Changes to your project after approval

It’s not unusual for researchers to find that they need to make changes to their project once it’s up and running. The most common changes are:

Adding another researcher to the project team.
Removing a researcher from the project team.
Requesting a project extension, if the project will take longer than is currently approved.
Adding data from the UK Data Service collection.

Click on the type of project change to see guidance on what project leads can do if they need to make these types of changes.

Project leads can add additional researchers to their project record via their UK Data Service account. The additional researcher(s) will need to be registered with the Service before they can be added to a project. The project lead must ensure that the email address they use to add the additional researcher matches the email address on the researcher’s account.
Once the project lead has added the new researcher to the project record, they will then need to go through the approval process for arranging access to the SecureLab project area. This varies by dataset, so the project lead should contact our Helpdesk for specific guidance.

In the event that a researcher is no longer affiliated with a project, the project lead must notify us through our Helpdesk to enable us to update our records and withdraw the researcher’s access to the project.

If the person leading the project is to be replaced, they must contact our Helpdesk advising whether or not they are leaving the project altogether and who is taking the responsibility of project lead.

We recommend that project leads build enough time into their project’s lifespan for completing their analysis and producing outputs, as well as undertaking revision and resubmission to journals.

However, we understand that sometimes projects take longer than expected. When we contact you to remind you that your project’s expiry date is approaching we will include information about how to request an extension.

To request an extension, the project lead will need to fill out the SecureLab Project extension request form (Word) with the following:

Project lead details.
Project details.
The proposed project expiry date.
Justification for requesting an extension.
Publication details.

Project leads requesting an extension must return this form to the UK Data Service Helpdesk email address help@ukdataservice.ac.uk, ideally with the project number in the subject of the email. We will notify project leads that the project is due to expire 4 months, 2 months and 1 month before the expiry date, giving opportunity to make an extension request.

We aim to receive a decision from the data owner before your project expires. In the event of a delay, by default your access to SecureLab will be maintained while the data owners consider your extension request, unless the UK Data Service is instructed to do otherwise.

Should the data owners refuse your request, we will communicate this decision to the project lead, with any feedback that we have received.

If the request is approved, then we will confirm the new expiry date to the project lead and update our records.

If we do not hear back from project leads before the project expires then we will assume that the project has concluded and access will be revoked for all researchers.

Similarly, if a project lead requires additional safeguarded or controlled data to be added to their SecureLab project, this will need to be approved by the relevant data owners before we can provide access – adding the datasets to your project record doesn’t kick-start the approval process.

In the case of safeguarded data that are made available under the UK Data Service End User Licence (EUL) conditions, the data will have needed to be specified on the original project application in order for us to add the data straightaway.

If you request the addition of an EUL dataset to your SecureLab project area that wasn’t mentioned on your original application, then we will need to contact the data owners of the controlled data that you’re using, in order to request permission from them for us to add it to your project.

If you need to request additional controlled data for your project, then this process will vary depending on the additional controlled data you’re requesting, and the controlled data that you’re already using. Please contact our Helpdesk for specific guidance.

This site uses cookies

Necessary cookies

Cookies that measure website use

Changes to your project after approval

More help in 'SecureLab'

This site uses cookies

Necessary cookies

Cookies that measure website use

Changes to your project after approval

Adding a researcher to the project team

Removing a researcher from the project team

Requesting a project extension

Additional UK Data Service data requests

More help in 'SecureLab'