoOP data policies as a condition of receiving funding under the CoOP program.

b. The CoOP Steering Committee Chair should be notified of any instances where CoOP data policies are not being followed, which cannot be resolved by the parties directly involved. The CoOP Steering Committee will review the situation and recommend a course of action, which could include notification of funding agencies sponsoring principal investigators who have not complied with the data policy.

2. Samples and measurements must be collected using methods and equipment which will yield data that are of sufficient quality and quantity to meet the objectives of CoOP field programs, their directly associated modeling efforts, and anticipated larger-scale syntheses. This will be an explicit consideration in the proposal solicitation and review process.

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3. A CoOP data archive will be established to facilitate the exchange of data and to insure their long-term preservation.

a. It is anticipated that the archive will be a distributed database, accessible via a CoOP "home page" on the World Wide Web (WWW). Data submitted to the archive will be available only to CoOP PI's for a period of 2 years after data collection is completed. After 2 years, the data will be available to the scientific community. This requirement is based upon NSF and ONR data policies. After data are "published" (see c. below), PI's are asked to maintain the distributed database on the WWW (or equivalent) for at least 5 years.

b. The submitted data must include metadata, the additional information which is required to make the data useful to the scientific community. Metadata usually include, but may not be limited to, location, time, units, accuracy, precision, method of measurement, method of sensor calibration and sensor calibration data, analyst or operator, and data processing methods.

c. Data and metadata will also be published in a suitable, durable format, such as CD-ROM. Distribution will be limited to CoOP PI's until 2 years after data collection is complete. After 2 years, the published data will be distributed to suitable repositories, e.g., NODC and oceanographic libraries.

d. Submitted products using retrospective data must include references to original data sources and analyses.

e. The PI is responsible for submitting data to NODC, if required earlier or in a different format than the CoOP publication.

f. Within 6 months after data or sample collection is completed, a detailed inventory of measurements made or samples collected must be archived by the PI's. This inventory will include the time and location of each measurement or sample, as well as the nature of the measurement or planned analyses of the sample.

g. Results of measurements which do not require time-consuming analyses, especially those which provide basic environmental characterization needed by other PI's, should be submitted within 6 months after the completion of data collection. The data categories to which this submission requirement applies will be specified in the Request for Proposals (RFP).

h. Requests for exception to the above schedule (or to the archiving requirement) should be submitted within one year of data collection.

i. Requests for exceptions to the above schedule should be submitted to the CoOP Steering Committee (c/o the Chair) for approval or disapproval. Exceptions will be granted if there is reasonable justification. If the schedule cannot be met because of time-consuming analysis or another easily foreseen factor, this should be indicated in a letter, appended to the proposal requesting funding for the research and copied to the CoOP Steering Committee Chair. This letter should specify the schedule of data delivery requested and provide a brief justification. If delays are due to unforeseen circumstances, the Steering Committee Chair should be notified as soon as it is clear that the original schedule cannot be met.

j. The PI is primarily responsible for ensuring that data and metadata submitted are complete and accurate. If the PI identifies errors in data after submission, he/she is responsible for correcting the archive and notifying other CoOP PI's. If errors are found after publication in CD-ROM or other durable media, the CoOP Steering Committee Chair should be notified.

4. The CoOP archive will also include selected models developed with CoOP funding, and products or results of modeling conducted with CoOP support.

a. Models and/or model products will be chosen by the CoOP Steering Committee for archiving if they are central to achieving the large-scale goals of a CoOP study, and if they will be useful to a substantial group of the PI's.

b. If archiving of a model and/or model products will be required, this will be specified in both the RFP and the funding award letter. Deadlines for submission and the length of the proprietary period will also be specified.

c. Submission of other models and/or model products, not specified in the RFP, is encouraged if they are likely to be useful to other CoOP PI's and the scientific community.

d. Archived computer models should include source code in a commonly used scientific language. Documentation, sufficient to allow use of the model by persons having the knowledge and abilities typical of numerical modelers, should also be submitted.

e. Model products submitted must include sufficient explanation so that they can be understood by persons having knowledge and abilities typical of CoOP PI's.

Note: We acknowledge the U.S. GLOBEC Data Policy (GLOBEC Report Number 10), from which we have borrowed certain concepts.

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