DRAFT: Checklist to close a project

This checklist contains the tasks required for Sage Bionetworks and NTAP to close out a study on the NF Data Portal, which is equivalent to an NTAP-funded project. 

1. NTAP Administrative tasks:

• NTAP: Confirm that all documents (original/revised proposal, contract/modification documents, milestone reports and review letters, etc.) are organized in the NTAP shared drive.

• NTAP: Confirm that all milestone reports have been submitted and reviewed by NTAP..

• NTAP: Confirm that final close-out documents (final scientific summary, final financial report) are submitted and reviewed

1. ProposalCentral:

• NTAP: All the key documents (original/revised proposal, contract/modification documents, milestone reports and review letters, final scientific summary, final financial report, Payment history, etc.) are posted on PC.

• Sage: Confirm ProposalCentral DOI is linked from the portal “Study” page. 

• NTAP: Post final list of publications or new grant awards from the project on PC.

• NTAP: Posted final payment on PC [Jackie]. Sang will confirm it before switching the project status from “Active” to “Closed-Complete.”The balance can be $0 or in some cases greater than $0.

1. Synapse (study closeout)

• Sage: Change “Study Status” to “Complete”

• NTAP: Communicate project end date that starts embargo clock to Sage.

• Sage: Confirm that all data listed on the data sharing plan are uploaded to Synapse. 

  • (If data are missing) Sage notifies NTAP, who will follow up with the investigator or data coordinator to assess whether data should still be uploaded or are not possible to share (for any reason). 

• Sage: Confirm that the uploaded data has been annotated to minimal NF-OSI metadata standards.

  • (If annotations are missing) Sage notifies study data coordinator, cc-ing NTAP, and providing links to documentation on how to annotate data. 

• NTAP: Provide final list of project publications to Sage. 

• Sage: Confirm that all study publications from NTAP-provided list are on the NF Data Portal Study page for the project. If missing, add. 

• Sage: Review the project’s data sharing plan to determine if there are any special data sharing needs. For older data sharing plans, special data sharing needs means that the form indicates that Conditions for Use are required. For newer data sharing plans, this means the “Data Sensitivity Assessment” answer “Are not sensitive (i.e., do not meet any of the criteria below), and can be shared broadly without restriction after the project embargo period ends” was not checked.

• Sage: Determine governance requirements for this project following current governance workflow for this project, and implement. 

• Sage: Update NF Projects Tracking Repository with embargo end date.

• Sage: Check that a DOI has been minted for the project/dataset. If not, ask data contributor/coordinator to do so. Also ask the contributor to include this DOI in their manuscript’s Data Availability Statement so that readers can find the data. Example email snippet: ”Are you publishing the data in a manuscript? If so, the funder would like to ensure that you create a DOI to link the data to your publication. You can do this by followingthese instructions.”

1. NTAP administrative tasks (study closeout):

   • NTAP: Send final review letter for milestone report to the PI.

   • NTAP: Contact PI to obtain a final list of publications or new grant awards for the project.from the project is checked with PI

   • NTAP: Pay final invoice. 

1. Synapse (data release): 

   • Sage: Confirm that the embargo period has passed OR that the investigator has requested an early data release.

   • Sage: Make the project public by clicking “Make Public” in the Project Sharing Settings. If there are subfolders with access restrictions, make them public if they are supposed to be made public. Some legacy projects have complex sets of access restrictions that will need to be removed to make the data public (when possible, we’ve actively been trying to remove these local sharing settings to simplify each project).

   • Sage: Change the study “Data Status” on the NF Data Portal to “Available”

   • Sage: Update the study “accessRequirements”, and “acknowledgementStatements” on the NF Data Portal as necessary to remain consistent with data access restrictions and terms of use. 

   • Sage: Update the NF Project Tracking sheet with the data release date and other details as needed. 

1. Dimensions

   • NTAP: Performs final checks for relevant documents needed for closeout from NTAP’s perspective