The following policies and steps can also be found in a Word document (“CAS Data Management Procedures”) in the Hydroshare collection, “Climate Adaptation Science Project Work.”


Overarching Policies

  • CAS project participants will make all input data, models, code, results, directions, and other digital artifacts used to generate results available for others to use and share.
  • Each CAS participant will chose the Expected Level of Reproducibility (Research artifacts available, Results replicable) for the resource (see Stagge et al (submitted) for descriptions).
  • Each CAS participant/group will complete a Data Collection Plan prior to starting project work (see template).
  • Hydroshare ( is the primary location to deposit digital artifacts.
  • Participants who park digital artifacts in other locations (e.g., Github, Figshare, discipline specific repositories) will create reference links in a Hydroshare resource to point to the artifacts. This resource will provide a container to hold meta data and links to the actual location of the digital artifacts.
  • Digital artifacts and data are interpreted broadly to mean all data, models, code, directions, results, and other digital content used to generate results for the work.
  • Share proprietary and human subject data to the extent allowed under access and collection agreements. Where sharing is not possible, provide metadata to describe the contents of data.


Steps for Sharing Data, Models, Code, Directions, and other Research Artifacts to Hydroshare

  1. Create a HydroShare Account at
  2. Create a HydroShare resource. At minimum, this requires a title, an abstract, and at least one keyword. Include the keywords “Climate Adaptation Science” and “USUCASProgram”. CAS resources should be composite resource types.
  3. Add files/content to the resource. For the resource to be shared or discovered, at least one file must be added. HydroShare will handle files of any format, but for CAS, we encourage you to use file types that are portable and non-proprietary (e.g., for table-based data, csv files rather than Excel files). For each resource, multiple files can be loaded, and files may be organized into folders. Files must include all input data, models, code, model results, detailed metadata, documentation of data collection methods, directions to use materials, and other digital artifacts needed to replicate study results. In the metadata, also note artifacts that cannot be shared (e.g., proprietary data or some human subject data), are available from 3rd parties, or by author request. Metadata may be attached to content files within a resource, and to the resource as a whole.  Where the content files added are a HydroShare recognized file type (e.g. geographic shapefile, multidimensional netCDF file, geographic raster file), HydroShare will automatically recognize these files and convert them into content aggregations that hold metadata extracted from the files, and to which metadata can be added.
  4. Add relevant metadata. In particular, add authors and contributors to the dataset. Add funding agency credits (National Science Foundation, Climate Adaptation Science, NSF Award Number 1633756). Add spatial and temporal coverage information if relevant.  If HydroShare recognized content files are added, spatial and temporal coverage information may be automatically populated.
  5. Add extended metadata (Name and Value pairs) to describe the expected level of reproducibility a user should expect from the resource and the expected results. Expected levels of reproducibility include Artifacts available, Results reproducible, or Findings replicable. See Stagge et al (submitted) for further descriptions of levels of reproducibility.

Table 1. Extended Metadata Fields to add to the resource

Field Name Value
a.    Expected Reproducibility Level [Artifacts available | Results reproducible | Findings relicable]
b.   Expected Results [Description of results generated by the digital artifacts]

If expected results are described in a paper, report, or other document, add the preprint for the document to the repository and note the location in the Value field.

Steps to create extended metadata in Hydroshare

  1. Scroll down the resource page to below the button Download All Content as Zipped BagIt Archive. Find the strip of tabs labeled Authorship, Related Resources, Extended Metadata, etc. Click Extended Metadata.
  2. Click the button +Add New Entry.
  3. In the Add New Metadata window, enter the first Name as Expected Reproducibility Level and Value
  4. Repeat steps b and c. Enter the second Name as Expected Results and Value
  1. Use the Reproducibility Survey Tool ( to self-asses the Expected Reproducibility Level of your HydroShare resource stated in Step #5. Use feedback to improve the resource.

Optional Additional Step to Improve Reproducibility

  1. Ask a Peer/near-Peer to use the Reproducibility Survey Tool ( to assess the expected reproducibility level of repository materials.
    1. Have the assessor leave a New Comment (at the bottom of the resource) that describes the actual level of reproducibility found and suggestions for the author(s) to improve the resource to reach the Expected Reproducibility Level.

Final Steps to Add Resource to the CAS Collection

  1. Allow the CAS.coordinator to add your resource to the CAS collection.
    1. Set the resource Sharing Status to Public
    2. Below Sharing Status, check Shareable.
    3. At the top of the resource page, click the Manage button, invite the CAS.coordinator, set the access dropdown to Can edit, and click +Add.
  1. Email the CAS coordinator ( the link to your resource and that you feel that your resource is ready to add to the CAS collection. The CAS coordinator will check that the authors are CAS project participants. You may need to make a few edits to the resource to ensure that it meets minimum metadata and completeness standards. The project manager will add Hydroshare resource to the CAS collection.
  2. Formally Publish Your Resource. Click on the “publish resource” icon at the top of the resource landing page (the globe icon). Formally publishing your resource assigns a digital object identifier that can be cited, makes the content and its metadata description immutable, and should be viewed similar to publishing a research paper. This is a FINAL step and should only be done when you are sure that the content files of your resource are complete and that the metadata description has been finalized.
  3. Recognize Peers/Near-Peers for their work to verify the Expected Reproducibility Level of your resource in the acknowledgements of manuscripts and other scientific work that reference your Hydroshare resource.