Data Acquisition and Use Agreement

Questions

a) I am wondering if there is still a necessity to have this document signed by users of DLI material given we do have a secure site? I see that some locations have mounted the agreement as a condition of use.

b) If we are required to have faculty sign the agreement, does the one signature suffice for all DLI material requested for that individual, or is it to be signed each time a request for data is made?

Answers

a) Users are not actually required to sign the DLI licence to use DLI data. From what I understand, this is the scoop:

1) Some DLI member-institutions request that users sign the Model Use Licence to ensure that the users are familiar with the terms of use. The fact that they are signing a licence may make the users feel more responsible for following the conditions outlined in the licence. Should anything happen (such as inadmissible use of the data), the data centre is protected against the "I didn't know" excuse!

2) Some DLI member institutions also use the filled licences as a gauge of activity. By requesting a signed licence from all users, they have have a quick count of activity in their data centres.

3) Some institutions provide data through protected web access and the terms of use of the data are clearly available for users. I think some even have the terms of use pop up before users download the data and they have to agree to proceed. Others, on the other hand, have a brief blurb about the terms of use and a link to the full terms. Some simply have a link with the terms of use.

As you can see, there is a wide variety of methods used by DLI contacts to monitor the use of the data. We find that the smaller institutions can manage having every user sign a licence, whereas the larger institutions provide information about the terms of use for the data, but do not request a formal signature.

b) I think this will have to be decided at the institutional level. The DLI does not require signed licences and so we can not stipulate whether you need one for each data product or one per request.

I believe this is something that should be discussed with your people. The thing that matters to the DLI is that the data are used in accordance with our licence. How you see that this is enforced is at your discretion.