 Good morning, everyone. And thank you for attending today's webinar. Today's webinar is on finding and accessing data via the UK Data Service. My name is Paru Sia-Obe and I'm going to be presenting together with my colleague Irakles Curites. Good morning from me as well. Thank you very much for joining today's webinar. And we hope you enjoyed it and find it useful. We are both members of the Data Access team within the UK Data Service where we support our researchers in getting access to high quality secondary social science data. Before we begin, we'd also like to thank Emma Green for facilitating today's webinar. Today's webinar will be in two sections. The first section will cover who we are and what we do as UK Data Service, our data sources and who can access the data in our catalog and the different ways we categorize the data we hold in the archive. This section will also include guidance on how to search and find data plus a mini activity for practice and feedback. The second section will focus on how to access the data we hold. We will initially look at the data access policy and the registration process. My colleague will also help you get a clear understanding of the different data access levels and how to access such data. Throughout the section, we will also look at the different tools which can help you find, explore and analyze the data. At the end of the presentation, we will also allow some time for questions. But in the meantime, you can please insert any questions you may have in the Zoom Q&A box. For those who do not feel confident, we are hoping that by the end of today's webinar, you feel more confident. To begin with, we will look at what the UK Data Service is. The UK Data Service holds the UK's largest collection of research data. It is home to UK's only nationally funded research infrastructure for creating and providing access to social science data and has been influential across the world. Since it was established in its original form at the University of Texas in 1967. The UK Data Service is funded by UK Research and Innovation through the Economic and Social Research Council to meet the UK data needs of researchers, students and researchers from all sectors including the academia, central and local government charities and foundations, independent research centers, tank tanks, business consultants and the commercial sector. Our collection includes major UK government-sponsored surveys, cross-national surveys, longitudinal studies, UK sensors data, international aggregate data, business data and qualitative data. We provide more than just data. We provide guidance, resources and trainings like this workshop to make the most of our data and help researchers develop their key skills in data use. Here in the UK Data Archive, which is the lead organization, we work with colleagues across the UK to deliver the UK Data Service. We collaborate with the research data experts at the Joint Information Systems Committee, Kathimaj Institutes for Social Research at the University of Manchester, the University of Edinburgh, the University College of London. If you are interested to know more about what we do, the benefits of secondary analysis and an in-depth presentation on the different types of data we hold, we will highly recommend you to view the recording of our webinar, in the introduction to the UK Data Service. We took place last week between the 3rd of November. This can also be found on the UK Data Service YouTube channel, and a copy of the presentation slides can be downloaded from the training and events page of our website. The data we hold comes from a wide range of sources and we are allowed to disseminate them under the license from the original data depositor. While we are not involved in the collection process for the data we hold, the data are deposited with us, so we do take part in preserving, creating and presenting the data in our catalogue with clear details and documentation, making them available to researchers. Some of the most prominent sources of data we hold are the National Statistical Authorities, and these ones are from the Office for National Statistics, National Records of Scotland, and the Northern Ireland Statistics and Research Agency. We also hold data from UK Government Departments, which include the Home Office, Department for Environment, Food and Rural Affairs, the Department for Business, Innovation and Skills, and the Department for Work and Pensions. Data sources also come from Intergovernmental Organizations, which include the International Monetary Fund, Organization for Economic Cooperation and Development, and the World Bank. We also hold data from Research Institutes, which include the National Center for Social Research, the Institute for Social and Economic Research, and the Center for Longitudinal Studies. Finally, and through our catalogue, you can also find data that have been deposited by individual researchers and academics, researchers that are funded by Economic and Social Research Council also deposit their data with us through ReShare, which is UK Data Services' online data repository where researchers can archive, publish and share data. So the data we hold is also suitable for researchers, students and teachers from any discipline, organization or country who have registered an account with us. Some data sets have restrictions on access due to the data redistribution license agreement we have with the data providers, but there is opportunity for everyone to access our data. Although most of our users are academic users, contrary to the popular belief, everyone can register with us to access the data we hold. Users from other sectors such as local and national government departments, charities and think tanks, as well as commercial users are welcome to register with us. Commercial users, however, may incur some fees depending on what they intend to use the data for. That is if they intend to use the data for commercial or non-commercial purposes. Users who are not affiliated to any institution are also welcome to access the data to pursue their independent research. We currently have just over 48,000 registered users of the service from 148 different countries. The data service currently holds more than 9,000 data sets of a number of categories and types. A new data set are added all the time. A very good example of that data is related to COVID-19, which has become very popular within the UK data service in the past few years. The data we offer can be categorized in different ways, and our website has been designed to enable you to access the data set you require in the most straightforward way possible. One of the main ways we categorize the data we hold is by their type. So the different types of data are the survey microdata or the international microdata or qualitative data. Another way we categorize the data we hold is by purpose. That is most of the data we hold are available for research purposes, but we also offer specially curated data sets that are meant to be used for teaching in a classroom setting. These are specific data sets created for this exact purpose. We also categorize our data by theme, and some of the themes include but not limited to aging, crime, economies, COVID-19, among others. Furthermore, we also categorize our data by their geography or by their access level. Each data set held in the UK data service collection has an access level designated by the data provider, depending on the detail, the confidentiality, and sensitivity of the data. And the second part of this webinar will take a further look into the different access levels for each data. When searching for the right data to use in our research, it is important to think about the data in all these different ways. Think about who, what, where, and when you want to investigate, and this can be beneficial when you and will help you in your search for data. So what are the types of data that are available to download and access to the UK data service? Well, the UK data service holds different types of data, and these include the survey, microdata, international microdata, the sensors data, and then qualitative mixed methods data. Let's now take a closer look at each of them. For the survey microdata, these constitute major UK surveys and large surveys, which can be used to produce national estimates and to inform policymaking. Via the UK data service, you can also access collections of cross-national survey data, as well as longitudinal data and studies. The international microdata, this one contains socio-economic time series data, aggregated to a country or regional level. Many of the data banks are the current releases of the major statistical publications produced by intergovernmental organizations, such as the World Bank, the IMF, and then the Organization for Economic Cooperation and Development. We also have the sensors data, and these data include statistics from the UK sensors, which help paint a picture of the nation and how we live. They provide a detailed snapshot of the population and its characteristics, and under paint funding allocation to provide public service. The UK data service holds and enables access to aggregates boundary, flow, and microdata from the last sensors from 1961 through to the latest 2021. Also, through the integrated sensors microdata, which is ICIM, we provide access to sensors data from 1951 to 1911. We also have the qualitative and mixed-method data, and then the qualitative data is the non-numeric information, and mixed-method approaches combine both the quantitative, which is the numeric, and then the qualitative, which is the non-numeric. Now, let's take a look at how a dataset will look when you download and open it. On the slide, we have an example of quantitative data. These are screenshots taken from the public attitudes to animal research survey from 2016. You can find this dataset using our data catalog search tool, which we'll talk about in the next few slides. This dataset is available under an open data license due to its low disclosure risk. You can see the banded ages, and we can also see the government office regions, which are the lowest geographic units in this case. So these are the age bands, and then the government office regions are the lowest bands. This is a part of the reason why this dataset isn't considered high risk, and it is more widely available. Since the way it is structured minimizes the risk that participants may be identified by their responses. On this slide, we can see an example of a qualitative data, which is a non-numerical data. What you see on this slide is a screenshot of the transcript of an interview with Frank Woolley from the dataset Family Life and Work Experience before 1918. This data cycle ran from 1870 to 1973, and it is also known as the Edwardians. This dataset is also considered open access, and you can find it through Qualibank, a very useful online tool, which we will see shortly. Just a reminder that if you would like to know more about the different data ties we hold, we recommend you looking back at the recording of our introduction to UK Data Service webinar, which can be found on our YouTube channel. So we are now going to guide you through the different ways in which you can browse and search and find data via the UK Data Service. The first way of searching and finding data is by using our catalog search tool. The data catalog search box can be found by visiting our website homepage at www.ukdataservice.ac.uk. On the home page, you can navigate to the find data. You will immediately see the catalog search box. It is a box with a magnifying glass search icon, and it takes search our data catalog. Use the search box to look for studies or series on a particular subject or the study number, or the name of the principal investigators if you know them. Once you click the search button, a list of related results will appear on the data catalog. You can then select to view your results as studies or a series of studies. You can also use the various filters on the left side of the data catalog pages in order to narrow down your search. The available filters include the dates from and the dates to the topic, which is the overall subject areas of a study or series. However, please note that this filter only contains a limited set of high level topics. It can also filter by data type, which will include the cohort and longitudinal studies, UK survey data, business micro data and sensors data. You can also filter by access type, and this will be either the open data, safeguarded or control. And you can also refine your search by the country or countries you want to research on. Finally, you can also reset the filters in order to start your search again. Another way to browse search and find data about the UK data service is by using the humanities and social science electronic Theseros Haset 2. Your search query is treated both as a free text search, which means there will match occurrences of that search string in the meta field in our catalog record and as a keyword search, which will match keywords found in the corresponding keyword meta field in the catalog record. Keywords are subject terms drawn from the UK data archives Haset, which have been used to index each study at concept or variable level, and which represent the concepts covered by that study. Keyword matches are shown in search results prefixed by keyword. If you know the name of the keyword you are looking for, you can type it in the search box directly by typing keyword followed by the keyword in question in capital letters. For example, keyword poverty, as you can see on the suggested options in the slide. Another interesting option here is that you can perform the search the other way round. As we already mentioned, studies in the UK data service collection are all assigned keywords which are aligned with the Haset. You can directly assess those working tool by selecting the help button on our homepage along the two top two bar on our website and then scrolling down to the section searching for data and then you now select the using Haset to search for data. Haset has over 4,600 terms and more than 3,500 alternative terms. It is a great tool that can help you to find those appropriate terms to search for in the data catalog. You can browse the full list from A to Z or click the hierarchy tab to explore by subject. In our example, we have selected a term poverty and as you can see on your screen, the two presented as with the broader concept social disadvantage, as well as scenario and feather related terms that could potentially be worth exploring. Finally, these two will help or allow us to perform a direct search for our selected keyword in the UK data service catalog as pointed by the arrow key on the slide. Another way of finding data for the UK data service is by visiting our browse data page. This option is very useful if you have a particular research topic that you are interested in or you know the specific data you are looking for. The browse data page can be seen on our website, on our homepage UKdataservice.ac.uk. Please click on the find tab along the top two bar as pointed on the slide and then please select browse and access data as pointed by the yellow arrow. As you can see, once you visit the page, you'll be able to browse data sets based on the major categories we discussed earlier on. Here you can browse data by theme, you can browse data by type, you can also browse data by the purpose. So another option we have on this page is by the general section. Here you can also browse for data through the following different ways. The search terms, which is another option that will direct you to another direct link to assets to we have already covered. The geography, clicking on this one will help you find specific geographic data such as administrative, electoral or boundary data. And then our online analysis tool tab. This provides you with the option of exploring the suite of online tools we have. So you can explore the data, so you can explore the date, the variable and question bank as well as the quality bank. Some other popular tools for exploring data in our collection are Nesta, Infuse and UKDS.start. But you are welcome to also send us your queries via the UK help at UKdataservice.ac.uk and we'll be open to answer every queries you have about using our online analysis tool. As an example, we can now have a further look on browsing data by theme. The theme section would be particularly helpful if you already know the topic you want to research but are not sure where to start with finding useful data set. This slide shows some of the popular themes that are used. These include aging, COVID-19, economics, education among others. Selecting any of the themes above will present us with the individual theme page. So in this case, we selected the COVID-19. The individual theme page is not only less key data set on a selected topic, but it also allows users to view all the data related to this topic within the UK data service catalog. By clicking the view all data, data button. In this example, the yellow arrow points are the view all data button for the COVID-19 data theme. You can also navigate and select the view button next to the key data set all of your selected theme, which will take you to the individual study page. In our example, you can see that if you click the view button for the first key data set listed in this section, which is a business insight and condition service, this will take you directly to its catalog page. There you can find the full details of the specific data set or its relevant documentation such as data dictionaries, variable list and user guides, and a lot of further resources. In the second part of this webinar, we'll provide you with further information on what can be found in a study specific data catalog page. Before we return to Mentimeter and to an activity we have prepared for you so that you can practice finding data, we'd also like to present to you a set of useful tools which are designed to support your search and explore the data held in our collection. A very useful tool we explore, which you can use to explore survey data is a variable and question bank, which allows you to find and retrieve information about variables and questions from a range of survey data sets held by the UK data service. You can use this tool to identify which survey data sets contain questions or variables of interest to you. You can directly assess the variable and question bank by selecting the help button on our website and then scrolling down to the section searching for data. At this section you will now see the variable and question bank. A key benefit of the variable and question bank is that users can find consistency across data sets. For example, where harmonized or common variables have been used over time across different economic and social surveys. Each variable record provides a link to more information about the item. The UK data service variable and question bank contains over 450,000 variables with over 250,000 containing question tests or responses. You can enter your search term in the search box and click go. You can also combine certain terms with field tests which are present on the left side of the tool. In this example, we have search for highest educational qualification in this tool. Which as we can see with 10,000 of results from the results and in order to view a single variable record on one page, we can click on the variable name and label which is marked with the red color on the results page. To compare variables, we can choose add to my variables which is next to the results we are interested in and then select the my variables basket at the top right of the page. Click variables can then be compared side by side by as shown in our example. So in this example, we can compare the different variables from our search results. A key limitation of this tool is that not all studies in our data catalog have had your variables added to this search. However, you can check whether the survey you are interested in is covered by using the survey filter. Going to the next tool, also look at the quality bank. As per its name, this tool is the UK data services search and browse interface for qualitative data objects, allowing you to search the content of text files such as interviews, essays, open-ended questions and reports. Similar to the previous tools we have already covered, you can directly access quality bank by selecting the help button and then going down to searching for data and then you use the searching quality bank. In our example, we have search for poverty and we can see that our search returns result where poverty was mentioned. Where poverty was mentioned as part of interview transcripts, interview summaries, reports, essays as well as web resource. Each result provides a direct link to the catalog page of the qualitative data set that this information relates to. Our purple arrow on this slide is pointing on the link to assessing the collection from the data catalog. Like with other search functions in our website, quality bank can also be filtered further in order to narrow our search. Some of the available options are the resource type, as we can see on our screen, the dates and then the collection title. Since we have had a look at the UK Data Service webpage and the different ways you can search, browse and find data, we are now going to do a practice activity. This will allow you to explore and search the website independently. Our next slide will provide guidance on how to return to Mentimeter in a further instruction on our activity. Thank you very much, everybody, for taking part in this short activity. Of course, we will share the slides with everyone at the end of this webinar. These are just some examples to get used to using the different tools we have discussed today. And of course, feel free to keep practicing at the end. And if you have any questions or you couldn't find something, please feel free to reach to us and we will be happy to join in a Zoom call with you or any way of communication to go through some examples together. Thanks a lot. If I may kindly ask you to return to the Mentimeter software tool so we can go through some further questions in order to meet you better. I have the instructions on the screen. It's menti.com and the code 7877-8897. Or you can use the QR code. Excellent. So our first question, I see that you have already started responding. It is what topic of data type are you interested in? And we have different responses. After a sport, health, poetry, education, mainly transport, housing, welfare, population, food, poetry, pet ownership. Yes, we had a discussion on this on the chat. Yes, for example, if you are looking for a specific question that might have been asked in one of the surveys, the variable and question bank is a very nice tool because you can identify if that type of question in which survey they might have asked that. And you will see from the wording that you may be able to find something similar or, and of course, we will be more than happy to help you on your search. Thank you very much for your responses and participating. Just if you took the time to search for something of your interest or any of the examples we provided, could you please provide a search response if you were able to find it or no? Thank you. Thank you for your responses. Yes, it looks pretty even, isn't it? Yeah, and now it is even. So some yes, some no. Thank you. So now the no is higher. We will keep providing assistance and we will keep working on these webinars. We'll be in communication with everybody so we can support to make the searching easier. Also our teams are working on our website to make functionality easier, to make the help page easier. So please provide us with any feedback that can help us make things better for you. And for the, for those of you who have search and you are not able to find what you are looking for, would you please provide us with some of your ideas of what do you think it was a barrier on the search? Yeah, we have one example. People with disabilities in higher education in the UK. Yes, again, we can go through the tools on that. What are needs are? Yes, thank you very much for that. Most is fashion, not first on search. Yes, thank you very much for this feedback. This is something that we have noticed as well that sometimes the most recent doesn't come automatically first. So it has to go through the filters, but this is something that it has been in our scope. Thank you so much. More examples, of course, we will be happy to share more examples with you. Doesn't exist or has been published more time. Yes, of course, indeed. Yes, and please feel free to keep practicing at the end. Yes, and of course as we're looking for some detailed data, but I suspect you might not hold it. Please feel free to get in touch. I will share contact details approaching the end of the webinar and we can see we can see it together to see how we can help you. Thank you. And last question. What do you believe it will have making it easier for you to find what you are looking for? Better keywords. I understand this reply refers to the he has it tool. A bot assistant. Yes. Excellent. Thank you very, very much. Beginners guide. Yes. Examples of what we can do. We are working on some videos as well. On our website. So shortly we will have videos available. So it will show the way to make a search to find data. Beginners guide for specific studies. Yes. That's another thing we can look for. Thank you very much. The feedback will be kept and it will be shared within all of our teams. So we can make the service better and better to meet your needs. Thanks a lot. So what we will do now we will return back to the presentation so we can continue together. The second part of this session. Excellent. As my colleague Parousia has already informed on the second part of the session we will go a bit deeper into the access conditions and how we can actually access a data set based on its level. We will go through the three-tire access policy and how to access different types of data you can find on our website. Let's begin. Every data set in our collection has access level assigned to it. It is designated to it by the data owner, by the data provider. We offer data in a three-tire access policy which is open data or safeguarded data or controlled sometimes referred to as secure data. This is the main different access levels you will encounter on our catalogue. One of the main questions it is how I will be able to identify the access level. So I have found a data set. So let's see for example you have identified the understanding society data set with study number 6614 and the question is how do I know what is the access level which is assigned to this specific data set. The answer is on the details tab. So every study in the catalogue has its own catalogue page. This is the catalogue page for this specific data set. As you see we have different tabs on here and under the tab details we can see the study number and the access level. These data are safeguarded so we get the first information of what is the access level for this data. Of course by itself it's not enough information and we will have to select the access data button to see further information and the access conditions. Before we do that to notify that on each catalogue page you will be able to see another tab which is documentation and in this tab you will be able to find a lot of information about the data set. As we have said the data are not collected by the UK data service so any data we offer are deposited to us by the data owners but what we do is we preserve them we curate them and we present them in a way so that those social science data that have already been collected are clear and through the documentation somebody can clearly understand what are the variables inside how those have been collected what specific questions have been asked and on the resources tab how this data set has been used for other research so it's all together all the information you can find can help you use safely and correctly the data set you would like to do. Back on the access level selecting the access data button we can see on our screen here we will be able to see further information so as we read here the data collection is available to UK data service registered users subject to the end user license agreement. Commercial use of the data requires approval from the data owner or their nominee. We will cover everything going forward. Excellent. So here we have a table on this table we can see on the left hand side the different access levels open, safeguarded and controlled and the access conditions and who can access each of those access levels let's go and see them one by one open data as it's already mentioned by its name open data are available to anyone the governments around the world are increasingly committed to data transparency and to the principle that data which are publicly funded should be publicly available as we progress throughout the years more and more of our data collections are available using open data licenses and we work closely with all the data owners to identify and remove any unnecessary barriers to access data as an example many of the UK census data we hold the aggregate data are available as open data data licensed for use with an open license are data which are not personal data also legally they are not personal they are not classified as personal data and have relatively very few restrictions to use by preference the open government license is used where data collections are crown copyright and when the data collections are copyright others we use the creative commons attribution international license no registration no authentication no login is required to access open data I will show you an example of how you can actually access such a data set here we have examples a very popular data set the 2020 the most recent census aggregated data you see again that is the catalogue page you can find information on the details tab on the documentation tab the resources tab and of course as we see on our screen it says that the data may be accessed via statistics UK DS so this is a tool that it allows us to access aggregate census data this data freely available to all and license under the terms of the open government license so we see the licensing term you will also notice on the top right of the page that it has the yellow login button so that indicates that I'm not logged in but I don't need to login and authorize myself to access this data set all we need to do is to select the purple access online button and that will send us to the specific tool which will allow us to go through the census data via this tool you will be able to access aggregate data from the 1971 to the last censuses 2021 and 2022 in Scotland and we also support users with census resources moving next to another example of open data here we have the catalog page for a study with title the Oxford internet survey 2013 as you see again on the top right corner I don't need to login I'm not logged in I'm a visitor on the website at the moment and immediately we can see that this data is available to download file formats data most of our studies that you can find on our website are available in data format in tab in SPSS some of them for different regions might not have been prepared ahead but if you need it in a different format please let us know and this our curations teams will work on this for you all we need to access this open data set is to select the purple download button and our download will begin instantly turning next we will have a look on the safeguarded data thousands more datasets in our website can be downloaded can be ordered or analyzed online by registering and accepting the end user license agreement some safeguarded data may have additional conditions so as we see on this table the access level is safeguarded and we can have different cases of safeguarded data we can have end user license we can have safeguarded data with special conditions we can have safeguarded data which require the post or permission and we can have safeguarded data which will require a special license there was a question as well about that so we will see that as well in more detail as you see on the right hand side in order to access any of the different types of safeguarded data something is common what is common is that you need to be a registered user you need to log in to register with the UK data service and be logged in before accessing a dataset classified as safeguarded this is one of the main safeguards because that will provide the data owner with the information of who is accessing the dataset and for what purpose let's see that in more detail and we will see each of the cases separately before we go to specifically each one of the cases let's see because it's very common among all of the different sections that we need to register with the service let's see how we will do that so how to register and how to accept the end user license which is the common criteria for any safeguarded dataset two different cases here the main is if you are a member of a UK if you are a UK academic user so if you are in a UK college or university then your institution will more likely be a member of the UK access management federation that means that in order to register and log in with the UK data service all you need to do is to use the credentials that you already have from your institutions how to do that you select on the top right the login there is not a registration button we just select the login button on the top right and the first ever time you try to log in the system will recognize that this is the first time and will pass you through registration so we select the yellow login button and then you start searching for your organization so here for example let's assume that we are at the University of Manchester and we select University of Manchester that this is the institution I'm affiliated with once you select continue it will send you to your institutional login service to use your credentials and login if you have here any issues with your login this issue will have to be referred to your IT department because we do not own and we cannot view any issues on the accounts you have with the specific organization you log in and the system will redirect you back to the UK data service and as you see on the left it says this is the first time you are accessing our services okay let's go through the registration form all you need to do is to complete the registration form to check that all your details are correct and at the very end as we see on this slide you will be presented with the end user license agreement which is made between you and the University of Essex please read this carefully you select submit at the end and that means that you are already registered and you have accepted the end user license agreement the other option if you are not a UK academic user as my colleague Paruj explain anybody can register you can even register if you are looking to do personal genealogical research but let's say you are affiliated with the University not in the UK or you are affiliated with a charity in the UK any other than non UK academic you will not be able to find your name in the box so as you see below there is a we have ticked a small box which says my organization is not listed so that's what you need to select and underneath it will say if you can't find your organization you will need to request a username so you need to make an application for a username you select this hyperlink request a username on the next screen you have to tick again to confirm that indeed my organization is not listed and I need to request a UK data service username so in short because you don't have credentials that can be used to register with the service we will provide you with those what you need to do you type your email address this has to be your institutional email address subject that you are registering with the service in order to do research under the affiliation you have your organization so you type your email address we will send you a one-time code and you will check your email find the one-time code insert it in the form and submit this will have checked your email and the next section is to complete the application for a username normal application personal details organizational details we will receive your application we will check it and we will be in contact from our email at ukdataservice.ac.uk you once your application for a username is approved you will receive an email such as the one you can see on your screen and this will have a link which you will need to click it to activate your account when you click it you will go to the UK data archive identity provider this is because the username is provided by us the UK data archive which is the lead organization of the UK data service so this is the login page you will need to use once you login we continue similarly to the initial scenario the system will identify that it is your first time and they will pass you through registration and to accept the end user license agreement it's worth noting here that every next time you want to login you will select the login button on the top right corner and because you are not a UK academic user and your username was provided by us all you need to do is to search for UK data archive as organization or tick the box my organization is not listed and you see on the right it says please sign in here both of them will work the same way so we have covered how to register as we have seen it is in order to access safeguarded data it is one of the main things to do a lot thousands of data are available just by registering to the service you can download them and there are ways to access them online we will see more on that let's see the first case so as you see on the top end user license anyone once register can access them so let's see an example we have a data set the title is hunger in the UK 2022 we have already selected the purple button access data and what we read here that the data collection is available to UK data service register users subject to the end user license agreement and you see as you can see on the top right I am now a register user so I am logged in in my account so I have registered I have accepted the end user license agreement so I should be allowed to download immediately the data set indeed all I need to do is to add to assign the data set into a project remember that we said that part of the safeguard is to explain that who is using the data so this is me because I am registering my account and for what person by assigning the data set into a project I will be able to explain to the service what is the reason why I want to use this data set we can create a new project or we can add it to an existing one let's see how we can create a new project as well all it needs is a title so to explain what is the project we are doing an abstract it's around 100 characters to explain what is the purpose of the research we are doing and the very important is the project type there are three different project types we can choose from non-commercial project is the 90 and more percent of all the projects we have in the service all research projects, projects for dissertations, PhDs any public benefit work will be classified as non-commercial commercial is any project or any data usage that has a sole purpose the generation of income and there is no public benefit associated to it and a teaching project is a project where a teacher would like to apply and use some of the data in a classroom setting for this example we will create a non-commercial project which is most of the projects you will be creating we have created the project and we have assigned the data set into our project so here we can see that the data set in my project is the 9110 data set and as you see the green button it has the status of the data set is showing us active this is what we expected because we have met the only condition that we had to access the data set on the right of the status button we can see actions all we need to do is to select actions, download and as you see here the SPSS format, Stata format, Tab format available we select which one we need or more than one and we can download them directly so we have covered how to download and user license as we we can refer to it safeguarded data set before we continue I would like to mention here that if the data set you have identified on our website starts with study number 85 usually it will be 6 digits and starting with 85 the way to download it it's not exactly the same so as you see here an example under the tab details you can see title and under that study number and it starting with 85 and then 3050 anything starting with 85 is deposited in a different repository we have it is deposited in a repository called Reser which was initially created to allow researchers who had ESRC grand holders to deposit any data that come as a result of their studies of course now anybody can deposit data the main the curated the big repository we have is where you will find the big national surveys usually they are about the whole population or a big part of the population on Reser you will find data sets that have been self deposited by researchers of any discipline or sometimes code to keep them easy to be used of course the anything on a Reser it is either open or safeguarded this is the depositor will decide that in communication with the service sometimes there are some extra access conditions such as to get in contact with the actual depositor to discuss ethics considerations but this is rarely the case of course if it is a safeguarded data set and you need as we have said to register with the service the Reser if you see on your right it has the login and register it will you login on the service this will be transferred here to the Reser repository and similarly you will be able to download the data so this was a parenthesis just if your data set starts with 8 5 back to the safeguarded data sets let's see now another case special conditions so we have a safeguarded data set we are registered users and let's see this example the title is British social attitude survey 2021 and we read it's a safeguarded data set of course and we read the data collection is available to users subject to end user license ok we can cover that commercial use of the data needs approval from the data owner ok let's say that we will add this data set in a non-commercial project so we will not need any approval and we see it has an additional condition a special condition so everyone that is to use this data before access is given they will have to accept this condition how to do that also if you see on the bottom you on the top right I'm sorry you see that I'm not logged in at the moment and I have two options down one is to log in and add it to account similarly to what we did earlier or there is an option explore this data online using nestar this is on the bottom right of your corner access online you will ask because I'm not registered and I haven't accepted anything how this button is active this button will open the nestar another tool and it will only if you are not logged in it will only allow you to view metadata and variable descriptions it will not allow you to do any analysis once you are logged in you have met all the conditions and the data set is active in your account the same tool we see on your screen the nestar tool will allow you to do some tabulation and analysis as well we strongly suggest to use Firefox if you would like to explore this tool it is currently considered end of life as 2022 but we still keep it online because a lot of researchers found it easy so without downloading the data you can do a bit of research into them and explore them back to here we will of course log in and add the data set into our non-commercial project here we have done it and as we can see the status of the data set is not active at the moment it has a request access it's a yellow request access battle so that means that we still have something else to do and this is the additional condition of use which we have not accepted yet all we need to do is to select the complete actions button that we see on our screen and that will open for us the workflow as we name it which will have all the actions and the steps we have to follow one by one in order to be approved and be given access to the data so here we have accepted the end-user license we are registered users and once we select I'm happy that I have read and understand the above statement the data set will become active in our account and similarly again we will be able to download it so that is a safeguarded data set with a special condition other example other case we might encounter is we might need the post-order permission for different regions the same data set so this is exactly the same data set we will be looking at what will have happened if we have added it in a project which was commercial because as you see on the screen it says that commercial use of the data needs approval from the data owner so if I have added this data set into a commercial project now my workflow will be like that you will see more steps I have the introduction on the top end-user license I have accepted the end-user license agreement additional condition of use the same and then we have more steps because our project is commercial one of the steps it's called the post-order permission it is highlighted on your screen and you see that it needs the completion of an application form through this application form you will have the chance to explain to us and to the data owner this application will be sent to the data owner the reason why you need the data to justify the data because they say if the use is commercial they need to know exactly the project so you will explain to us we will explain to the data owner the project seeking their approval together with you we will be completing the workflow once we have the post-order approval once everything is in place the data will be available you might see on your screen of course payment required, commercial license the commercial projects are the only projects in the service that in care administrative costs everything else in the other service on the website is completely free another way of the post-order permission it doesn't mean that it has to be a commercial project so to require the post-order permission we have the health survey for England and as you see again, safeguarded data the data collection is available to users subject to the end-user license agreement okay I am logged in on the top as you can see and we say that access is limited to applicants based in a set of specific countries and the other paragraph says access is limited to applicants based in higher education institutions or central it has limitations of what is your affiliation and the very last sentence mentions that access requests from users not in the above categories will be subject to approval by the depositor so if you are based in a country which is not named on this list the workflow will guide you through to do again a deposit or permission application similarly to what we have said we will receive it, we will screen it we will communicate this to the data owner and once all approved then you will be allowed to be given permission to download the data moving next to a big category, special license sometimes this is treated as its own but it's part of the safeguarded of course the special license data sets are still anonymized data however the data owner identified that there is a higher risk of closure which comes from linking with private databases so and as you see the higher that risk the higher the safeguards and the more safeguards and restrictions are applied to the data sets so if we see an example special license data will be very easy to identify them because as you can see on my screen on the details and we have title alternative title access these data are safeguarded okay how do I know its special license it will also mention this on the title you see understanding society etc special license access so immediately you know that this needs a special license application procedure if we click the access data button as we have already explained in our workshop we will read the data collection is available to users subject to end user license agreement this makes sense because it's a safeguarded data set commercial use is not permitted anything classified as special license is not allowed for commercial is not allowed for teaching it's only for projects with public good and the use of the data requires approval from the data owner user must apply via special license application so here it is clear for us what we have to do I will login I will add it into a non-commercial of course project and this will be my workflow one of the steps is to complete the special license bundle this is the application and if we have a team of researchers this needs to be completed by the project lead and be sent to us so I will show you the forms and the project lead needs to collect all the forms and send them to us by an email as you can see on the screen to help at ukdataservice.ac.uk if you stop here and you do not send us the forms to the help ukdataservice.ac.uk we will not be able to know that you need this data set so you need to get in contact with us with the actual application how the forms look like when you download the bundle you see three different forms the middle one special license project application is the main project application form so it is completed by the project lead and here the lead explains that this is the abstract these are the details of the project that is the reason we need the special license data set and then for every additional researcher there is a specific form a special license additional researcher finally there is a special license user agreement we need to be one of those needs to be for everybody so let's say we have project lead plus two members we will need one project application it is for the project two additional researcher forms each one for each additional team member and three special license user agreements one for the project lead one for the first member for the second member all those together can be sent to us by email to be screened and similarly we will complete alongside you the workflow once we have communicate your application to the data owner some very important points to raise here that anyone who is interested to access special license data they are firstly advised to read the information a document called research data handling and security guide for users this has all the guidance on storing and accessing data securely with avoiding any statistical disclosure and how to permanently destroy the copies of the files the previous open data and user license safeguarded data can be downloaded even in a personal computer however the special license data can only be accessed institutionally that means that you need to explain where is going to be the storage of the data and the access this has to be on the institution this guide has all the information and of course on your application you are asked to explain exactly how the data will be stored and access remember that they have slightly higher risk that is the reason why more safeguards are in place of course as you see on the second bullet point that when applying for social survey data and especially for special license data we strongly recommend that you consider using less restrictive versions of the data a lot of studies for example understanding society study will have a data set which is safeguarded and user license and it will have as well a counterpart of it which will be a special license usually the special license have more information on the geography they go a bit lower on the geography and this is the main reason people are applying for special license data however in order for your application to be screened and to be considered by the data owner you will need to be very clear on the application that you have considered the less restrictive version and that it is important for the research to access the special license version of the data and you will need to explain what are the variables on that license that make you need the special license data set so it will not be authorized if there is not the reason is clearly explained to help you do that these are just screenshots from the catalog page as we have seen so you see on the catalog page of the special license data set from understanding society on the left side this is a screenshot from the details tab and it has clear information on what are the differences between the safeguarded and user license the special license and the secure which we will see next also on the documentation if you please popularize on the very bottom it has variables in special license version so here you can see what variables are included in the special license version which are not included in the less restrictive so that will make you decide do I need it or am I okay with the less restricted version that is it for the special license and before we go to secure question is that can I access special license data from home that depends as we say the special license data needs to be downloaded stored and accessed institutionally however some data owners have agreed some temporarily additional conditions this started during the pandemic and now there are negotiations to see if this can be turned in more permanent access type in short to be able to access special license data from home as you see on the right hand side the data owner and the specific data set needs to be on the permitted list so first we need to make sure that the data owner is potentially allowing the special license data set to be accessed from home and then there is kind of an application to agree to those additional conditions how do you agree to those additional conditions I will go a bit back here on the user agreement there is an appendix so when you complete the user agreement there is an appendix which allows you to agree to the additional conditions of course we will let you know if everything has been completed correctly and we will first inform you that you are allowed to access now from home as well when we mention home access please note that you don't download the data at home in a personal device what you do is once everything has been approved and all checks has been done you will be allowed to remote into the institutional device so the data which will have the data the device which has the data is the institutional device and what you need to do is you will use the institutionally provided VPN to remote from a device which you will have at home this can be an institutional laptop that you have been given to remote into the institutional device where you have the data which will be downloaded that is the setup for home access full guidance of course is available on our help pages and on the link provided we will share with you the slides I will move next to the control data control data is in the UK data service we provide access to data that are too confidential or too sensitive to be released via any of the other methods and especially via download however control data are a very valuable resource for our researchers these data are often accessed for the detailed geographies of the location of the respondent which includes postcode and grid references these data are not suitable for any inexperienced researchers such as undergraduates and should only be used if absolutely necessary similarly to what we have said through the application process again we will have to prove that indeed for our research this data set the control version of a data set is indeed needed if data set are available at a lower level we strongly encourage you to apply for these alternative versions first here we will see of course yes it's from the table again access conditions secure lab access this the control data cannot be downloaded everything is accessed through the secure lab the secure lab is our online remote environment where the researcher logs in again from an institutional device so an institutional device is allowed to log in into the online environment all the research and analysis is done there software are provided and at the end when an output is needed there is a procedure to request an output release and our teams are checking the output for statistical disclosure before this can be released as we said access on this screen we see the main requirements important to note that access needs to be in the UK there are the UK data service is part of the IDAN which for international data access network so some specific data sets can be accessed in some specific safe rooms and archives in Europe but the main is that the researcher needs to be based in the UK and have a UK affiliation so the access is either institutionally we will white list a device at your institution which will be allowed to connect to secure lab or there is the safe pod network which is in different libraries usually at universities there are specific safe pods where you can visit there and access your project which of course needs application to be approved how do we access so let's say we have identified that yes ok secure control data set is the data set that I need as you see on number one there is an application and the application differs if the control data are provided by the ONS are provided by a different data provider or specifically by the smart energy research lab this is because to the different legal gateways that we follow in order to access those data each other the digital economy actor UK GDPR it depends so the application you will see it's a bit different training is required safe researcher training is required for ONS control data the researcher will also need to have a credited researcher status how the question is how do you know what to do the response is very simple because if you add a secure data set so a lot of people ask how do I know which application to follow for non ONS control data for ONS for shell or this is the the last one is the case we said about the workflow is your guide so you will add the secure data set into your account you will assign it to a non commercial of course project secure as well cannot be used for anything else than projects which have clear public benefit and here we have some examples of workflow on the left we see for example that you need to accept the end user license and this will guide you through the full application process the left example is as we classified it non ONS control data set it's the understanding society which is provided by the institute of social and economic research as you see the steps introduction accept the end user license complete the research proposal again the lead needs to complete the research proposal every person needs an accredited researcher application every person needs to complete a secure access user agreement this is an agreement that which is needed show your institution a person who can accept legal responsibility for the whole institution accepts legal responsibility for your data usage and then you see training deposit or approval of course we will complete that for you once we have the deposit or approval and secure lab account setup form this is an online form that everybody needs to complete so to explain to the technical team what will be the technical setup am I going to access it in my office at the institution and where is the location etc what is the IP and more all you need to do is to begin the process by completing the research proposal the forms and follow the instructions step by step on the workflow on your screen then once your application is screened we will be in communication similarly on the right hand side you see most of the steps are similar some differ the right hand side is the business structure database an example of an office from national statistic control dataset similarly you follow the steps you read the information and you send us all the documents on our email secure applications ukdataservice.ac.uk and then we will be in communication with you for the next steps I have added the same question can I access a secure lab from home so again it is a possibility that this can be accessed as you see on the screen we have lists similarly to the special we saw earlier we have permitted dataset so in short to be able to access secure lab from home again you will not login from home to the secure online environment from home you will remote into the institutional device which is allowed to login to the secure lab online environment and what is what you have to do first we need to check that all the data in our secure lab project are included in the permitted lists so to make sure that the data owner is potentially allowing home access and then there is another application process it's different for ONS and non-NS data through the application process you agree to extra terms and conditions you provide evidence such as that your machines have up to date security software etc we do technical checks at the end if the application is successful you can be allowed to access the secure lab from home. Approaching the end of our webinar some are now just to raise the help pages on our website so a lot of information we are working as well to update our help pages so any feedback you have for us will be much appreciated and of course if you scroll down on the help pages you can see you can read about the different types of data you can find a wealth of information and don't forget to see the section online tools for exploring data we have covered most of the tools like the NESTAR tool we have covered the tool to access aggregates census data of course there are more tools there are more tools even for please take your time to explore the online tools for exploring the data as well how to contact us if your questions are not covered on our website on our help pages and you would like please to contact us on our help pages section contact us we will share with you the direct link you can find the direct web form this comes directly to our teams and if you see on the bottom it says would you like to contact us about so depending on what you select that is directed to our team so we aim to help you within the five working days most of the times it's much quicker than that there is also a feedback section on our website so feel free to raise your feedback that will be much helpful to improve our services some upcoming events on this slide we have like we do webinars all the year round so these are some of the next sessions we would like to highlight on the 30th of November consent issues in data sharing data in the spotlight in December for sensors longitudinal data and the secure lab dropping session this is a new type of sessions we have introduced so you will see that coming usually every month and it gives you an hour but you can go you visit of course the training and events page and it opens for you the event right where you can book a 15 minute slot so you can have a one to one with a secure lab expert to ask any questions to discuss further things so that we have found out that this is very useful of course you can contact us on our telephone on our email on our web form which is the way we prefer to make sure that we will receive your communication and we will be happy to arrange a zoom call a one to one call with you to be able to support you once you close the zoom session today you will receive an evaluation survey please allow some time to complete this for us if you don't receive it you will receive an email tomorrow so this will be included in there as well with Apologies for overrunning for couple of minutes we would like to ask you on this stage if you have any questions of course anything which we cannot reply on the moment right now we will please contact us on the web form a reference that you are coming from the webinar and we will of course get in contact with you thank you thank you everybody for attending if you have any questions please don't hesitate to send us an email and we will be glad to help you