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How to Onboard a New Student/Collaborator

This guide is for supervisors and lab managers setting up access for a new student needing acces to the data. Complete each step — some steps require waiting for account approvals.

Step 1 — Institutional Prerequisites

  1. Non Disclosure Agreement — Depending on your referent PI, you may need to sign a NDA, check with them and sign the agreement if you need one.
  2. Ethics training — You must refer to your referent PI to follow and complete the ethics training they require.

Step 2 — Databrary Registration

  1. Go to https://databrary.org and click Register.
  2. Select Affiliate as the account type (not Principal Investigator).
  3. When prompted for a sponsor, enter the PI's name and institutional email address. The PI will receive an authorisation request by email.
  4. The PI approves the request from their Databrary account under Manage Affiliates.
  5. Once approved, the student will receive a confirmation email. Ask them to forward it to the project coordinator.
  6. The coordinator will then grant access to the ExELang Databrary volume.

Note

Databrary approval can take 2–5 business days. Plan onboarding accordingly.

Step 3 — Homebank registration

Addition to homebank must be done by your PI. The request for access is addressed to homebank via email to 4homebank@gmail.com with the following elements: - Full name - email address - your referent PI - type and dates of your contract - answers to the dedicated homebank ethics training

Info

cc you referent PI in your email

Once registered, you should get new access codes to homebank

Step 4 — Registration to the language archive

  1. Go to https://archive.mpi.nl/tla/ and click Login
  2. Select the create new account tab
  3. Create your new account
  4. Give your account name to your referent PI so they can add you to the pool of authorized people.

Step 5 — Data security

You must be aware of a number of dara security rules and comply with them at all times when working with this data

  1. All files must be encrypted in transit.
  2. File duplication outside the main storage unit is discouraged; copies outside the main unit must be deleted promptly when not actively used.
  3. Storage on portable devices (laptops, external drives, USB keys) is done only exceptionally and minimizing security risks with the approval of the referent PI. Specifically: All files must be encrypted and deleted promptly when not actively used.
  4. No transfer outside the European Union is allowed without explicit approval from corpus owners.
  5. Workstations must be protected by current antivirus software and security patches.

Step 6 — Orientation Resources

Once everything is set up, you referent PI is ready to grant you access to the data, please read some material on how you can use it: