The Summary worksheet

This worksheet contains a simple set of rows describing the dataset and identifying the spreadsheets that contain data tables. Each row is labelled on the left in the first column and then the description data should be typed in the columns to the right. The description below sets out the possible summary metadata in blocks.

Some blocks of fields are mandatory (core, authors, worksheets, keywords) but may include optional fields (such as author OrcID). Other blocks are optional, but contain fields that may be mandatory if the block is used. We've tried to make this as clear as possible below!

Some blocks allow multiple records (e.g. authors and data worksheets) with sets of values in adjacent columns but other blocks only allow a single record (e.g. core fields and geographic extents).

The core fields block

Mandatory block

Embargo date is only required if the Access status value is 'Embargo'. Access conditions is only required if the Access status value is 'Restricted'. The other fields are mandatory.

This block provides a set of core details for the dataset. You can only provide a single value for each field.

  • SAFE Project ID: This is the project number from the SAFE project website. When you upload your dataset, you will also be asked to choose a project for your dataset: these two numbers must match. Note that you can only upload data to a project of which you are a member.
  • Title: This should be a short informative title for the dataset: it will be used as the public title for the dataset so make sure it is clear and grammatical!
  • Description: This will be the public description of the dataset. Note that you can have paragraphs of text within a single cell in Excel, so please do provide a reasonable summary. You will need to use Alt + Enter (or Alt + Shift + Enter on a Mac) to insert a carriage return.
  • Access status: You must enter an Access Status of Open, Embargo or Restricted. We prefer as much data as possible to be open access: see the statement on data availability.
  • Embargo date: If you choose embargoed access status then you must also enter the date when the embargo will end. This must be an Excel date formatted value and you cannot embargo data for more than two years.
  • Access conditions: If you choose restricted access status then you must also provide text describing the access conditions.
SAFE Project ID 1
Title Example data for the SAFE Project
Description This is an example dataset.
Access status Embargo
Embargo date 03/09/18
Access conditions (see above)

The author block

Mandatory block

Author ORCID is optional and the remaining fields are mandatory.

These rows provide contact details for the authors of the data. If the datasets should be credited to more than author, then provide sets of details in adjacent columns. If you have an ORCID, provide it here: this is a good way to help link all of your academic outputs to you!

Affiliation and email are also optional, but we would very much prefer complete author metadata (name, affiliation, email) for all authors. However we realise that sometimes this isn't possible: if you're uploading data collected by past students who you've lost contact with, then you might not have these details for any author.

Author names must be formatted as "last name, first name": "Orme, C David L" not "C David L Orme". Please provide just the numeric part of the ORCIDs, as shown below, not the full URL (http://orcid.org/0000-0002-7005-1394).

Author name Orme, David
Author email d.orme@imperial.ac.uk
Author affiliation Imperial College London
Author ORCID 0000-0002-7005-1394

Important

The authors provided here will form part of the permanent citation for the published dataset. Authorship on published datasets should be treated in the same way as you would consider authorship on papers: you should include not only the people responsible for physically collecting the data but also other researchers who facilitated the work, such as project supervisors and local collaborators.

The data worksheet block

Mandatory block

The Worksheet external file field is only required if a worksheet entry describes data held in another file. All other fields are mandatory,

Each data worksheet must be described here - do not include the Taxa and Locations worksheet in this block. As with the authors, you can describe multiple sheets in adjacent columns.

  • The Worksheet name row must contain the label of a worksheet in the workbook: that is, the exact text shown on the worksheet tab at the bottom.
  • The Worksheet title and Worksheet description rows are free text to provide a longer title and a summary description of the contents of a given sheet.
  • You only need to use the Worksheet external file row if a data worksheet describes tabular data held in an external file. The value must then be a filename which appears in the External file block.
Worksheet name DF Incidence Transects
Worksheet title My shiny dataset My incidence matrix Bait trap transect lines
Worksheet description This is a test dataset A test dataset too Attribute table for transect GIS
Worksheet external file BaitTrapTransects.geojson

Keywords block

Mandatory block

This row allows you to enter a set of keywords for the dataset, with one keyword (or short phrase) per cell in the row. Do not use lists of keywords within cells and provide one set of keywords for the whole dataset, not one per data worksheet.

Keywords Keyword 1 Keyword 2

External files block

Optional block

You only need to provide this information if you are also providing data in other file formats, If you do provide this block, all rows are mandatory,

You can include files in other file formats in your data submission as described here. If you do so, then these files must be listed in this block: we use this information to ensure that all the correct datafiles have been uploaded to Zenodo and to provide a description in the Zenodo record.

For each file you must provided the exact filename, which must not contain spaces, and a description of the file.

External file BaitTrapImages.zip BaitTrapTransects.geojson
External file description Zip file containing 5000 JPEG images of bait trap cards GeoJSON file containing polylines of the bait trap transects

Publication DOI block

Optional block

This block allows you to provide DOIs for publications using the data here. You can add multiple DOIs, one per cell in the row. Please format the DOI as a URL using https://doi.org/ before the DOI, so https://doi.org/10.1098/rstb.2011.0049 not DOI:10.1098/rstb.2011.0049. We do also accept http://doi.org/, http://dx.doi.org/ and https://dx.doi.org/ as the root of the URL.

Publication DOI https://doi.org/10.1098/rstb.2011.0049

Funders block

Optional block

Although the funders block is optional, you should provide it in most cases as you must provide details of any funding that lead to the collection of the data.

This is particularly important for RCUK funded research, who have agreed to let us host all of the SAFE data under a common portal on the condition that Research Council funding is clearly acknowledged.

Funding body and Funding type are mandatory, but please do provide a reference number and a link if possible.

Funding details are provided by completing a block as follows and, as with Authors and Worksheets, you can use multiple columns to acknowledge more than one funder.

Funding body NERC
Funding type Standard grant
Funding reference NE/K006339/1
Funding link https://gtr.ukri.org/projects?ref=NE%2FK006339%2F1

Permits block

Optional block

If you provide permit details, all the fields are required.

Permits are required for nearly all research conducted at SAFE. Use this block to record the permits used to collect this data. The permit type value must be one of research, export or ethics. Again, you can use multiple columns to record mutiple permits.

Permit type Research
Permit authority Sabah Biodiversity Centre
Permit number ABC-123-456

Gemini metadata

We provide XML metadata for all datasets that is compliant with the UK GEMINI standard. This standard includes mandatory temporal and geographic extents.

Ordinarily, the dataset checking process will calculate these extents automatically from the reported locations for the geographic extent and from any date or datetime fields for the temporal extent. However, if we cannot populate these extents from the datasets, then you will have to provide additional rows in your Summary worksheet that provide extent metadata as described below.

Temporal extents

Possibly mandatory block

If you do need to provide this block (see above) then all rows are required.

The start and end date values must be provided as an Excel date formatted cell.

Start Date 01/06/2015
End Date 11/07/2015

Geographic extents

Possibly mandatory block

If you do need to provide this block (see above) then all rows are required.

The geographic extents must be provided as decimal degrees (16.75) not degrees, minutes and seconds (16° 45' 00'") or degrees and decimal minutes (16° 45.00).

West 116.75
East 117.82
South 4.50
North 5.07

The geographic bounds in the example cover Maliau, Danum and the SAFE Project experimental site and surrounding area. While we would prefer something a bit more precise, these are sufficient to provide a geographic extent for most work at SAFE.

Complete example summary table

SAFE Project ID 1
Title Example data for the SAFE Project
Description This is an example dataset.
Access status Embargo
Embargo date 03/09/18
Author name Orme, David
Author email d.orme@imperial.ac.uk
Author affiliation Imperial College London
Author ORCID 0000-0002-7005-1394
Worksheet name DF Incidence Transects
Worksheet title My shiny dataset My incidence matrix Bait trap transect lines
Worksheet description This is a test dataset A test dataset too Attribute table for transect GIS
Worksheet external file BaitTrapTransects.geojson
Keywords Keyword 1 Keyword 2
External file BaitTrapImages.zip BaitTrapTransects.geojson
External file description Zip file containing 5000 JPEG images of bait trap cards GeoJSON file containing polylines of the bait trap transects
Publication DOI https://doi.org/10.1098/rstb.2011.0049
Funding body NERC
Funding type Standard grant
Funding reference NE/K006339/1
Funding link https://gtr.ukri.org/projects?ref=NE%2FK006339%2F1
Permit type Research
Permit authority Sabah Biodiversity Centre
Permit number ABC-123-456
Start Date 01/06/2015
End Date 11/07/2015
West 116.75
East 117.82
South 4.50
North 5.07