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SOM NIH Data Management and Sharing Policy: Budgeting

Allowable & Unallowable Costs

Reasonable, allowable costs may be included in NIH budget requests for:

  • Curating data
  • Developing supporting documentation
  • Formatting data according to accepted community standards, or for transmission to and storage at a selected repository for long-term preservation and access
  • De-identifying data
  • Preparing metadata to foster discoverability, interpretation, and reuse
  • Local data management considerations, such as unique and specialized information infrastructure necessary to provide local management and preservation (for example, before deposit into an established repository).
  • Preserving and sharing data through established repositories, such as data deposit fees.
    • If the Data Management & Sharing (DMS) plan proposes deposition to multiple repositories, costs associated with each proposed repository may be included.

From the NIH

  • Infrastructure costs that are included in institutional overhead (for instance, Facilities and Administrative costs) 
  • Costs associated with the routine conduct of research, including costs associated with collecting or gaining access to research data. 
  • Costs that are double charged or inconsistently charged as both direct and indirect costs 

Budgeting for Data Management & Sharing - NIH

Common DMS Costs

Principal investigators (PIs) generally underestimate data management costs. The management cost for a grant will almost never be zero: if nothing else, staff time will go into managing and curating data. Here are some common costs to consider:

  • Contact your chosen repository to discuss any fees they will charge for depositing your data.
  • If you need professional de-identification services, consider getting a quote from an outside vendor. If, for example, you have a large volume of data with PII or qualitative data that will be complicated to deidentify, you may want to go this route.
  • Cost of obtaining datasets that you plan to reuse in your study.
  • A professional transcriptionist to transcribe audio or video files.
  • Licenses for specialized data collection or analysis software.
  • Hiring a lab data manager for the duration of the project.

Source: Utrecht University

Application Process

Estimated DMS costs must be outlined in the budget justification attachment in a section clearly labeled "Data Management and Sharing Justification". The recommended length of the justification should be no more than half a page. 

See the application guide instructions for the R&R Budget Form for additional details.

Use the Additional Narrative Justification attachment in the PHS 398 Modular Budget Form and include a section clearly labeled "Data Management and Sharing Justification" followed by the requested dollar amount. If no cost will be incurred, enter "0" for the requested dollar amount. Also include a brief justification of the proposed activities that will incur costs.  

See the application guide instructions for the R&R Budget Additional Narrative Justification attachment for additional details. 

Any estimated DMS costs for the subaward must be outlined in the budget justification attachment of the Subaward R&R Budget form in a section clearly labeled "Data Management and Sharing Justification". The recommended length of the justification should be no more than half a page. 

The Other Direct Costs of the R&R Budget Form is no longer required (NOT-OD-23-161).

Where to Get Help

Questions on budgeting can be directed to the Grants Management Office at Northwell:

Office main line: (516) 465-2776
Email: gmo@northwell.edu

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