Conditions of use of the EMM Survey Registry and its metadata

The EMM (ethnic and migrant minorities) Survey Registry gives access to metadata about existing quantitative surveys undertaken with EMM (sub)populations. This metadata, which is stored and displayed on the EMM Survey Registry, has primarily been compiled by members of COST Action 16111 – ETHMIGSURVEYDATA with technical support from the Sciences Po research team of an H2020-funded project, SSHOC (Social Sciences and Humanities Open Cloud). This policy (PDF version available here) defines the conditions of use and access to the EMM Survey Registry, including its metadata. Users of the EMM Survey Registry, which from this point forward refer to any individual who uses and accesses the EMM Survey Registry, shall respect the specific policies listed and described below, whenever applicable. 

 

Use of metadata stored and displayed on the EMM Survey Registry: 

  1. The use of the metadata stored and displayed on the EMM Survey Registry must be for lawful purposes only. Users shall not breach, attempt to breach, or circumvent the EMM Survey Registry’s administrative or security controls; and they will not use its metadata for any unlawful purposes. 
  2. Users of the EMM Survey Registry shall show consideration towards other users. If any issues arise from a user’s use of the EMM Survey Registry, they shall collaborate in finding a resolution.
  3. Users of the EMM Survey Registry shall respect intellectual property and confidentiality agreements imposed by the survey data producers for the surveys displayed on the EMM Survey Registry, the administrators of the EMM Survey Registry1 (see point 4 below), France (where the administrators of the EMM Survey Registry are located), the European Union (where the funders of ETHMIGSURVEYDATA and SSHOC are affiliated), and the countries of affiliation of the survey data producers for the surveys displayed on the EMM Survey Registry.
  4. The EMM Survey Registry was designed and developed to promote the FAIR (findable, accessible, interoperable, reusable) principles. Users of the metadata shall cite the EMM Survey Registry and the survey data producers whenever reusing the metadata. The default license for all the metadata added to the EMM Survey Registry is  CC0 1.0 Universal (CC0 1.0) Public Domain Dedication, accompanied by the following text: “Our community norms, as well as scientific best practices, expect that proper credit is given via citation. Please cite both the EMM Survey Registry and the data producers when re-using the metadata.” For the EMM Survey Registry itself, the following citation shall be used: Morales, Laura, Saji, Ami, Méndez, Mónica, Bergh, Johannes, and Bernat, Anikó. “The EMM (Ethnic and Migrant Minorities) Survey Registry”. Zenodo, May 25, 2020. doi:10.5281/zenodo.3841433 [Access to the dataset here: https://registry.ethmigsurveydatahub.eu/]. For citing the data producers, the suggested citations in section 9 (whenever this information has been provided) shall be used.

 

Access credentials and confidentiality agreements: 

  1. The account of each user contributing to the EMM Survey Registry2 is generated by the administrators of the EMM Survey Registry. Users wishing to contribute to the EMM Survey Registry, by adding in metadata for a survey not already captured on the registry or by updating/completing metadata for a survey already included in the registry, shall request an account by filling out and submitting the application form (i.e. Application for an account to contribute to the EMM Survey Registry), which has been made available on the EMM Survey Registry’s welcome page.
  2. The personal data provided with consent by the user for the creation of their account will only be accessed, processed, and stored by the administrators of the EMM Survey Registry for the purposes of operating the EMM Survey Registry, and in full compliance with the European standards of the General Data Protection Regulation (GDPR).
  3. Users who are approved for an account will be given partial access to the EMM Survey Registry’s back-end (i.e. the online area where the (meta)data of the EMM Survey Registry is stored and managed); this partial access will allow the user to submit new metadata about a survey not already captured on the EMM Survey Registry (see points 12 and 13 below) and submit new metadata for any surveys on the EMM Survey Registry for which they have been granted editing rights (see point 14 below). Access to the back-end is based on a password-protected system. Therefore, each user is required to input their unique username and password whenever accessing the EMM Survey Registry’s back-end. When the user is first issued their account, the administrators of the EMM Survey Registry will provide them with a unique username and a temporary password; when logging in for the first time, the user must set up a personal password. The user is also responsible for ensuring that only they have access to the metadata of their surveys by replacing the temporary password with a personal password. No intentional sharing of passwords is permitted. If an unintentional breach of the personal password should happen, the user should immediately change their password and alert the administrators of the EMM Survey Registry.
  4. The user shall keep their registered information (for their issued account) correct and up to date.
  5. The user shall keep confidential all information that they access through the EMM Survey Registry’s back-end. The user’s account may be limited or revoked if they fail to comply with this requirement. If a user’s account needs to be limited or revoked, the administrators of the EMM Survey Registry shall contact the user to inform them of this decision.
  6. The user shall quickly report any well-known or suspected security breach in the protection of the metadata to the administrators of the EMM Survey Registry by emailing: sshoc.project@sciencespo.fr. 
  7. In compliance with GDPR, the user has the right to close, at any time, their account giving them partial access to the EMM Survey Registry’s back-end. To make such a request, the user shall email the administrators of the EMM Survey Registry at sshoc.project@sciencespo.fr.

 

Contributions made to the EMM Survey Registry: 

The EMM Survey Registry is intended to be a constantly updated ‘census’ of surveys conducted to EMM populations across Europe (and beyond). Users are therefore invited to contribute to the EMM Survey Registry by submitting metadata about any new surveys they have produced and/or updating metadata for any surveys they have already contributed to the registry. 

  1. Right to add metadata for any survey that has not yet been documented on the EMM Survey Registry: Users provided with an account have the right to add metadata about a new survey by using the back-end of the EMM Survey Registry. When adding in metadata for a new survey, the user shall create a new record for the new survey by using the provided form on the back-end (i.e. ‘Create survey’). The user shall also consult the user guide for using the EMM Survey Registry back-end before and when filling out the form, so that the user is completing the form as correctly and thoroughly as possible. As specified in point 15 below, any new metadata produced by the user will be subjected to a rigorous multi-step quality control process before they are displayed on the EMM Survey Registry.
  2. Right to edit metadata for a survey that had been initially contributed by the user: For any survey that the user has compiled and submitted metadata using the EMM Survey Registry’s back-end, the user will be designated as the creator of the corresponding record for that survey. The user will subsequently have the right to edit the record for that survey using the EMM Survey Registry’s back-end. The user shall make edits to a record about a survey to ensure that the metadata compiled for a survey are as accurate and complete as possible. As specified in point 15 below, any metadata edited by the user will be subjected to a rigorous multi-step quality control process before they are displayed on the EMM Survey Registry.
  3. Right to edit metadata for a survey already being displayed on the EMM Survey Registry that was not initially contributed by the user: If the user is the data producer for a survey already being displayed on the EMM Survey Registry and the user did not produce the record for that survey, the user can make a written request to the administrators of the EMM Survey Registry to obtain editing rights to the survey’s record. The user shall make this written request by either: (i) indicating in the application form to request an account, the specific survey(s) for which they are the data producer and want to be able to edit the metadata to OR (ii) sending an email to sshoc.project@sciencespo.fr indicating the specific survey(s) for which they are the data producer and want to be able to edit the metadata. The administrators of the EMM Survey Registry shall review all such written requests in a timely manner and shall notify the user of their decision via email. If the user is granted editing rights to a record they did not originally produce and the user produces new metadata for such a record, the new metadata, as specified in point 15 below, will be subjected to a rigorous multi-step quality control process before they are displayed on the EMM Survey Registry.
  4. Any new metadata produced by the user will be subjected to a rigorous multi-step quality control process before they are displayed on the EMM Survey Registry; this is to ensure that the metadata produced by the user conforms with the compilation and coding protocols outlined in the aforementioned user guide. The quality control will be conducted by the administrators of the EMM Survey Registry and will require, whenever needed, collaboration from the user. If the user is unable to participate in the quality control process, the metadata they have produced may not be added to and displayed on the EMM Survey Registry.
  5. For any record about a survey that will include new metadata produced by the user that has been validated/approved by the administrators of the EMM Survey Registry in line with the process outlined in point 15 above, the user shall be credited for their contribution by having their name (first and last name, exactly as they were written in the application form to request an account) displayed in the variable, 11.1. Person(s) filling in this file, of section 11 of the survey’s record. If the user does not want their name to be displayed in the aforementioned variable, they shall make this request in writing by emailing the administrators of the EMM Survey Registry at sshoc.project@sciencespo.fr.
  6. As mentioned in point 4 above, any metadata that is generated by the user and is subsequently displayed on the EMM Survey Registry will be attributed with the default license for the EMM Survey Registry: CC0 1.0 Universal (CC0 1.0) Public Domain Dedication.

 

Loss of access to an account giving access to the EMM Survey Registry’s back-end

  1. The user may be liable for consequences resulting from a breach in this agreement that outlines the conditions of use of the EMM Survey Registry and its metadata. 
  2. The user’s account may be limited or revoked if they breach this agreement about the conditions of use of the EMM Survey Registry and its metadata due to administrative or security concerns. In such a case, the administrators of the EMM Survey Registry shall contact the user to inform them of this decision.

1 The administrators of the EMM Survey Registry are members of the central team of COST Action 16111 – ETHMIGSURVEYDATA and of the Task 9.2 team within SSHOC. The administrators are all based at Sciences Po.

2 Accounts for the current administrators were set up as part of the development of the EMM Survey Registry. If the central team of COST Action 16111 – ETHMIGSURVEYDATA and of the Task 9.2 team within SSHOC grows and/or changes, new administrators will be identified. For all such new administrators, their accounts will be generated using the protocols outlined in this document.

 

This policy was last updated on 15/03/2021. The latest version has been written by Ami Saji and Léa Douchet.

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