NIH Data Management and Sharing Plans (2023)

This page will inform the UO research community about the new NIH policy, linking to appropriate information and resources whenever possible. It will be updated as new information becomes available. Updated April 11, 2023 by Sponsored Projects Services.

If you have questions or feedback around this policy, please email nih-dmsp@uoregon.edu. Someone will get back to you with assistance.

Pilot project with the Federal Demonstration Partnership (FDP) to test DMS plan templates

The University of Oregon has a unique opportunity to be part of a pilot project with the FDP, in collaboration with NIH Institutes, Centers & Offices (ICO). The goal is to reduce administrative burden for faculty who are completing a DMS plan by minimizing or eliminating variations on the information required by each NIH ICO. This will allow for a consistent format across NIH ICs and programs. This pilot starts on March 1, 2023, and will run through February 29, 2024.

FDP and NIH have developed two templates (see below) for faculty members to test out when submitting a DMS plan to NIH. One template is more prescriptive and designed to limit the need for free text entry. The other template aims to provide detailed prompts as well as more options to include free text responses, as necessary. Feedback from UO and other institutions will help NIH to fine tune their information gathering and review of DMS plans and make the experience better for end users. Note that FDP and NIH are requesting that PIs complete a one-time survey (see below) if they choose to use one of these DMSP templates.

Pilot Project Resources:

  1. DMSP Template 1 (prescriptive template designed to limit the need for free text entry)
  2. DMSP Template 2 (detailed prompts and more options to include free text responses) - Note: this version is not finalized. FDP is working on some technical pieces and will re-distribute this form as a fillable PDF.
  3. FDP kickoff presentation for the pilot project
  4. FDP website for the pilot project
  5. Sample language for faculty invitation to participate
  6. Qualtrics survey for faculty regarding the DMSP templates

What's new about the 2023 NIH Data Management and Sharing Policy?

The 2023 NIH Policy is entirely new. Previously, NIH only required grants with $500,000 per year or more in direct costs to provide a brief explanation of how and when data resulting from the grant would be shared. Beginning in 2023, ALL grant applications or renewals that generate scientific data must now include a robust and detailed plan for how you will manage and share data during the entire funded period. This includes information on data storage, access policies/procedures, preservation, metadata standards, distribution approaches, and more. You must provide this information in a data management and sharing plan (DMSP). The DMSP is similar to what other funders call a data management plan (DMP).

The DMSP will be assessed by NIH Program Staff (though peer reviewers can comment on the proposed data management budget). The Institute, Center, or Office (ICO)-approved plan becomes a Term and Condition of the Notice of Award.

What resources are available to UO researchers?

UO Resources

Resources from the NIH DMSP Guidance Working Group

New 04/11/23! NCURA YouTube Tuesday on the NIH DMS Policy


 

NIH Webinars on the DMS Policy


COGR/NIH Presentation on Readiness for the NIH DMS Policy | Slide Deck


Understanding the New NIH Data Management and Sharing (DMS) Policy | Slide Deck


Diving Deeper into the New NIH Data Management and Sharing (DMS) Policy | Slide Deck

What types of NIH projects are required to submit a management plan?

The DMS Policy applies to all NIH funded research that generates scientific data, including:

The DMS Policy does not apply to research and other activities that do not generate scientific data, including:

  • Training Grants (T series)
  • Fellowships (F series)
  • Construction Awards (C06)
  • Conference Grants (R13)
  • Resource Grants (G series)
  • Research-Related Infrastructure Programs (e.g., S06)

What do I need to do?

A DMSP must be submitted as part of the funding application for all new and competing proposals/renewals that generate scientific data for January 25, 2023, and subsequent receipt dates. The term scientific data is defined in the policy as "The recorded factual material commonly accepted in the scientific community as of sufficient quality to validate and replicate research findings, regardless of whether the data are used to support scholarly publications."

High-level first steps:

  1. Determine your personal timeline. If you have an active NIH award going up for renewal with a receipt date of January 2023, or if you are planning to submit an NIH proposal this year, then developing a DMSP should be a high priority, especially if you are working with external collaborators as it may take time to set up appropriate data procedures or agreements.  
  2. Discuss the new requirements with colleagues—at UO, at upcoming scientific meetings, and in other settings—to help shape expectations within their scientific field around data management and sharing and, potentially, inform the requirements of NIH programs related to that field. 
  3. Read through this webpage to familiarize yourself with the changes and the policy (including the supplements). Email nih-dmsp@uoregon.edu to learn more about the policy and ask timely questions.
  4. If you run a lab, designate a lab data manager who will develop expertise in data management workflows relevant to your lab. Assess your own project and data management practices relative to the policy, especially around documenting existing practices and developing new ones to address the increased emphasis on data sharing and administrative oversight. 
  5. Review campus data services and assess whether they will meet your needs. Make requests to your department, Information Services/Data Services, UO Libraries, and others as you identify specific tools or resources that would facilitate data management and data sharing for you, those in your lab, or your peers.

What do I need to submit as a part of my proposal?

If you plan to generate scientific data, you must submit a Data Management and Sharing Plan to the funding NIH ICO considering your project as part of the Budget Justification section of your application for extramural awards. An optional Data Management and Sharing Plan format page will be provided by the NIH to assist applicants with the preparation of this attachment.

The DMSP is recommended not to exceed two pages and must include:

  • Data Type
  • Related Tools, Software, and/or Code
  • Standards
  • Data Preservation, Access, and Associated Timelines
  • Access, Distribution, or Reuse Considerations
  • Oversight of Data Management and Sharing

See Supplemental Information to the NIH Policy for Data Management and Sharing: Elements of an NIH Data Management and Sharing Plan for a detailed description of these Elements.

To draft the DMSP itself, we recommend the UO Libraries' access to DMP Tool using the NIH 2023 template. Additional guidance for completing each section will be added to the DMP Tool.

How do I request and justify these Data Management and Sharing costs?

To see what types of costs are allowable to budget in an NIH proposal, see NIH's guidance on this topic.

To request funds toward DMS costs, investigators should include:

  1. A line item in the budget form
  2. A brief summary of the DMS Plan and a description of the requested DMS costs in the budget justification

Investigators whose research projects are also subject to the Genomic Data Sharing (GDS) Policy should also include requested costs for genomic data management and sharing (see NOT-OD-22-198).

Requesting Costs

Request any direct costs to support the activities proposed in the DMS Plan. These costs must be labeled as “Data Management and Sharing Costs” as follows (see Application Instructions for details):

  • R&R Detailed Budget Form: Include the “Data Management and Sharing Costs” line item under F. Other Direct Costs “Lines 8-17 Other” on the R&R Budget Form. Example shown below. 

 

R&R Budget Template section F. Other direct costs

 

  • PHS 398 Modular Budget Form: Use the Additional Narrative Justification attachment of the PHS 398 Modular Budget Form. Any costs will be rolled into the modular budget's direct costs.

Justifying Costs

Include a brief justification of the proposed activities proposed in the DMS Plan that will incur costs. Be sure to include a brief summary of type and amount of scientific data to be preserved and shared, the name of the established repository(ies) to be used, and general cost categories. The recommended length of the justification should be no more than half a page (see Application Instructions for details). This justification must be labeled as "Data Management and Sharing Justification" and should be included as follows:

Where can I get additional help?

NIH Resources:

UO Resources:

Have questions or need help preparing for this new policy or tightening your data management and sharing practices? Request a consultation with UO Libraries staff.