This checklist contains the tasks required for Sage Bionetworks and a funder to start a “study” on the NF Data Portal. A “study” is a funded project, and usually corresponds to one specific grant (though sometimes can be more than one grant).

• FUNDING AGENCY

• NF-OSI DCC (Sage Bionetworks)

• SOW-REVIEWER (Sage Bionetworks)

• AWARDEE (PI)

1. Award and Milestones:

• NTAP: Confirm that all documents required for award are present in NTAP shared drive.

• NTAP: Generate a statement of work (SOW) with tentative milestones and expected upload of key data

• NTAP: Send preliminary SOW to Sage

• Sage: SOW-reviewer: Review preliminary SOW to identify key datasets that can be uploaded to Synapse. Key datasets generally fulfill one or more of the following criteria:

  • Dataset contains more than 20 samples in the dataset or generated from patient samples (N > 5)

  • Dataset contains data generated using high-throughput methods that output raw data presented in a widely used systematic format

  • Omics data derived from unbiased techniques

  • Dataset considered to be validation data for a new method 

  • Dataset considered to be of interest to the funding partner

• Sage: SOW-reviewer: Perform research/literature review on new data types and file formats of proposed novel experiments (if needed) to propose expectations of formats and number of files for experiments proposed in the SOW

• Sage: SOW-reviewer: Identifies required key datasets and fills out a form on https://dsp.nf.synapse.org/ to pre-fill the table outlining the Milestones, expected data types, expected file formats, expected number of files. The unique reference ID of the study should be according to the following convention - “Initiative-<Awardee-name>-YYYY” and submit. Any optional datasets identified in the SOW should be called out in comments in the SOW during review. NTAP and PI should decide if the optional datasets should be added to the data sharing plan (DSP).

• Sage: NF-OSI DCC: Once form is submitted by the SOW-reviewer, start the internal review of the pre-filled DSP.

• Sage: SOW-reviewer: After internal approval, collate reviewed SOW and the prefilled DSP (word document) into a packet and send to NTAP.

• NTAP: Email finalized SOW + pre-filled DSP to the awardee and respond to awardee’s questions or concerns regarding the SOW.

• NTAP: Iterates over the SOW and pre-filled DSP with AWARDEE (PI) to finalize the data sharing plan.

• NTAP: Once data sharing plan is final between NTAP and AWARDEE (PI), NTAP asks AWARDEE (PI) to update final changes to the DSP using the web-link provided on the pre-filled DSP.

• Sage: NF-OSI DCC: Confirm that all required fields (e.g. governance etc) are filled properly.

• Sage: NF-OSI DCC: Generate finalized and filled out Data Sharing Plan for the awardee in PDF format and send it to NTAP and PI for the records.

• NTAP: Sends an award letter to AWARDEE (PI) after confirming the SOW and introduces Sage to the awardee. The introductory email includes the following:

  • Role of Sage and Synapse in data upload as expected for the NTAP award

  • Expectation of Data Sharing plan to be filled with the tables in SOW and sent to Sage to start the project intake process

  • Expected embargo end date for data release for the project

  • Proposal central DOI for the awarded project

1. Synapse Study Creation/ Project Intake:

   • Sage: Follows up on the introductory email with information :

     • Pre-filled data sharing plan for the awardee to sign and upload to the Project Intake Form 

     • Filling out the Project Intake form as described in NF Data Portal’s documentation page

   • Sage: Send email to AWARDEE (PI) confirming the following

     • Established Synapse project space with link to access the project

     • Link to the final DSP uploaded to a folder in the Synapse project

     • Link to Study page in NF Data Portal 

     • Sets Study Status to “Active”

     • Uploads the final data sharing plan to the project space in a folder named “Admin”