Agenda

Action Points

• Check our workshop overview and plan to attend all of them at least once. It does not have to be ASAP, just good to put it in your agendas.
• Start one of the RDM / FAIR / Open Science courses linked in the Development section of this onboarding document.
• Get acquainted with DMPonline and review some DMPs (with data consultants).
• Do walkthrough of TopDesk (with data consultants).
• Drop by walk-in hours for Digital Humanities on Thursdays.
• Join the ASReview team on Thursdays.
• Do a train-the-trainer meeting on Yoda -> this is still to be planned

Practical Things

Here’s a summary of things you can cover in your first days:

Arrange Hardware & Software

• Laptop
• Phone
• Two-Factor Authentication](https://intranet.uu.nl/en/2fa)
• VPN
• IT manuals

Staff Access

• UBU Employee Card
• UU Campus Card

Administration & HR

• Check out Self-Service HR.
• Fill in your work schedule on Self-Service HR
• Update your personal profile page
• Check out TopDesk - a self-service portal.

New Staff Orientation Session

New staff members are always invited to an orientation session. These sessions take place 5 times a year. You’ll receive an invitation via email about 4-6 weeks prior to the next meeting.

Campus Map

In case you need to find your way to different buildings and locations, here’s a link to maps of the campus.

Organization

The Director of the UB is Matthijs van Otegem.

The UB consists of three divisions/sectors:

• Collection Services

• Academic Services

• Public Services There is also:

• Stafdiensten which includes management support, communications, IT, facility management.

UB Organization Chart. Click to enlarge.

Strategic Plan 2022-2025

You can read the UB’s Strategic Plan for 2022-2025 here. We are still working on the year plan for 2023.

The UB: Offline

The UB is situated in two locations: the City Centre (UBB) & Utrecht Science Part (USP).

You’ll mostly work at the USP, at the offices on the 2nd floor. FYI: Rooms 2.14 & 2.16 are the ones where staff from Academic Services/Team RDM usually work, though there will likely be a new (flexible) office plan in the coming months.

Team RDM works partly from home, and partly from the office. We prefer to do our meetings in person and your choice of location for independent work is largely flexible.

The UB: Online

Our online activities are organized through MS Teams. We have an UB-wide koffiehoek and the Academic Services Teams. We’ll add you to these Teams.

UB-wide Meetings

• I(dee) D(elen) koffie (weekly)
• I&D Bijeenkomst (quarterly)

You’ll be invited to these meetings by the organizers. These are meetings where UB colleagues across sectors come together to share updates and ideas. They are not manadatory, but they’re nice to attend when you have time and you learn about what’s happening in other parts of the library.

Informal Meetings

There are a lot of initiatives you could join to meet colleagues: There are WhatsApp groups for UB colleagues who like to take walks around USP during lunchtime and or meet for lunch on the 2nd floor. Moreover, Academic Services is also organizing ontmoetingslunches. You can talk to Dafne or Neha if you want to know more.

The Bosses

The managers of our sector include:

• Division Manager: Martine Pronk
• Department Manager: Kim Bergmans
• Department Manager: Sven Raeymaekers
• Department Manager: Wenneke Meerstadt

Kim is our direct manager, so you’ll be meeting with her regularly.

Faculty Liasions

To learn about the UB’s services and relations with respect to the UU faculties, it is good to have meetings with faculty liaisons. Faculty liaisons are the first points of contact and representatives of the library at the faculties. They are considered to be the ones with in-depth knowledge about ‘who is who’ at the faculty-level. Therefore, make an appointment with:

• Science: Aleksandre Gogaladze -> Aleks will be leaving us soon, so maybe meet with Andreas Franzke (information specialist).
• Veterinary Sciences: Felix Weijdema
• Humanities: Rogier Schumacher
• Medical Sciences: Najoua Ryane
• Geosciences: Jeroen Bosman
• Law, Economics, and Government: Sandrien Banens
• Social Sciences: Jan de Boer -> Jan is on sick leave for now, so maybe meet with Erika Manten (information specialist)

AS Teams

Academic Services is further organized into teams. For management purposes, these teams are divided between Kim, Sven and Wenneke. Each team has a contact person (or aanspreekpunt). It would be helpful to meet these contact persons and learn about what each team does and how we all fit together within the sector:

• OPERA: Felix Weijdema
• Coding & Software: Neha Moopen
• Digital Humanities Support: Arja Firet
• Special Collections: Marco van Egmond -> try to visit Marco at Special Colellections in-person, there’s lots of cool maps and more!
• Learning: Marie-Louise Goudeau
• ADD: Desiree ten Dam & Rogier Schumacher
• RDM Support: Dafne Jansen
• Publishing Support: Jan de Boer -> we need to track down someone else in Team Publishing for you to talk to, while Jan is away.
• Copyright Information Office: Saskia Manuela Bergmans & Judith Hanekuijk
• BONUS -> Open Access Specialist: Jeroen Sondervan

AS Meetings

Currently, Academic Services gets together (via MS Teams) for a meeting every week or so. They are not mandatory, but we recommend to attend them regularly. During these meetings, there is usually one presentation which serves as an update of what a particular person/team has been up to.

Overview

RDM Website

Take some time to go through the RDM Support website. It’s our go-to page for both researchers and staff. While you’re at it, let us know if you have any feedback on improving the website!

Newsletter

RDM Support also has a newsletter that you can subscribe to.

RDM Policy @UU

You can read the University Framework for Research Data UU. Faculties have their specific policies as well, but this overarching one is a start.

FAIR Research IT Program

A particularly interesting program at the UU, is the FAIR Research IT Program. The previous “‘edition’ of this program led to the formation of RDM Support and the UDMC amongst other things. Read all about it on the UU website and the program website.

RDM Within UB

Data Consultants

• Dafne Jansen (also functions as a Community Manager)
• Jacques Flores
• Mary Felix-Maina -> Mary is currently on maternity leave.

Data Managers

• Ron Scholten
• Dorien Huijser
• Neha Moopen
• Otto Lange -> Otto is not exactly a data manager, but he’s our metadataspecialist!

Communications

We have two communication advisors that support us: Petra Davids and Marloes Beerling.

RDM Beyond The UB

RDM Meetings

Meetings for RDM Support occur at different levels:

• DMDC meeting: Monthly meetings for the Data Consultants & Data Managers at UB, as well as the KimBoss.

• RDM Askathon: A wholly informal and non-mandatory meeting of RDM colleagues within the library to ask each other RDM questions and learn from one another. -> Mary would organize these, but it hasn’t occured since she left for maternity leave.

• D-Lunch: A twice-monthly informal meeting with people from the broader RDM support network. The focus of this group used to be the collaboration between the UB and ITS, but we now have colleagues from the faculties joining as well. Not a mandatory meeting, but definitely recommended.

• RDM Expert Meeting: A semi-formal 8-weekly meeting with people from the larger RDM Support network to dive into + discuss RDM-specific topics and issues. The focus of this group is aligning key players like central RDM Support, faculty-level support, privacy & information security. Dafne chairs the meeting, Jacques is always there, but apart from that we discuss who of is can and should be present.

• Utrecht Data Management Community (UDMC) Meeting: A bimonthly semi-formal meeting with people from the regional network. The focus of this group is collaboration between UU and UMCU, but also other Utrecht Science Park organizations.

MS Teams

We will add you to the 2x MS Teams groups for RDM Support:

• RDM Support
• Utrecht Data Management Community

Open Science Platform

The Open Science Program at UU is directed by the Open Science Platform.

Tracks

The Open Science Program is centered around the following tracks:

• Open Access
• FAIR Data & Software
• Public Engagement
• Recognition & Rewards

The FAIR Data & Software track is particularly relevant for us at RDM Support. Jacques is currently our representative in this working group.

Open Science Fellows

The Open Science Fellows are researchers who are recruited for a specific track of the Open Science Program, based on their interests and expertise. They represent their faculty within the track. The Open Science Fellows per faculty are listed at the bottom on each track page linked in the previous section.

Faculty Open Science Teams

With Open Science being an important part of the UU’s Strategic Plan, every Faculty has an Open Science Team now. They are composed of at least one ‘Open Science Fellow’ from each of the aforementioned tracks, in addition to the OSCU Ambassadors and faculty management.

You can learn more about the FOSTs on the UU website.

Open Science Community Utrecht

The OSCU is a bottom-up initiative for open science at the university, it’s largely by researchers and for researchers. This group used to be very active, but it is a bit quiet at the moment…

Nonetheless, you can register on the OSCU website. They also have a Slack group that you can join!

OSCU usually organizes an OSCoffee every month and there are larger faculty-specific, open science symposiums organized through the year.

There is an ‘OSCU Ambassador’ at every faculty, you might see these researchers around - they’re (obviously) more active than others in the field! You can see the core team and members on this page.

General

For personal development in general, check out the UU Development Guide on the intranet].

RDM

The following self-paced courses are a great start to learn about RDM:

• The Research Data Management Librarian Academy (RDMLA)
• Essentials 4 Data Support

FAIR Principles

• The FAIR 101 lectures are a nice introduction to FAIR.
• You can also read the article that started it all: The FAIR Guiding Principles for scientific data management and stewardship
• The YOUth Cohort Study also has article about their FAIR data and infrastructure: FAIR, safe and high-quality data: The data infrastructure and accessibility of the YOUth cohort study

Data Privacy

To learn about data privacy, check out:

• Our own Data Privacy Handbook
• Understanding the GDPR, a self-paced course.

Open Science

There are many resources to learn about Open Science, we’ll link you to the following:

• The well-known Open Science MOOC
• Open Science: Sharing Your Research with the World, a self-paced course from TU Delft.

Libraries!

And last, but not least: it might be nice to learn about libraries since you’re going to be working in one!

Library Carpentry offers some interesting lessons, some are relevant to us as ‘data people’ as well.