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Conditions for supply of data to academic researchers

Since August 1999, academic researchers may apply directly to HESA Services Ltd (a wholly-owned subsidiary of HESA) for data. A fee will be charged for significant data requirements, but academic researchers are eligible for a 50% discount over standard charging rates. To qualify for this discount you must satisfy HESA Services Ltd that the following criteria have been met:

  1. You must be working for / affiliated to a recognised research organisation or an HE provider subscribing to HESA.
  2. You must utilise the data supplied by HESA for the sole purpose of ‘research and experimental development’ as defined within the Frascati Manual 2002 (a summary of this can be found below).

You will be required to forward a copy of the research proposal document to HESA Services Ltd upon application for data.

The 'Permitted Purposes' in the data supply agreement describe the conditions that apply to using the data. Conditions that apply specifically to academic research include:

  • The deliverables may be used by the client for academic research in respect of the following research project [name of the project]. In this Agreement "academic research" has the meaning given to the term by the OECD Frascati Manual.
  • The deliverables may not be used for the purposes of teaching, HE provider planning or promotion purposes.
  • The client is permitted to reproduce information derived from the deliverables or reference the deliverables within research papers or reports relating to the [insert name of project], provided that the data is rounded in compliance with HESA Services' rounding strategy. Permission is hereby given for such papers or reports to be:
    • Published in [specified title of journal/other publication/book format]; and/or
    • Shared with [specified third party/parties, e.g. research institute/foundation]
    • Save for the permission given in this specific sub-condition, the deliverables may not be published or shared with any third parties for any purpose.
    • A summary of how the deliverables were used and the outcome of the research must be sent to HESA Services Ltd as soon as reasonably practicable after completion of the research. The summary may be published on the HESA website.

Research and experimental development (R&D) comprise creative work undertaken on a systematic basis in order to increase the stock of knowledge, including knowledge of man, culture and society, and the use of this stock of knowledge to devise new applications.

The term R&D covers three activities: basic research, applied research and experimental development.

It does not include, unless carried out solely or primarily for the purposes of an R&D project:

  • Education and training (unless in pursuit of a doctorate level qualification)
  • General scientific and technological activities  (including feasibility studies, patent and license work, policy related studies and software development) 
  • Production and industrial activities
  • Administration and supporting activities.

The basic criteria for distinguishing R&D from related activities is the presence in R&D of an appreciable element of novelty and [pursuing] the resolution of scientific and/or technological uncertainty, i.e. when the solution to a problem is not readily apparent to someone familiar with the basic stock of common knowledge and techniques for the area concerned.