Standard process for the departure of a PI/group from UNIL

When a Principal Investigator (PI) or his/her group leaves UNIL (in the event of a change of institution, retirement or death), his/her research data must be archived on UNIL’s dedicated infrastructures for Long term Storage (LTS), in accordance with the procedures in force.

1. Copy of data – Change of institution

If the PI moves to another institution, he/she may request a copy of his/her research data. A formal request (see the document “Protocole applicable aux Principal Investigator quittant l’Université de Lausanne et souhaitant emporter une copie des données de recherche de leur groupe de recherche”) must be addressed to the Research Dean’s Office.

The request must include the following elements:

  • Summary of the research carried out by the group.
  • Nature of the data: research, personal or sensitive data.
  • Authorisation from the Cantonal Ethics Commission (if applicable).
  • Information on the host institution: name, location and characteristics.
  • Brief presentation of the future research planned by the PI.Validation

Validation procedure

1.1. Research Dean’s Office :

  • Evaluates the application and issues an opinion.

1.2. If approved :

  • A transfer contract (contrat de cession) is drawn up by the PACCT.
  • The contract is validated and signed by all parties concerned:
    • A representative of the host institution.
    • The Vice-Dean of Research and Innovation FBM.
    • The Vice-Rector Research and International Relations UNIL.

2. Data archiving on magnetic tapes- Change of institution or retirement

At least six months before leaving, the PI must prepare his/her data for archiving in accordance with the following steps:

2.1. Contact the Data Stewardship FBM team (DSBU)

The DSBU will assist the PI in the following stages:

  • Reorganisation and documentation of the data.
  • Semi-automated preparation of README files describing the data.
  • Final validation of the file before migration of the data from short-term storage sites (NAS DCSR) to long-term storage (LTS) at no cost to the IP.

2.2. Data curation by the PI

  • The PI sorts, organises and deletes obsolete data.
  • Data must be structured by project, theme or publication.

2.3. Documentation and Long Term Storage transfer of data by the PI with the support of the DSBU

  • Data documented by the PI is transferred to long-term storage (LTS) to ensure preservation for the next ten years.
  • The documentation includes a README file conforming to the standard UNIL README Long-Term Storage File Description.

2.4. Validation by the DSBU

  • Once the data is ready, the DSBU carries out a final quality check before validating the transfer to the LTS.
  • After validation and confirmation of archiving by the DSBU, the PI can ask the DCSR to revoke its access to storage infrastructure projects.

3. Roles and Responsibilities

  • PI (Group Leader): prepares, organizes, and documents their data before departure. They must delete obsolete data.
  • Dean’s Office – Research (Vice-Dean for Research): evaluates requests for data transfer to another institution and makes a decision.
  • FBM Legal Advisor (Juriste FBM): drafts and obtains validation for the transfer agreement (contrat de cession).
  • PACCT: validates and signs the transfer agreement.
  • FBM Data Steward (Head of DSBU), in accordance with UNIRIS:
    • Assists in organizing and documenting data through a README file.
    • Gives final approval for Long Term Storage via the DCSR application.
  • DCSR (DCSR Manager):
    • Carries out the final archiving of data on magnetic tapes.
    • Revokes access to the data on the NAS-DCSR server.

Documents and useful links

Documents et liens utiles