North Pacific Marine Science Organization

PICES Policy

Council approved the following Data Policy:

2018/A/6: Data Management Policy

1. Principles and Definitions
As stated in Article III of the Convention for the North Pacific Marine Science Organization (PICES) the Organization is to promote the collection and exchange of information and data related to marine scientific research in the North Pacific Ocean and its adjacent seas.

The PICES strategy on capacity development identifies TCODE as the committee responsible for the development of communication networks for exchange of data and information.

Data gathered as a result of PICES activities will be responsibly managed to guard against loss and to ensure continued accessibility. The management of data using external data management systems is preferred to using internal PICES resources.

For any data provided to PICES, PICES will respect the ownership rights and any restrictions placed on these data by the provider.
  • Data include data products and model outputs related to PICES activities. Metadata are data about data.
  • End users include a person, organization, group (including PICES expert groups) using data.
  • Data providers include a person, organization, group (including PICES expert groups) providing data.
  • The data inventory refers to data for which PICES has the primary responsibility to manage.
2. Roles and Responsibilities
The Technical Committee on Data Exchange (TCODE) is responsible to:
  • Manage the PICES data inventory.
  • Assist Expert Groups to identify data that are to be included in the data inventory.
  • Assist Expert Groups in the development of data management options and strategies.
  • Make recommendations to Science Board on PICES data management and priorities, with particular emphasis on correcting or mitigating any known or anticipated deficiencies.
The PICES Secretariat is responsible to:
  • Support TCODE in the maintenance of the data inventory.
  • Support TCODE to correct or mitigate any known or anticipated deficiencies.
Science Board is responsible to:
  • Include data management requirements in the Terms of Reference of each PICES expert group.
  • Review the recommendations proposed by TCODE and provide recommendations to Governing Council as necessary.
Expert Groups are responsible to:
  • Identify any data developed during the activities of the expert group and inform TCODE and PICES secretariat.
  • Develop, with assistance from TCODE, strategies or options for managing data used by the expert group.
3. Data Produced by PICES
All data produced by PICES are considered to be publicly available unless explicitly specified otherwise.

Results, conclusions, or recommendations derived from the data associated with PICES do not imply endorsement from PICES.

Contributions of data from PICES expert groups will adhere to the expert groups’ Terms of Reference and be submitted to TCODE for inventory while the group is active.

All data including metadata should be archived using standard codes, formats, and protocols.
4. Data Provided to PICES
The quality assurance of data is the responsibility of the data provider.

In the event that PICES becomes aware there may be quality issues in the data PICES will inform the data providers as soon as possible.

Data providers should inform PICES secretariat of any policies that may place special conditions on their redistribution.

End users are responsible for the proper use of the data and metadata provided.

PICES may reformat data or metadata but will never change the data provider’s original record.

Data must be acknowledged, preferably using a formal citation.
5. Citation
Data citations should facilitate giving scholarly credit and normative and legal attribution to all contributors to the data, recognizing that a single style or mechanism of attribution may not be applicable to all data.

Where DOIs exist (Digital Object Identifier) they should be included in the citation.
Council approved the policy and procedures detailed below for the approval and management of Special Projects:

2017/A/7: Policy for approval and management of Special Projects

1. Definition and Principles
A Special Project (hereinafter as the Project) is a limited duration project supported through voluntary contributions by a Contracting Party and conducted under the authority of PICES in support of the scientific mission of the Organization.

The Project welcomes the participation of all Contracting Parties in accordance with the principle of equity, given due consideration of the interests and balance between PICES and the proponent.

The Project will use the existing mechanisms of PICES with the objective of minimizing any additional workload in the PICES Secretariat which cannot be compensated through the overhead retained by the Organization from the project funding.

The ownership of the outputs of the project, including materials, data, copyright and intellectual property rights shall be specified in the Project Proposal.

For the purposes of evaluation, approval and implementation, Projects will be divided into two categories:
  • Projects with budgets below CAD $50,000.
  • Projects with budgets of CAD $50,000 or above.
2. Approval Procedures
  • The proponent shall provide the Project Proposal.
  • Projects with budgets below CAD $50,000 will be evaluated and approved by the PICES Chair, Science Board Chair and Executive Secretary, with notification to the members of Governing Council.
  • For Projects with budgets of CAD $50,000 and above, the following approval process will apply:
    • Science Board is responsible for reviewing and evaluating the Project Proposal and providing recommendations to Governing Council.
    • The Chair of Finance and Administration Committee and Executive Secretary are also required to review the Project Proposal, with a focus on financial aspects, workload and operational feasibility, forwarding recommendations to Governing Council.
    • Governing Council is responsible for approval of the Project. The PICES Chair will consult with all Contracting Parties for consensus to make a decision in accordance with PICES procedures.
3. Implementation
  • For Projects with budgets below CAD $50,000, the following management processes will apply:
    • Project funds will be deposited in the PICES Working Capital Fund.
    • The Secretariat is responsible for reporting on financial aspects of the Project to the Finance and Administration Committee, who provide recommendations to Governing Council.
    • The identified parent committee is responsible for reporting on scientific progress to Science Board, who provides recommendations to Governing Council.
  • For Projects with budgets of CAD $50,000 and above, the following management processes will apply
    • Project funds will be deposited in a separate account.
    • The Secretariat is responsible for reporting on financial aspects of the Project to the Finance and Administration Committee, who provide recommendations to Governing Council.
    • A Project Science Team (hereinafter as PST) will be established, who is responsible for the detailed planning and execution of the project, and reporting on scientific progress to the identified parent Committee.
    • Science Board is responsible for recommending the members of PST, with the agreement of relevant Committee(s). If the Project does not have members from all PICES Contracting Parties, then any Contracting Party who does not have a member on the PST will have the opportunity to name a member or provide a statement declining this opportunity
    • A representative of the proponent organization may serve as a co-chair of the PST.
    • The Secretariat may designate certain personnel to take responsibility for the Project implementation and financial management, as well as keeping close contact with the proponents.
    • Science Board or the designated parent Committee will take responsibly for oversight of the scientific activities of the Project, and to review the reports.
    • Science Board is responsible for reporting to Governing Council on the progress and achievements of the Project. The Finance and Administration Committee is responsible for reporting to Governing Council on the financial and management aspects of the Project.
4. Sharing the achievements of the Project
  • The PST shall submit scientific reports of the Project to the relevant Committees, Science Board and the proponent agency.
  • Science Board is responsible for reviewing the scientific report and reporting results to the Governing Council.
  • Governing Council will approve reports as part of the normal process for approval of the PICES Publication plan.
Council approved the following process for evaluating requests for financial support for Open Access publication in peer-reviewed journals:

2016/A/13: Policy regarding funding support for Open Access Publication

  • Is the paper/volume of very broad interest in the scientific community? Science Board to make this determination.
  • Does the paper/volume represent time-sensitive information that is sought after by a broad scientific community? Science Board to make this determination.
  • Is the paper/volume a key output product of an Expert Group or PICES sponsored activity? Science Board to make this determination.
  • Is the paper/volume a key output product of an activity carried out in collaboration with one of our strategic partners? Governing Council to make this determination, with input from Science Board.
  • Is this a high priority for funding? Science Board shall assign a numeric priority to any requests.
  • Is this affordable? Finance and Administration Committee to make this determination, in consultation with the Executive Secretary.