Download the full agreement

Ogallala Water CAP

Team Publication Guidelines- Data Sharing Agreement

Approved by the Ogallala Water CAP Project Team, 2016
Download the full agreement

These guidelines are intended to facilitate synthesis and data sharing for work being carried out using Ogallala Water CAP funding. These guidelines apply to all output regarding research, extension, other outreach/education publications, and other media developed by Ogallala Water CAP research scientists and extension specialists, post-doctoral researchers, staff, and students.

Team Agreements and Expectations for Data Use and Publication

The Ogallala Water CAP is a multi-faceted, complex project aimed at answering questions important to farmers, researchers, policy makers, outreach specialists, and citizens. To provide results and recommendations to others, we must work cooperatively to share and publish data. It is expected that all members of the team will work together in a collaborative and supportive manner resulting in a large number of superior quality publications.

In order to encourage data flow, successful project team collaboration and to respect the turnaround time required to complete the publication process within this project’s funding window, project team members are expected to deposit data within a reasonable timeframe after collection to a non-public project team data repository. Upon upload to the project team data repository, all data producers are expected to ensure that their data are of high quality, with no further changes expected to occur, and that relevant metadata is included with their uploaded datasets.

In general, this project’s data handling and use will take place in the following ways:

  1. Previously published primary data will be used for meta-analyses, climate, hydrologic and economic model development, and other review and/or synthesis style outputs
  2. Primary data will be collected and used for publication by primary data producers
  3. Quality checked, unpublished primary data—whether collected in field research plots, running mathematical models or through surveys of, or meetings with, farmers or policy makers, etc.—will be needed for secondary analysis, e.g. climate, hydrologic and economic analyses and modeling, validation of datasets, etc. Secondary users must obtain formal agreement from primary data producers for a specified intended use of their data. Secondary users must also obtain formal agreement from primary data producers prior to submission for publication

    (3a) In addition to the requirement that secondary data users must obtain formal agreement from data producers prior to data use, we affirm that primary data producers must be given an opportunity to review and comment on all publications that utilize their unpublished data. Such input from primary data producers—which will provide insights into the quality and meaning of the data, the nature of the physical systems that they represent, and the proper and correct use of the data—will improve the quality of analyses and the papers that describe them.

    Toward this end, primary data producers should be given a period of at least twenty-one (21) days to review and comment on publications that utilize their data before journal submission. As a rare exception, this step can be modified, such as in the case that data are used in special submissions that have a firm deadline. Ordinary journal submissions should be made only after review by the primary data producers and a discussion between the analysts and primary data producers of any comments resulting from the review. Primary data producers are not, however, invested with the power to veto or delay a submission through inaction.

Authorship of publications using unpublished primary data for a secondary purpose should be as outlined in Category 1, point 3, below, which states that, after the paper’s lead authors, primary data producers should be listed alphabetically. Authors using datasets that have benefitted from compilation, visualization, interpretation, analysis, or synthesis performed by any team member(s) should consider including data team members as authors as appropriate

General Policy for Fair Use of Data:

(1) Data producers will be informed of intended use of data; and
(2) Data users will give proper acknowledgment and citations for all data used in Ogallala Water CAP output. Recommendations for proper citation, credit, and acknowledgement vary based on type of publication and complexity, characterized by following categories:

  1. – Refereed Journal Articles and Technical Reports
  2. - Extension and Education Curricula and Publications
  3. - Presentations: Field Days, Conferences, and Societal Meetings
  4. - Theses and Dissertations
  5. - Other Media: Videos, website(s), etc

Exceptions and variations are possible but should be brought to the Ogallala Water CAP Project Leadership Team (PLT) for verification before publication. Contact Ogallala Water CAP Project Manager, Amy Kremen ( with questions; she will bring these questions forward to the PLT.