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giesie [D. Users]
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-The following protocol for the EPD was agreed by the EPD Advisory Board at its meeting in Bordeaux and changed after discussion during the EPD General Assembly at the IPC 2008 in Bonn. In the event that additional changes are necessary in the future, all database contributors and users will be notified and the changes will be published on the EPD homepage. The current protocol will also be distributed with any data transferred from the EPD to a user+The following protocol for the EPD was agreed by the participants of the 2016 open EPD meeting in Aix en Provence.
  
 ===== A. Administrative Structure ===== ===== A. Administrative Structure =====
  
  
-The EPD Board consists of an elected chairperson,​ the spokespersons of the EPD Support Groups, and the EPD database manager. The EPD chairperson co-ordinates the Support Group activity and represents the EPD. The chairperson ​is elected by EPD contributors and scientists having a bona fide interest in the EPD, who must register in advance with the database manager. Nominees for the office of EPD chairperson need to be proposed before the elections by a proposer and seconder. The term of office ​of four years, re-election ​is possible. The EPD Support Groups support the database manager. The spokespersons of the Support Groups are chosen by the groups themselves. Interested scientists are encouraged to join the Support Groups. The Vice-chairmanship of the board is rotated amongst the Support Group spokespersons.+The EPD Board consists of an elected ​chairperson,​ vice-chairperson,​ the spokespersons of the EPD Support Groups, and the EPD database manager. The EPD chairperson co-ordinates the Support Group activity and represents the EPD. The chairperson ​and vice-chairperson are elected by EPD contributors and scientists having a bona fide interest in the EPD, who must register in advance with the database manager. Nominees for the office of EPD chairperson need to be proposed before the elections by a proposer and seconder. The term of office ​is normally 4 years but the term is at the discretion of the board. The EPD Support Groups support the database manager. The spokespersons of the Support Groups are chosen by the groups themselves. Interested scientists are encouraged to join the Support Groups.
  
 ===== B. Data ===== ===== B. Data =====
  
  
-1. Data must consist of the original counts, not percentages ​or digitized data.+1. Data must consist of the original counts, not percentages. Estimates of counts from digitized data will be accepted and marked as such if the original counts are not available.
  
 2. The database must contain the original taxonomic identifications,​ with exceptions of exact nomenclatural synonymy. As primary entries, taxa will not be lumped into higher taxonomic groups in the database. For practical reasons, higher-level hierarchies will exist within the database in two ways; the first will be according to pollen morphology, the second according to plant taxonomy. ​ 2. The database must contain the original taxonomic identifications,​ with exceptions of exact nomenclatural synonymy. As primary entries, taxa will not be lumped into higher taxonomic groups in the database. For practical reasons, higher-level hierarchies will exist within the database in two ways; the first will be according to pollen morphology, the second according to plant taxonomy. ​
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 5. Restricted data may be used only by permission of the data originator. Appropriate and ethical use of restricted data is the responsibility of the data user. 5. Restricted data may be used only by permission of the data originator. Appropriate and ethical use of restricted data is the responsibility of the data user.
  
-6. Restrictions on data will expire ​three years after they are submitted to the EPD. Just prior to the time of expirationthe data originator will be contacted by the EPD database manager with a reminder of the pending changeThe originator may extend restricted status for further periods of three years by so informing the EPD each time a three-year ​period expires.+6. Restrictions on data will expire ​two years after they are submitted to the EPD, unless ​data owners request an extension Up to three two-year extensions can be requested 
  
 ===== C. Contributors ===== ===== C. Contributors =====
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-1Must ask permission from the data originator for use of restricted data. +Normal ethics apply to co-authorship of scientific publicationsPalaeoecological datasets are labour-intensive and complex: they take years to generate and may have additional attributes and metadata not captured in the EPDUsers of data stored in the EPD should ​consider inviting ​the original data contributor ​of any resultant ​publications if that contributors data are major portion of the dataset ​analysed, or if data contributor makes a significant contribution to the analysis of the data or to the interpretation of results. ​For large-scale ​studies ​using many EPD recordscontacting ​all contributors or making ​them co-authors ​will not be practical, ​possible, or reasonableUnder no circumstance should authorship be attributed to data contributorsindividually or collectively,​ without their explicit consent. 
- +In all cases, any use of EPD data should include the following ​or similar ​text in their acknowledgments:​ Pollen data were extracted from the European Pollen Database (EPD; http://​www.europeanpollendatabase.net/​) ​and the work of the data contributors ​and the EPD community is gratefully acknowledged
-2. Should, as a matter ​of courtesy, inform ​data originators of the uses being made of their data. (But see also D 8.) +Upon publication,​ please send to the EPD a copy of the published work or a link to the electronic resource. Your assistance helps document the usage of the database.
- +
-3. If the contributor wishes, ​should ​show the contributor results of analyses and manuscripts for publication for critical comment. (But see also D 8.) +
- +
-4. Should cite, in any publication using data from the database, the contributors' ​original ​publications describing their data. (But see also D 8.) +
- +
-5. Should send reprints ​of publications that use EPD data to the database centre. +
- +
-6. Should acknowledge contributors for use of unpublished data and for any advice they may have provided. (But see also D 8.) +
- +
-7. No user can pass data on to another party. All users must obtain data from the central database. +
- +
-8. Normal ethics apply to co-authorship of publications. The contributor should be invited to be a co-author ​if a user makes significant use of any individual ​contributor's data, or any individual contributor'​s data comprise ​substantial ​portion of a larger ​dataset ​analyzed, or a contributor makes a significant contribution to the analysis of the data or to the interpretation of the results. ​This guideline applies to unrestricted as well as to restricted data. In the case of synoptic ​studies ​that use pollen data from numerous sites it may be neither practicalpossible, nor reasonable to contact ​all contributors or make them co-authors ​of the publication. It may even not be possible ​to cite all the publications that were usedNonethelessin all cases the authors should make the EPD aware of their use of the data and should include the following text in their acknowledgments:​ Pollen data were extracted from the European Pollen Database (http://​www.europeanpollendatabase.net/​). In no circumstances should authorship be attributed to data contributors, individually or collectively,​ without their explicit consent+
- +
-9. The data are available only to non-profit-making organizations and for research.+
  
-Profit-making organizations may use the data, even for legitimate uses, only with the written consent of the EPD Board, who will determine or negotiate the payment of any fee required. ​ 
  
  
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