For Users Who Applied for Data via Postal Mail by December 2013

If you submitted a request for data use via postal mail before December 2013 and were approved, please note that your application request will not be shown in your List of Applications for Use in the User Page of the SSJDA Direct website. Thank you for your understanding.

For Data Usage Reports and Data Output Reports, please continue to submit them by postal mail as before.

Data Use Reports (For datasets with a limited period of use)

Each time you publish an article (including papers presented at academic conference, and research papers), you are required to submit at least two copies of the articles or a chapter of the book with the Data Usage Report to SSJ Data Archive. Even if you do not publish any article, you will have to submit the Data Usage Report to SSJ Data Archive prior to the deadline of the data use term. (Agreement: 5)

If you are finished with using the data before the termination date of the period of use, you may submit your Data Usage Report, etc., and erase the data files without waiting until the termination date.


(1)Erasing the Data

Following the termination of the period of use, please be sure to erase the data files. If you have received the data via a CD-R, please destroy the CD-R as well. This measure is necessary in order to prevent unintended disclosure or unauthorized use of the data. We ask for your vigilance and cooperation.


(2)Submitting Data Usage Reports and Publications

Please be sure to submit Data Usage Reports to the SSJ Data Archive.

Data Usage Report Form (English) MS Word PDF

If you have produced any publications that use SSJDA datasets, please submit copies along with the Data Usage Report. (Please submit a minimum of two copies. Depending on the number of datasets used, three or more copies may be necessary. Please refer to this link for details regarding the required number of copies.)
Note: "Publications" include both published papers and conference presentations that have used SSJDA data.


Note that applications for an "Extension of the Data Use Period" cannot be accepted by postal mail. Those wishing to extend their data use period should submit a new application through the online system. Details regarding the new online application system (SSJDA Direct) can be found here.

Data Output Reports (For datasets witn no period of use)

Data Output Report Form (english) MS Word PDF

For publications using analyses of datasets that do not have a limited period of use, please file a Data Output Report by completing the form below and submitting it to the SSJ Data Archive. (Please submit a minimum of two copies. Depending on the number of datasets used, three or more copies may be necessary. Please refer to this link for details regarding the required number of copies.)
Note: "Publications" include both published papers and conference presentations that have used SSJDA data.


Number of Copies of Publications to be Submitted

A minimum of two copies of all publications are required to be submitted to SSJDA.

Depending on the number of datasets used, you may be required to submit three or more copies. Please refer to the following example to determine the number of copies you are required to submit based on the number of depositing institutions who have provided the datasets.

The purpose of requesting these copies is to forward them to each of the depositing institutions responsible for the data in order to provide them with documentation of the secondary analyses conducted with their dataset(s).

Example

Dataset(s) Used for Secondary Analysis Explanation of
No. of Copies
No. of Copies
to be Submitted
Datasets Used: 1 Depositor (1) +
SSJDA (1)
2 copies
Datasets Used: 3
(All 3 datasets are provided by the same depositor)
Depositor (1) +
SSJDA (1)
2 copies
Datasets Used: 2
(Each dataset is provided by a different depositor)
Depositor (2) +
SSJDA (1)
3 copies
Datasets Used: 5
(3 of the 5 datasets are provided by the same depositor,
1 of the 5 datasets is provided by a different depositor,
and the remaining 1 dataset is provided by yet another depositor)
Depositor (3) +
SSJDA (1)
4 copies

Other Notes

-Your Application Number is recorded on the Notice of Approval, which is included with the dataset(s) that will be sent to you upon approval of your application. Please include this number when submitting documents to facilitate processing by SSJDA.

-When submitting publications, please clearly indicate the section(s) where the citation(s) from SSJDA data are noted with a sticky note or other physical marker. This is necessary for the depositing institution(s) and SSJDA to confirm the citation.
(Note: Citations should follow the citation format described in the Agreement, Section 3.)

-The title and author of submitted publications will be introduced in the List of Publications Using SSJDA Data (Japanese only)on the SSJDA website.

Reports and copies of the publications should be sent to the following address:
SSJ Data Archive
Center for Social Research and Data Archives,
Institute of Social Science, The University of Tokyo
7-3-1, Hongo, Bunkyo-ku, Tokyo, 113-0033, Japan

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