Data Management Plan v2

Deliverable 8.6 Funded by the European Union, the Swiss State Secretariat for Education, Research and Innovation (SERI) and UK Research and Innovation (UKRI). Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or REA, nor SERI or UKRI. Data Management Plan v2 Authors: Mariano Iossa (FiBL Europe) Deliverable Number D8.6 Work Package WP8 Deliverable type Report Dissemination level PU - Public Deliverable Lead partner FiBL Europe Due date 30 September 2025 Submission date 13 October 2025 Version V1.5 Reviewers Monika Messmer (FiBL CH), Ana Marija Špicnagel Ćurko (IPS), Anamarija Coric (IPS) Contact [email protected] Ref. Ares(2025)8689157 - 13/10/2025 D8.6 Data Management Plan 1 History of changes Version Date Author Comments V1.0 15 July 2025 Mariano Iossa Draft version V1.1 20 August2025 Ana Marija Špicnagel and Monika Messmer Revision of v1.0 version V1.2 8Sept 2025 Mariano Iossa Integration of comments V1.3 2 October 2025 WP leaders and Input of WP leaders on data file V1.4 10 October 2025 Anamarija Coric Finalisation of the updated procedure for repositories V1.5 13 October 2025 Mariano Iossa Integration of comments and finalisation of the DMP v2 D8.6 Data Management Plan 2 LiveSeeding - Organic seed and plant breeding to accelerate sustainable and diverse food systems in Europe is a 4-year Innovation Action funded by the European Union, the Swiss State Secretariat for Education, Research and Innovation (SERI) and UK Research and Innovation (UKRI). The project started in October 2022 and brings together 37 organisations operating in 16 European countries. LiveSeeding provides science-based evidence and best practice solutions to help achieve 100 % organic seed. LiveSeeding contributes to the transition towards environmentally-friendly, climateneutral, healthy and fair food systems through a PUSH-PULL-ENABLE strategy to • enhance the availability and adequacy of organic seeds of cultivars appropriate to organic farming (PUSH), • increase and stabilise the market demand for organic seeds of cultivars appropriate to organic farming (PULL), • foster an enabling policy and regulatory environment where both demand and supply can harmoniously and productively negotiate without irrelevant constraints due to legal restrictions and/or regulatory fragmentation (ENABLE). LiveSeeding addresses the topics in a holistic multi-actor, multi-stakeholder, participatory approach involving stakeholders along the value chain in 17 local Living Labs (LLs) and 3 established networks of organic breeders (ECO-PB), seed savers (ECLLD) and Milan Urban Food Policy Pact (MUFPP). 15 European countries cover the different pedoclimatic zones and socio-economic contexts, including countries with a low level of development in organic seed and breeding in East and South Europe. 2 Table of Contents SUMMARY .............................................................................................................. 5 1. DATA SUMMARY ............................................................................................. 7 DATA TYPE AND FORMATS ................................................................................................ 7 DATA PURPOSE, SIZE AND SOURCES ............................................................................... 14 POTENTIAL USE OF DATA OUTSIDE OF THE PROJECT ...................................................... 15 2. FAIR DATA..................................................................................................... 17 MAKING DATA FINDABLE ................................................................................................ 17 MAKING DATA ACCESSIBLE ............................................................................................. 19 2.2.1 Repositories ........................................................................................................ 19 2.2.2 Data accessibility ............................................................................................... 21 2.2.3 Metadata: ............................................................................................................ 22 MAKING DATA INTEROPERABLE ...................................................................................... 25 INCREASE DATA RE-USE .................................................................................................. 25 2.4.1 Publication and Creative Commons licenses ............................................... 25 2.4.2 Data Quality assurance processes ................................................................. 26 3. OTHER RESEARCH OUTPUTS ......................................................................... 27 4. DATA MANAGEMENT AND ALLOCATION OF RESOURCES............................ 28 5. DATA SECURITY ............................................................................................ 28 6. ETHICS ........................................................................................................... 29 7. OTHER ISSUES ............................................................................................... 30 ANNEX 1 OPEN SCIENCE POLICY UNDER HORIZON EUROPE .............................. 31 ANNEX 2 CREATIVE COMMON LICENSES ............................................................ 32 ANNEX 3 (META)DATA FILE NAMING GUIDELINES (NOMENCLATURE) .............. 33 ANNEX 4 GENERAL TEMPLATE FOR METADATA OF DATA AND REPORTS OBTAINED IN LIVESEEDING ................................................................................. 34 ANNEX 5 TEMPLATE FOR METADATA OF DATA OBTAINED FROM FIELD TRIALS ............................................................................................................................. 36 ANNEX 6 EXAMPLES OF PARAMETERS FOR FIELD TRIALS’ TEMPLATES ............. 38 3 ANNEX 7 METADATA PARAMETERS FOR SURVEYS - EXAMPLES FOR TEMPLATES ............................................................................................................................. 40 ANNEX 8 EXPECTED DATA GENERATED FROM LIVESEEDING WPS ....................... 2 ANNEX 9 PROTOCOL/GUIDELINES TO UPLOAD PROJECT PUBLICATIONS AND DOCUMENTS IN REPOSITORIES ............................................................................. 2 ANNEX 10 ONTOLOGY FOR INTEROPERABILITY ................................................... 5 ANNEX 11............................................................................................................... 7 INFORMED CONSENT FORM AND INFORMATION FOR PARTICIPANTS TO A ....... 7 4 List of abbreviations APC Article Processing Charges API Application Programming Interface BrAPI Breeding Application Programming Interface CA Consortium Agreement CC Creative Commons CPVO Community Plant Variety Office DMP Data Management Plan DoA Description of the Action ECO-PB European Consortium of Organic Plan Breeding ERD European Router Database EU European Union ExCom Executive Committee FAIR Findable, Accessible, Interoperable, and Reusable H2020 Horizon 2020 IP Intellectual Property IPRB Intellectual Property Right Board OA Open Access PC Project Coordinator REST Representational State Transfer SCT Scientific Coordination Team YY.MM Year in 2 digits, Month in 2 digits WP Work Package 5 Summary The LiveSeeding Data Management Plan v2 (DMP v2) is an updated version of the LiveSeeding first DMP v1 (Deliverable D8.5) submitted in March 2023. The DMP has been developed to illustrate how the project will comply with the grant rules on FAIR Data and Open Science practice, and to provide project partners with guidance on how to operationalise it. This is an updated version, particularly ANNEX 8 on DATA GENERATED FROM LIVESEEDING WPs and ANNEX 11 INFORMED CONSENT FORM template has been fully updated and expanded. A 3rd and final version of the LiveSeeding DMP, is planned for month 46. The objective of this deliverable on Data Management Plan (DMP) v2 is: • To ensure good data management throughout the lifecycle of the project but also future sharing and reusing of research data beyond the project and consortium. • To present the procedures and repositories used for the project in line with FAIR principles and new requirements of Horizon Europe programme. • To provide clear guidance and practical tools to project partners for the management, storage and sharing of data produced in the scope of the project. • To provide an updated overview, compared to DMP v1, of the data which is been generated by partners in the various WPs. To that aim, this deliverable includes 6 chapters and 11 annexes that cover: • A presentation of the type of (meta)data, size, purpose of its collection, methodology and standards / controls used within LiveSeeding (chapter 1). • An explanation on how the project will comply with FAIR (Findable, Accessible, Interoperable, and Reusable) principles (chapter 2). • An introduction to procedures and tools used in the project to ensure data security, ethics, privacy, and resources deployed (chapters 3-6), as well as reference to other project deliverables focused on those issues. • A set of easy-to-use (meta)data management tools (templates, info sheets, etc) for partners (Annexes 1-11). The structure of the deliverable is based on the new template developed by the European Commission to guide grantees. It reflects changes in the rules of Horizon Europe in respect to the previous funding programme (Horizon 2020). Some important changes are highlighted in the info box below: Data management - Main changes of rules in Horizon Europe - Scientific publications: No embargo period, immediate OA 6 - Re-use: Author(s) need to retain rights (no copyright transfer) as for a CCby license to assert ownership; acknowledgement for re-use required (see Annex 2) - Costs of APC: recoverable only if journal is a full open access one (not hybrid) - Metadata: must be FAIR and under CC0 license (see Annex 2); deposit as soon as possible after production/generation or after processing control - Metadata: partners should not forget to add project acronym - Data can be confidential if necessary but grantees need to justify why (default approach being FAIR). For example, commercially valuable data, risk to endanger trade secret (soft IP) or make IP more difficult All data collected and processed by Consortium members within the scope of LiveSeeding project is being treated as open source unless it is defined beforehand as confidential data to follow the principle “as open as possible, as closed as necessary” , i.e. to allow for circulation of scientific knowledge while protecting commercial interests and confidentiality. Specific restrictions to the openness / dissemination of background data and results as indicated by partners in the Consortium Agreement will be respected (the exact list of restriction is not annexed due to confidential nature of this information and the fact that this deliverable is public). Each LiveSeeding partner is responsible for careful data recording, validation of data quality, and clear documentation of the data they have generated , in compliance with data protection legislation as for guidelines provided under deliverable D8.4 on Protection of personal data & recruitment of stakeholders. Task and WP leaders are responsible to provide data templates and monitor that data protocols are followed. The DMP v2 is a living document that will be further updated one more time over the course of the project by M46 (version 3), as per Grant Agreement. Compared to the previous version, this DMP v2 is being further consolidated in various chapters and the annex 8 on DATA GENERATED FROM LIVESEEDING WPs has been fully updated by all partners. The Project Coordinator, Scientific Coordination Team and Executive Committee continue to stir this process. Some of the documents linked in the deliverable might not be publicly available (so the link is not accessible to all) due to their confidential nature. 7 1. Data Summary The DMP ensures good data management throughout the lifecycle of the project guaranteeing all information and data collected and produced respects the FAIR principles, i.e. all research data should be Findable, Accessible, Interoperable and Reusable (FAIR). The DMP describes the data (incl. metadata) and software standards, availability, curation and preservation methods and covers the data documents and solutions used and created in the project. This chapter specifically addresses the questions proposed in the deliverable template proposed by the EC on the data type and format (chapter 1.1); the purpose of its collection, the size and sources, i.e. the origin of the data generated by the project or re-used from other sources/projects (chapter 1.2); the potential use of data outside the project, both during and after the project life span (chapter 1.3). Data type and formats LiveSeeding will generate a diverse set of statistical, agronomic, socio-economic and lab data as well as software codes to achieve the overall goal to strengthen the organic seed and plant breeding sector for sustainable and diverse food systems in Europe. Based on the expected results of the individual WPs presented in Table 1, each WP leader has identified the expected data and research outputs including their status in terms of type and/or origin (e.g. reused, collected, generated) listed in Annex 8. This list will be amended and further elaborated during the project one more time (DMP v3 due by M46). LIVESEEDING also uses existing data and software from previous EU funded projects and other sources (see chapter 1.2) that will be integrated with new data and findings as mentioned in the background data of the Consortium Agreement as well as existing software that will be adjusted for LiveSeeding purposes. Table 2 lists the ICT tools that will be adapted or newly developed for the use of a broader audience. Personal data collected in the scope of LiveSeeding will be anonymised in compliance with the European Data Protection Regulation (GDPR, Regulation (EU) 2016/679) as well as applicable national legislation on data protection as described in detail in deliverable D8.4. Table 1: Project results organised by Work Package WP Project Results WP1 Sound breeding strategies and novel tools suitable for organic farming New organic varieties (OV), organic heterogeneous material (OHM) and improved landraces for numerous crops WP2 Pilots of viable multi-actor organizational models for decentralised, participatory cultivar evaluation 14 expected from different WPs and Tasks of LiveSeeding are shown in Annex 8. This annex will be updated one more time as part of the overall deliverable update by month 46 (DMP v3, D8.7) as for Grant Agreement. Each LiveSeeding partner is responsible for careful data recording, validation of data quality, and clear documentation of the data they have generated, in compliance with data protection legislation as for guidelines provided under D8.4 on Protection of personal data & recruitment of stakeholders. Task and WP leaders are responsible to provide data templates and monitor that data protocols are followed during internal semester reporting. Data purpose, size and sources The ultimate goal of LiveSeeding is to facilitate the delivery on the market of highdiversity cultivars for a wide range of crops, as basis for quality organic seed production to foster more sustainable food systems. In order to achieve this, the project relies substantially on data collection and processing carried out through: the conduct of laboratory experiments (e.g. seed vigour test, molecular analysis, microbiology), field trials (on-station and on-farm, research led and participatory, for breeding, cultivar testing and demonstration), software coding for data collection and management, quantitative and qualitative surveys and questionnaires (e.g., in the context of Living Labs), statistical data collation on organic farming and organic seed demand and supply, and social benefit analysis. The collected data are the basis to fulfil the objective of the respective tasks within WPs (see Annex 8 on Expected data generated from LiveSeeding WPs). The data will also be used across WPs: for example, the data collected in the “Survey on the European organic seed and breeding sector” that has been conducted under T5.1 will be used also in T3.4 on tackling challenges in upscaling organic seed production and T5.2 on financing and governance models for organic plant breeding initiatives. The data will be of interest for scientists and students in the respective disciplines, plant breeders, seed producers, farmers, advisors, national authorities and examination offices, policy makers, stakeholders of the organic value chain, and will fill gaps with respect to statistic data on organic seed production and use in Europe. Regarding the size of data: the size of cleaned data is estimated to be between 1 and 4 GB. Working documents including such data might be between 10 and 20 GB. The project will re-use and build upon existing available data and software for certain tasks. In particular, the project will draw on: • already existing global database managed by FIBL-CH on comprehensive organic farming statistics that cover the area under organic management, 15 specific information about land use in organic systems, the number of farms and other operator types, and selected market data 1 . • Data reports and software from prior EU-funded projects (e.g., LIVESEED (2017-2021) DIVERSIFOOD (2015-2019), BRESOV (2018-2023),and ECOBREED (2018-2023) all funded under H2020 RIAs, SOLIBAM (2010-2014) funded under FP7-KBBE, COBRA (2013-2016) funded under CORE II, Organic Data Network (2012-2014) funded under FP7-KBBE, and from prior national research projects in which LiveSeeding partners were involved; • Data, reports and training material derived from workshops and surveys conducted by the European Consortium for Organic Plant Breeding (ECO-PB) 2 ; • Background information provided by individual partners will also be considered as baseline to build up new research. For example, data collected under T4.1 on the changes in supply and demand of organic and farm-saved seeds will be compared with latest data collected under the H2020 funded project “LIVESEED”. Potential use of data outside of the project Project partners will be proactive and take specific measures to ensure that their results are exploited outside of the project by a broad range of stakeholders. To that aim a deliverable including dissemination and exploitation plan (D7.3 Plan for the Exploitation, Dissemination and Communication of Results - PEDR v2) submitted in December 2024 (as an updated version of the initial PEDR D7.1 submitted in March 2023) in order to define plans and procedures to maximise dissemination of project activities and exploitation of results. PEDR v2 describes main project’s dissemination, communication, and exploitation tools, channels and methods that will be used to maximize the impact of LiveSeeding across the project´s entire range of targeted audiences. During the project various materials will be produced, such as media releases, videos, newsletters, articles, leaflets, posters, roll-ups, presentations, practice abstracts, policy briefs, training materials, booklets and (scientific) publications. 1 https://www.fibl.org/en/shop-en/1254-organic-world-2023 2 ECO-PB - European Consortium of Organic Plan Breeding is a non-profit network of organisations fostering organic plant breeding. It brings together the majority of organic plant breeding initiatives across Europe and is currently coordinated by LiveSeeding partner FiBL-CH 16 These materials will be distributed among the stakeholders and stored on different repositories depending on the type of data and materials. The project publications and output materials will be deposited on 3 main online open access repositories: - Zenodo for peer-reviewed scientific publication and data, - Organic Eprints (for all kind of publications, data, reports, videos, presentations) and - Organic Farm Knowledge platform, section “Seed and breeding” of the “crop production” Theme (for practice abstracts). LiveSeeding participants are encouraged to share their results via Open Research Europe (ORE). If no sensitive data involved, LiveSeeding data will be made available under the terms of a Creative Commons Public Domain Dedication (CC0 license). The project communication team will work to create awareness of the newly uploaded LiveSeeding data sets and their availability for further use, e.g. by social media outlets and news on webpage. In general, for documents uploaded on Organic Eprints should be also available on the dedicated LiveSeeding section. Also, LiveSeeding project website will be a depository of all project results that have an Open Access status. The website will be timely updated by IPS Konzulting and it will serve as a channel for reaching out to stakeholders, citizens and the wider public by providing information on different events, publications, and project deliverables, as well as an inventory of project activities and fast access to results summarized in the form of booklets, videos, newsletters, and policy briefs and recommendations. For long term storage the LiveSeeding website content will be uploaded on the repository Organic Eprints and moved to the website of ECO-PB before the end of the project. 17 2. FAIR data FAIR management of data means that data of the project will comply with the FAIR data principles. The data will be findable and accessible through the use of open access repositories. To make data interoperable, defined standards, formats and vocabularies for data and metadata will be used. The re-usability of the data will be available through Creative Commons Public Domain Dedication (CC0 license). Chapters 2.1 to 2.4 explain what the project will do to make data FAIR but also guide project partners on how to go about it at practical level. FAIRification Process The FAIR Data Principles apply to metadata, data, and supporting infrastructure (e.g., search engines). Most of the requirements for findability and accessibility can be achieved at the metadata level. Interoperability and reuse require more efforts at the data level. For more guidance on the “fairification” process can also be found on the GoFair website. Making data findable LiveSeeding peer reviewed publications and supplementing metadata and data will be assigned, a unique Digital Object Identifier (DOI) which allows to find and track data when deposited in Zenodo and linked to the LiveSeeding community. All LiveSeeding publications and data as well as other materials, such as booklets, Practice Abstracts, PowerPoint presentations, will be uploaded on the repository in Organic eprints and will be findable with keywords (including “LiveSeeding” as a keyword for easy search). Instruction for uploading in Zenodo and organic eprints are given in Annex 9. LiveSeeding research/experiment data files will include "Metadata" in the excel file containing also the “Data”. All Metadata files will include the Project Acronym “LiveSeeding”. More specifically: For agronomic data, following metadata should be accompanied to allow correct interpretation: • General Information of experiment • Organisation responsible for experiment 18 • Objectives • Clearly defined treatments or factors to be tested • Statistical design, number of replications and randomisation • Field plan • Information of location (postal code, GPS, altitude, soil type, organic or conventional management, crop rotation, soil management) • Crop species (Latin names), • Breeding lines and cultivar names, breeder and origin of seed • Year of trial • Trial management (weed management, fertilization, crop protection, sowing and harvesting time, sowing density, row spacing, temperature and rainfall, irrigation, etc.) • Time and developmental stage of data assessment and sampling • Methodology used for sampling and data collection • Indication of tools used for assessment • Clear definition of each qualitative and quantitative parameter assessed • Methods used for data validation and statistical analysis • Any specific comments or assumptions made. For microbiome or plant genetic data, different formats will be used based on the respective data. For these data following metadata must be accompanied to allow correct interpretation: • Exact procedure of sampling for DNA extraction • DNA extraction methods, purification and storage conditions • Detailed methodology of DNA analysis • Laboratory responsible for analysis • Time of analysis and respective lab protocols, positive and negative standards used • Number of field and lab replications used • Method used for data validation and statistical analysis • Any specific comments or assumptions made. For socio-economic data in quantitative and qualitative surveys or interviews, the following metadata must be accompanied to allow correct interpretation: • Questionnaire / interview guide • Recruitment method for participants • Demographic data of participants (e.g. age, gender, affinity to organic production, education, residency, country of origin) • Country of survey • Information provided before survey 19 • Tools used for data recording (e.g. online, phone interview, recording device, written, etc.) • Clear definition of each qualitative and quantitative parameter assessed • Methods used for data validation and statistical or other analysis • Any specific comments or assumptions made. Templates for metadata are provided in Annex 4 and 5. Task leaders together with WP leaders are in charge of developing detailed templates for such experiment descriptions and data entering. The involved partners are responsible to provide these metadata for each dataset. The task leaders will monitor the completeness. Metadata will be used to index searchable keywords to improve findability. Based on the specified keywords in the metadata (e.g. organic breeding, microbiome), the LiveSeeding data can be searched in a similar modus like publications and reports under Organic Eprints and also under the Zenodo’s search engine after publication. For both Zenodo and Organic Eprints “LiveSeeding” community will be implemented to allow to extract all LiveSeeding document from the repositories. In Zenodo repository the metadata is exported in several standard formats such as MARCXML, Dublin Core, and DataCite Metadata Schema (according to the OpenAIRE Guidelines). It is worth noting that, several journals already require the deposit of the full research data and script used for statistical analysis as supplement information for publication. Tip for metadata and data stored in separate files In case the metadata and data are stored in separate files (for example in case you need to use a format other than excel that allows several sheets in one file) it is crucial that the link between these files is obvious. This can be achieved by submitting several supplementing files together with the publication: supplement I contains the raw data and supplement II the metadata. Making use of the unique identifier DOI obtained when depositing data in Zenodo, the metadata can be clearly linked with the main data set. Making data accessible 2.2.1 Repositories Different types of data will be transferred to different repositories (FAIR): • Statistical data on crop specific level (e.g., area of organic production) will be integrated in existing database of FiBL-CH on Organic Agriculture. Data are 20 publicly available under “Organic World” and summarized in annual reports “The World of Organic Agriculture” published by FiBL-CH and IFOAM Organics International and reported at biofach Nürnberg the world largest organic faire; • Practice Abstract will be transferred to EiP-AGRI website, the Organic Farm Knowledge Platform 3 , Organic Eprints 4 and LiveSeeding website section on resources / Booklets and Practice Abstracts (www.liveseeding.eu); • All Scientific publications (both peer-reviewed and non-reviewed) will be uploaded on Organic Eprints to reach the organic community; Organic Eprints has been established to promote open access to research results, is running on Linux and other free, open source software and has had almost 7.5 million downloads since May 2018. More statistics about Organic Eprints traffic are available here; • Peer-reviewed publications and open research data will also be deposited in Zenodo 5 ; • Tools, training and demonstration material will be made available on the Organic Farm knowledge Platform, Section “Seed” the LiveSeeding website as well as on ECO-PB website 6 ; • Genomic data, where appropriate, shall be integrated into existing general platforms such as the Plant Genomics and Phenomics Research Data Repository (GPD), the Genetic and Genomic Information System (GnpIS), or 3 The Organic Farm Knowledge platform (www.organic-farmknowledge.org) provides access to a wide range of tools and resources about organic farming that can help improve production. It also aims to serve as a virtual meeting place for cross-border learning. The platform promotes the exchange of knowledge among farmers, farm advisers, and scientists, with the aim of increasing the productivity, quality and sustainability of organic farming across Europe. The core of the Organic Farm Knowledge platform is the toolbox ranging from practice abstracts, leaflets, videos, website, etc. The toolbox offers the possibility for an arbitrary text search as well as displaying tools by theme, language, organisation, project, keyword, type, country of origin and year. 4 Organic Eprints (is an international open access, multilingual online repository of electronic documents related to research in organic food and farming. The archive contains full-text papers together with bibliographic information, abstracts and other metadata. It also offers information on organisations, projects and facilities in the context of organic farming research.To upload papers to Organic Eprints a free of charge user registration is required. A User guide for organic e-print is available in different languages and in Annex 9. 5 Zenodo (www.zenodo.org) is a free of charge, general-purpose open repository developed under the European OpenAIRE program and operated by CERN. Zenodo makes the research results citable via Digital Object Identifier (DOI) and integrates them into existing reporting lines to funding agencies. A LiveSeeding community has been created and guidelines for uploading are described in Annex 9. 6 ECO-PB - European Consortium of Organic Plan Breeding (www.eco-pb.org) is a non-profit network of organisations fostering organic plant breeding since 2001. It brings together the majority of organic plant breeding initiatives across Europe. The open access webpage is managed by LiveSeeding partner FiBL-DE. 21 COpenPlantOmics (COPO), as well as crop-specific databases such as Gramene for cereals or Cool Season Food Legume Genome Database for legumes; • Field trials will be stored as a combined file across years and locations using the same parameters. Data will be prepared in such a way that they can be used in meta-analysis within LiveSeeding project and beyond (see chapter 2.5.1 for long term curation). Non-confidential data (see chapter 2.2.2 for Background and Results in order to ensure that data is “as closed as necessary”) will be deposited together with the publication as supplementing data on Zenodo and Organic Eprints. Agronomic data, when appropriate for long term storage, shall be integrated in crop specific repositories like the FAO’s AgroPortal following common reference ontologies (see chapter 2.3 for more information on ontologies and interoperability) Github, USDA or others; • Socioeconomic data including those gathered through surveys after anonymization (considering GDPR compliance) can be archived in domainspecific repositories like Council of European Social Science Data Archives European Research Infrastructure (CESSDA), Eurobarometer, GESIS Data Catalogue, or GESIS Research Data Centers - International Survey Programs (ISSP),). It is worth noting that, several journals already require the deposit of the full research data and script used for statistical analysis as supplement information for publication. 2.2.2 Data accessibility All raw data collected by partners and uploaded on the LiveSeeding SharePoint will be treated as confidential. Preliminary data will only be accessible to the project partners. Access to the LiveSeeding SharePoint is regulated. Specifically, Partners will store raw and non-anonymised data in their own organisation’s internal secured systems and will upload on the LiveSeeding SharePoint the raw but anonymised data in order to further secure data privacy while being able to comply with other data privacy requirements. Greatest care will be given to protect personal data obtained during surveys or interviews and confidential information in line with the project deliverable D8.4 Protection of personal data & recruitment of stakeholders as well as D8.3 Ethics Issues and Non-European compliance. All such deliverables are available in LiveSeeding SharePoint (not on public repositories as they are confidential). Without clear consent of each participant to be named, all personal data will by anonymized, before any data will be uploaded on the LiveSeeding SharePoint and made publicly available. As for the terms of the LiveSeeding Consortium Agreement signed by each partner, all information declared as confidential background information will be kept confidential. Access rights to results and Background needed for the performance of 22 the own work of a Party under the LiveSeeding project shall be granted on a royaltyfree basis, unless otherwise agreed for Background in the Consortium and Grant Agreement. Also foreground information which is disclosed by one Party (the “Disclosing Party”) to any other Party (the “Recipient”) in connection with LiveSeeding implementation and which has been explicitly marked as “confidential” at the time of disclosure (or when disclosed orally has been identified as confidential at the time of disclosure and has been confirmed and designated in writing within 15 calendar days from oral disclosure as confidential information by the Disclosing Party) is treated as “Confidential Information”. Finalized data will be made available to LiveSeeding partners and linked parties that need these data as input for their tasks. However, certain data and information might be excluded from the open data strategy: • if there are commercial interests (e.g., one or several partners claim to protect their IP rights for exploitation of results); • if data are not yet published in peer-reviewed papers. For example, in case data is collected also as part of a PhD research project, making it public before the publication as a doctorate research publication would make it unusable for the Doctorate project as no longer considered novel data. The ExCom, on the basis of advice from the IPRB -where relevantwill monitor results and exploitation plan and make sure that commercial interests of involved partners are guaranteed. Data that might be considered confidential will not be disclosed to the broader public before approval by ExCom. The ExCom will act as Data Access Committee (e.g. to evaluate/approve access requests to personal/sensitive data outside of the indications already provided in the present deliverable). If there is no request for confidentiality, compiled data and results will be made available to all LiveSeeding partners and beyond. Thus, data or research results that are not protected by IP rights and are no longer confidential (i.e. after publication) will be published on the LiveSeeding website and added to repositories or databases as for indications under chapter 2.5.1. 2.2.3 Metadata: Metadata can be defined as information that is needed to be able to use and interpret statistics. Metadata describe data by giving definitions of populations, objects, variables, the methodology and quality 7 . 7 https://ec.europa.eu/eurostat/statistics-explained/index.php?title=Glossary:Metadata 23 Another, simpler, way to define Metadata is "data that provides information about other data", 8 but not the content of the data, such as the text of a message or the image itself. Metadata allows users to access resources by "allowing resources to be found by relevant criteria, identifying resources, bringing similar resources together, distinguishing dissimilar resources, and giving location information" 9 While nowadays metadata typically takes a digital form, to exemplify this, we can refer to traditional catalogue cards used in paper archives. Such cards include the name of the author, title, subject, date of publication, kind of literature, edition etc) to help to find relevant information and sources. 10 Figure 1: Catalogue cards, as an example of metadata source (Wikipedia) For a visual and easy to understand explanation of what metadata is with several examples of metadata for different data formats (a photo, a Word document, a spreadsheet, an email, a website, etc) it is also possible to consult Dataedo website. Metadata will be made openly available and licenced under a public domain dedication CC0 (see Annex 2 on Creative commons), as per the Grant Agreement. As a minimum requirement under Horizon Europe grants, Metadata of deposited publications will provide information at least about the following: • Publication (author(s), title, date of publication, publication venue); • Horizon Europe funding, grant project name, acronym and number; • Licensing terms; 8 https://en.wikipedia.org/wiki/Metadata 9 http://www.niso.org/publications/press/UnderstandingMetadata.pdf 10 https://en.wikipedia.org/wiki/Library_catalog 30 7. Other issues The procedures and compliance level required under the present deliverable are full encompassing. Therefore, no further procedures or measures are required in order to comply with other donors’ requirements (SERI and UKRI). 31 Annex 1 Open Science Policy under Horizon Europe Important change under Horizon Europe: No embargo period is allowed for scientific publications, and immediate OA is needed; All peer-reviewed scientific publications arising from Horizon Europe funding have to be made available in open access. This implies that publications are to be made freely available online, immediately upon publication and with no restrictions on use, by depositing them on a repository Figure 1 Horizon Europe Open Access Mandate (Source: OpenAIRE ,June 2022) 32 Annex 2 Creative Common Licenses Creative Commons licenses give everyone from individual creators to large institutions a standardized way to grant the public permission to use their creative work under copyright law. In order to comply with the requirement for immediate open access (no embargo) of all peer-reviewed scientific publications arising from Horizon Europe funding, authors are required to retain sufficient intellectual property rights (IPR) to comply with these open access obligations. This in practice means that authors should have an Open licence, preferentially CC-BY or CC0 licence Figure 2: Creative Commons Licenses, (Source: Creative Commons, 2015, Wikimedia) An example of the creative common license applied for the “Book of Abstracts - EUCARPIA 2025 Conference on Breeding to meet environmental and societal challenges” can be found here 33 Annex 3 (Meta)Data file naming guidelines (Nomenclature) The research DATA generated by partners during the project will be stored on the LiveSeeding SharePoint in the respective WP and Tasks folder. Partners are requested to always name files using the following criteria (nomenclature): A. The file name must be unique and informative. The filename should contain involved task using the numbering of the Description of Action, partner organisation (like in GA of LIVESEED), topic, species, year of experiment, B. No spaces should be made in filename, but underscores can be used C. Version number and status indicated by following endings: • _RAW for preliminary data • _FIN for finalized data (validated) • _PRO for protected data • _OA for open access data D. Language: language shall be indicated with 2 letters (EN, ES, FR, DE, IT, in capital letters in the file name Final versions of documents from all WPs, used for the dissemination of LiveSeeding project will be stored in the project SharePoint as follows: Scientific Publications : • under Scientific Publications Other Publications (including practice abstracts, brochures, posters, leaflets) • Under the Publications (PA, brochures, leaflets, factsheets, etc) section of the WP7 Communication, Dissemination and Exploitation folder Photos and Videos: under WP7Communication, Dissemination, and Exploitation. • • Under the Image database LiveSeeding SharePoint folders and sections contain also some guidance on what and how to store files. LiveSeeding_ Tn.n_DATA_filename_Version_Status_LANGUAGE Exemple: LiveSeeding_ T3.3_DATA_FIBL-CH-pottrial-pea-2019_v03072025_RAW_PRO_DE 34 Annex 4 General template for metadata of data and reports obtained in LiveSeeding Please always add the project acronym (LiveSeeding) in the (meta)data and use “LiveSeeding” as a key word when uploading materials on organic eprints or other repositories Funding Programme Horizon Europe Project Acronym LiveSeeding, Project Number 101059872 File name add Filename Licensing terms CC0 Task no. add Task number related to the file Task Description Title of Task or Subtask of LiveSeeding Title/Name Title or short description of dataset Involved Organisation(s) Organisation responsible, who else was involved in data collection (add short name for organisation) Author(s) add responsible persons involved in collecting the dataset Type of data indicate type of data (agronomic, socioeconomic, molecular data) of qualitative or quantitative nature Status of data indicate status and level of protection of research dataset Date add year of data collection Objective of data set add objective why the experiment/research was performed Use of existing data indicate if existing data have been used, if yes, what kind of data were used Original source(s): Download URL: If applicable: The URL of the dataset in its original source Original source(s):Licenses: If applicable: The license under which the dataset is applicable from its original source New collected data indicate if new data have been collected and if yes that kind of data were collected Size of data Estimate or give exact size of dataset in kB 35 References Publications or reports related to the dataset Analysis Indicate software and program of analysis of data Experimental design list factors tested, experimental design, number of replications, survey design for socio-economic data Documentation of experiment list environmental parameters that are important for interpretation of data (e.g. plot size, soil type, farming management, climatic data) Standardisation indicate which standard or template has been used for data collection and if this is in line with international ontology (structures vocabulary) Parameters used list of common parameters with clear descriptions Data repository indicate suited repository for storage and broader re-use of dataset Value of dataset Information about the potential value for exploiting and reusing the dataset. Including references to datasets that can be integrated for added value. Comments Special comments for the interpretation of the dataset Annex a Template for data collection Annex b Report, Presentation, Publications linked to data Annex c Demonstration material linked to data 36 Annex 5 Template for metadata of data obtained from field trials Please always add the project acronym (LiveSeeding) in the (meta)data and use “LiveSeeding” as a key word when uploading materials on organic eprints or other repositories Documentation of Field Trial File name Add Filename Task/Subtask no. Add Task or Subtask related to the file Task Description Title of Task or Subtask of LiveSeeding Title/Name Title or short description of dataset involved Organisation(s) which organisation is responsible, who else was involved in data collection (add short name for organisation) Name of Site Manager of trial Farmer involved Location (physical address) Location (GPS data) Year of assessment Soil Type Soil Analysis Average Rainfall per year Average Temperature per year Year of conversion to organic Crop rotation Previous Crop Previous Intercrop CROP Species and Cultivars (species Latin name, cultivar used, seed source, germination rate) 37 Experimental field design copy of field plan and experimental design Time and way of soil preparation Time, quantity and type of fertilisation (incl. nutrient concentration) Time of sowing and type of sowing machine Plot size & Sowing density Time/frequency and quantity of irrigation Time/frequency, quantity type of plant protection (incl. concentration of active compound) Time/frequency and quantity of irrigation Time/frequency and type of weed control Time of harvest and harvesting equipment Parameters assessed: description of measurement, code of parameter, assessment according to Reference or clear description, unit, at which growth stage, when (date), by whom Average plant height at flowering (Code PH_fl_cm) average plant height on plot level estimated based on 3 measures per plot from soil till top of plant in cm in 5 cm intervals at growth stage beginning flowering assessed by person xyz on the 21st May 2018 Leaf rust at flowering (Code LR_fl_5) average severity of leaf rust estimated on plot level rated from 1 = no symptoms till 9= leaves are completely infected = dead tissue according to [give Reference] assessed 5 days after flowering by person xyz on the 26th May 2018 38 Annex 6 Examples of parameters for field trials’ templates (Source: https://github.com/craig-willis/icasa/blob/master/icasa-mgmt-info.csv ) AgMIP Category ICASA Variable_Name ICASA Code_ Displa y Description Unit_or_type Silver harvest_yield_harvest_ dw HWAH Harvested yield at harvest (dry wt) kg/ha Silver harv_yield_harv_f_wt HFAH Harvested yield at harvest (fresh wt) Mg/ha Silver harvest_moisture HMAH Moisture content of fresh yield at harvest kg[water]/kg[harv est] Silver anthesis_dap ADAP Growth stage as days after planting, anthesis dap Silver anthesis_date ADAT Growth stage date, anthesis date Gold tops_dry_weight_matu rity CWAM Tops dry weight at maturity kg/ha Gold byprod_removed_at_h arv BWAH By-product removed at harvest as dry wt kg/ha Gold harvest_maturity_dap R8AP Growth stage days>planting, harv mature dap Gold physiologic_maturity_ dap MDAP Growth stage of physiol. maturity, as days after planting dap Gold physiologic_maturity_ date MDAT Growth stage of physiol. maturity, date date Gold evapotrans_cumul_ma t ETCM Evapotranspiration, cumulative to end of season mm Gold rainfall_in_season PRCM Rainfall, season mm Gold canopy_height_max CHTX Canopy height, max value m Platinum grain_unit_dry_wt_mat ur GWGM Grain unit dry wt at maturity mg Platinum harvest_no_at_maturit y H#AM Harvest number per area at maturity number/m2 Platinum grain_protein_conc_m atur GP%M Grain protein concentration at maturity % Platinum grain_N_at_maturity GNAM Grain N at maturity kg/ha Gold date_of_measurement DATE Date of measurement date Gold ear_number E#AD Ear number number/m2 39 Gold grain_dry_weight GWAD Grain dry weight kg/ha Gold tops_dry_weight CWAD Tops dry weight kg/ha Gold leaf_area_index LAID Leaf area index on a given day m2/m2 Gold tops_(ie_canopy)_N TNAD Tops (ie canopy) N kg[N]/ha Platinum soil_layer_top_depth SLDUB Soil layer depth to upper boundary of sample (top) cm Platinum soil_layer_bot_depth SLDLB Soil layer depth to lower boundary of sample (bottom) cm Platinum soil_water_by_layer SWLD Soil water measured at a specified depth cm3/cm3 2 Annex 9 Protocol/Guidelines to upload project publications and documents in repositories Dear LiveSeeding partners We kindly ask you to upload all publications of LiveSeeding, including scientific publications, presentations, posters, thesis, datasets, flyers, practice abstracts, policy briefs, training/teaching, conferences and workshops. Please read carefully following instructions on best practice: Excel table on the SharePoint 1. Fill in your planned and published scientific publications and conferences in the excel table on the SharePoint (D&C tool, tab D&C SC PUBL) 2. Send all scientific publications to Project Coordinator (COO) for approval of the Editorial Committee (see paragraph 2.4.2) before submission. 3. After the approval, COO will upload on LiveSeeding Sharepoint repository for Scientific publications 4. IPS will upload on repositories: • Non peer reviewed publications: Organic eprints (Instruction 1) • Peer reviewed publications: Zenodo (Instruction ll) + EU-portal (see Instruction lll). Step by step instructions for upload on repositories Please note that once a document is uploaded on repositories it is NOT possible to modify it. Therefore, make sure you upload the final and corrected document. I. Organic eprints (compulsory) 1. Go to http://orgprints.org/ 2. Create an account (you need to register in order to be able to deposit items in the repository) 3. Click on “Manage deposits” 4. Click on “New Item” 5. Choose the type for your deposit 6. Click on “Next” or on “Details” 7. Fill in the details 8. Click on “Next” or on “Subjects” 9. Select at least one main subject category (under Production systems you can find “Breeding, genetics and propagation”) 10. Click on “Next” or on “Affiliation” 11. Click on “European Union” and select “LiveSeeding” by clicking on the respective “Add” 3 12. Select additional names or codes that where involved in creating the deposit 13. Click on “Next” or on “Upload” 14. Upload File 15. Click on “Show options” and choose under “Visible to” the level of access restriction of this document 16. If you have data to upload, click on “Upload” and add a new file 17. Deposit the item 18. Click on “Manage deposits” to make changes or check the Item Status II. Zenodo (compulsory for peer-reviewed publications) 1. Go to https://zenodo.org 2. Create an account (you need to register in order to be able to deposit items in the repository) 3. Click on “Upload” 4. Click on the green “New upload” button 5. Import the file by dragging it into the appropriate field or by clicking “choose files” 6. Click “start upload” 7. In the “community” box, add the LIVESEEDING community (there are also communities for FiBL and Eucarpia) 8. In the “License” box, enter the creative common code: CC BY-NC-ND 4.0 and choose the appearing: Creative Commons Attribution Non Commercial No Derivatives 4.0 International 9. In the “License” box, you can choose the access right 10. In the “Funding” box, find European Commission (EU) and enter the grant number: 101059872 11. In the “Basic information” box, add the DOI as Digital Object Identifier if your publisher already assigned one (If you already don't have a DOI number you can/have to request one from Zenodo.) 12. Fill in all the other relevant information 13. Click “Publish” 14. The curator will have to approve the file in order for it to be added to the community (so to that it accessible) Note: once a file has been published, it cannot be removed or modified, but the information about the publication can be modified by going to the file and clicking the orange “edit” button. A new version of the file can be added by going to the file and clicking on “new version”. Via ZENODO the publications are automatically stored on OpenAIRE, the European Union’s electronic gateway for peer-reviewed articles and other important publications (www.openaire.eu). By storing and publishing (after the embargo period) the scientific publications and other output on ZENODO, each partner of LIVESEEDING ensures that bibliographic metadata are included such as the funding body, the name of the action, acronym and 4 grant number (already predefined in ZENODO), the publication date, and a persistent identifier. III. EU-Portal (compulsory for peer-reviewed publications) 1. Go to here 2. Sign up now 3. In the row of the LIVESEEDING project click on “Actions” and choose “Manage Project” 4. Click on “Continuous Reporting” 5. In the new window, click on “Publications” 6. Click on “Manually add publications” 7. Fill in the details 8. In the “Repository Link” box, you should provide the direct link to the publication 9. After you have filled all information, click on “Add publication” If you have any questions, please contact Mariano Iossa ([email protected]) - LiveSeeding Project Coordinator, AND Monika Messmer ([email protected]) LiveSeeding Scientific Project Coordinator in CC 5 Annex 10 Ontology for interoperability 6 7 Annex 11 Informed Consent Form and information for participants to a Survey – Field Trial – Interview [delate as appropriate] on [Title] Explain what the aim of the study is and why the survey is conducted. If needed you can add an extra sheet to this consent form but need to keep both always together]. This is conducted as part of the LiveSeeding project. The purpose of the project is to facilitate the delivery on the market of high-diversity cultivars for a wide range of crops, as basis for quality organic seed production to foster more sustainable food systems. This project has received from the European Union’s Horizon Europe programme (grant number 101059872), the Swiss State Secretariat for Education, Research and Innovation (SERI contract number 22.0412) and UK Research and Innovation (UKRI). Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or REA, nor SERI or UKRI. USE OF THE RESEACH DATA COLLECTED The obtained data will be used to conduct research and analyses on organic plant breeding and seed across Europe and/or to engage in policy dialogue with policy makers and other stakeholders at national and/or European level to promote use and production of organic seeds, to develop new approaches in plant breeding or foster an enabling policy and regulatory environment and overcome legal restrictions and/or regulatory fragmentation. YOUR RIGHTS AS A RESEARCH PARTICIPANT Participation in this field trial / study is voluntary. You may withdraw your consent for use of your personal information at any time, without consequences, by writing to the email indicated below. (Please note that your persona information is different from the experimental data of the trial/interview/survey.). CONFIDENTIALTY The data files received will be hosted and stored by [put the name of the organisation, contact person and email address], which can make it available to members of the LiveSeeding project consortium for future analysis. No sensitive personal data is collected in the context of this survey. You can decide in this form if you wish for your identity as research participant to be made public (for example to attribute you a statement on an information collected) or protected through anonymization /pseudonymization, in which case comments that you make may be quoted anonymously as part of the publications of the project and may state your position in the supply chain (e.g. producer, consumer, processor, retailer, consultant, or researcher). 8 However, you also understand that for field trials, we need to provide address of the farm and/or accurate gps location for data to be valid and usable in scientific researches and studies. This might make your farm or you identifiable. After the end of the project, the organization mentioned above will continue to store the data for 5 year. CONTACT US FOR QUESTIONS OR ISSUES If you have any further questions, have any concerns about your rights as a research participant or wish to withdraw your consent please contact: [Add here contact details of contact person: name, position, organization, phone and email address] To guarantee your personal rights, we ask you to give your explicit consent, by ticking the appropriate answers (write “YES” if you mark your consent, “NO” if you do not mark your consent): I confirm that I have read and understand the information part of this consent form for the above research. I have had the opportunity to consider the information, ask questions and have had these answered satisfactorily. I understand that my consent for use of my personal information is voluntary and that I am free to withdraw at any point, without giving any reason. I understand who will have access to personal data provided, how the data will be stored and what will happen to the data at the end of the project. I consent that, in case of field trials, I / my farm might be identifiable from data provided (e.g. the address and/or gps location) in any publications, reports, news articles presentations, videos, or websites. (Note: if you do not give your consent, the trial data of you/your farm will be identified with the municipality) [If applicable] I consent to being [audio/ video] recorded. [If applicable] I consent to having my photo taken. [If applicable] Use of quotations: Please indicate your preference (select one option): a) I do not wish to be quoted. or