Checklist for open research infrastructures

Check that the research infrastructure does not have any restrictions on who can use it.

Are there decisions, external terms and conditions or similar that regulate who may use the research infrastructure?

Check any requirements imposed by the organisation or funding body regarding access to the research infrastructure.

External funding bodies may have different conditions regarding access to a research infrastructure. It is important to ensure that such conditions are not in conflict with the requirements and conditions imposed by your own organisation.

Verify that the research infrastructure complies with the principles of access required.

From October 2022, HEIs must comply with special requirements regarding access in order to make use of the special authorisation provided for in the Fees Ordinance (SFS 2022:1378). For other organisations, it may be appropriate to check that such requirements are in place.

Ensure that the services offered by the research infrastructure are communicated well.

Clear communication is crucial in reaching external users:

• Is it clear how an external user can contact the research infrastructure?
• Is it clear what the delivery may consist of, and what the time frames are for access and delivery?
• Is the cost estimate clear? Is there a price list?
• Is it clear what is required to be permitted to use the research infrastructure? For example, completion of training, availability of the research infrastructure’s technicians, etc.
• Is it clear what applies to external users regarding work environment, insurance and liability requirements.

Make sure your organisation has procedures for charging
external users fees.

Fees for research infrastructure may need to be recorded and disclosed separately, especially for HEIs when utilising the new, special authorisation provided for in the Fees Ordinance (SFS 2022:1378) and for use within the framework of an ‘economic activity’.

Verify that your organisation has procedures for dealing
with secrecy and intellectual property rights (IPR) through
non-disclosure agreements.

For external users, secrecy throughout the process is often a prerequisite. This should be ensured by training the research infrastructure staff and by means of contracts or agreements with external users. These must be drawn up in accordance with the provisions in the Public Access to Information and Secrecy Act (SFS 2009:400).

Ensure that there is a procedure for users who have roles inside and outside the host organisation.

For example, when technical staff or directors have assignments that are outside their main employment, such as an external researcher position, or when a researcher also has their own company. It is important to clarify and distinguish between these roles when research infrastructure is used.