Open science practices at Centria University of Applied Sciences

Before collecting data, it is important to find out whether a research permit is required.

If the research concerns activities taking place in an organization (e.g., a hospital, educational institution, or company), permission to conduct the research must be requested from the organization.

The research permit is requested from the target organization in accordance with its defined practices. Many organizations describe their permit practices on their websites. In large organizations in particular, the processing of permits follows a specific formula and schedule, which is why the processing of permit requests can be slow.

Research conducted in schools or daycare centers, such as surveys or observational studies, can be carried out without the separate consent of parents or other guardians if the research data does not include any identifying information (name, social security number, address). However, it is advisable to inform guardians about the research. (Source: https://www.tenk.fi/sites/tenk.fi/files/media/Kuula-Luumi.pdf)

• Even when the research focuses on Centria University of Applied Sciences staff or students, the researcher must apply for a research permit. No permit is required for surveys or similar types of research used in Centria's internal quality development work.
• You can apply for a research permit using the form below. The research permit form should be sent to kirjaamo@centria.fi.

Research permit

• The research permit must be accompanied by a research plan and a data protection notice. These documents must specify
  • how the data will be collected
  • who will collect it
  • how and where the data will be stored during the research
  • what the data lifecycle is
  • what will happen to it after the research, i.e. how it will be destroyed/archived, etc.
• The invitation to participate in the research and a link to the research form can be sent to students and/or staff via Centria's communications department  (viestinta@centria.fi).

• The research permit is granted by the vice-rector (education), who authorizes the research to be conducted, but the decision to participate in the research is up to each individual.

Based on the information provided, subjects should understand how their personal data is collected, used, disclosed, stored and otherwise processed:

• There must always be a basis for processing personal data. The bases for processing in research include consent and the performance of the controller's statutory duties. Consent must be in accordance with the General Data Protection Regulation. See the guidelines issued by the Office of the Data Protection Ombudsman.

• Informing research subjects is an important part of the research data lifecycle. Careful information and adequate consent form the basis for ethical and lawful research and long-term research projects.

• The level of detail and scope of the information required is determined by the specific characteristics of the research. Their significance should be assessed as part of the preliminary planning of the research. The key question is whether the data is identifiable, i.e. whether it can be used to identify an individual person, for example.

• Research subjects must always be informed in writing when sensitive data is being processed. If the research does not involve sensitive data, the information can also be provided verbally, in which case the researcher must document how they have verbally informed the research subjects.

• Informing the subjects consists of the following areas:
  • Contact details
  • Research topic and objective
  • Data collection
  • Voluntary participation
  • Confidentiality of research data
  • Combining register and document data with information provided by the research subject
  • Privacy of research subjects in research publications
  • Informing research subjects about the further use and archiving of research data

• The Data Archive guidelines explain how and where to inform research subjects when their personal data is being processed in a study. The guidelines provide detailed explanations of the quality requirements, timing, and content of the information to be provided..Read the guidelines on the processing of personal data at the Data Archive.

• Templates for privacy notices and templates for informing and obtaining consent from research subjects can be found in MFiles.