(PhD) Exit Document for Research Data and Laboratory Samples

Purpose This package contains the templates required to complete the PhD Exit Document for Research Data and Laboratory Samples. The purpose of these documents is to systematically record information about the data, software, code, and physical samples you generated during your PhD. By completing this documentation, you ensure the preservation, integrity, and future reusability of your valuable research outputs. This is crucial for both your colleagues (who may need to build upon your work) and your "future self." Included Files This package includes two main files that work together: PhD_exit_document.docx: The primary Word document. It contains instructions, fields for your personal/project information, open-text sections for detailing your data management practices (like file naming conventions and directory structures), and the final sign-off sheet. PhD_exit_document_data.xlsx: A supplementary Excel workbook. It is designed to capture tabular data where multiple entries are expected. It contains separate sheets for Published Data, Unpublished Data, Software and Code, and Laboratory Samples. How to Use These Files To successfully complete your exit documentation, please follow these steps: 1. Complete the two documents in parallel, start with the Word Document Open the document and fill in your Personal and Project Information and Contact Information. Complete the the relevant sections in the Excel Spreadsheet by opening the workbook and navigating through the tabs at the bottom. Complete the Data Documentation section by providing details directly in the text boxes regarding your README files, file naming conventions, directory structures, and metadata standards. 2. Sign and Submit Once both files are fully populated, sign the "Sign-Offs" section in the Word document. Obtain a signature from your supervisor(s) if required by your department. Email both the completed Word document and the Excel file to the Course coordinator. Acknowledgement Many thanks to my colleagues and collaborators who have discussed the various design aspects of this document and provided critical input in its refinement.