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How to obtain a consultation at GFZ

The GFZ OSPO license consultation is now obtained through the Helmholtz RSD. This guide explains how to access the consultation.

note

At this stage, a license consultation is only avilable for members of the GFZ.

The service is currently in an early provisioning stage. Please contact us if you have any question or encounter problems: ospo@gfz.de.

TL/DR
  • Create a new software entry in helmholtz.software and fill in data in the chapters "Description", "Links & metadata", "Contributors" and "Organisations"
  • click on "Obtain a license consultation" in the sidebar and follow the instructions
  • submit
  • Ask your section head to approve the request that has been sent as an email.

RSE: submit a consultation request​

If you are an employee at the GFZ, and you would like to obtain the consultation, please follow these steps.

note

For the perspective of section heads, please go to Section head: approve the request

Step 1 - Login​

Login to helmholtz.software via the sign in button in the upper right corner.

Location of the sign in button

If this is the first time signing in, follow the instructions and provider access to your information in Helmholtz ID.

Step 2 - Accept terms and conditions​

Accept the Terms of Service and Privacy Statement for helmholtz.software

Terms and Conditions modal

Step 3 - Create software entry​

Create a new software entry by clicking on the + icon in the upper right corner:

Add new software drop-down

Step 4 - Add basic metadata​

Enter the name of your software and a short description (max. 300 characters) to initiate the software entry:

info

The short description will be used for the consultation request. Please describe in few words what the software does.

You may adjust the url under which the software will be available in the Helmholtz RSD now. This setting cannot be changed afterwards.

Create a new software

Step 5 - Fill in software metadata​

Please fill in the data in the RSD entry for these chapters:

  • Description
  • Links & metadata
  • Contributors
  • Organisations

You may leave fields empty if you do not know what to add. Especially License and Keywords under "Links & Metadata" are not required at this stage.

RSD metadata

Step 6 - Initiate the consultation​

Click on the "Obtain a license consultation" at the bottom of the sidebar.

Obtain the consultation

Step 7 - Add additional data​

Follow the steps of the webform. Update your personal details with your phone number, and Name and eMail of your Section Head.

Consultation webform

You have the opportunity to review the data you entered previously (Software Info, Contributors, Organisations). If you do not want this, you may directly skip to the Questionnaire.

info

Filling out the Questionnaire is essential to receive a appropriate license recommendation.

Step 8 - Submit​

Click on "Submit". You will receive a cofirmation email. Your supervisor will also receive an email where we ask them to approve the request. As soon as this is done, we will contact you with furhter information about your request.

Submit

Step 9 - Thank you​

Thank you for following the webform. The form is in an early stage and we are continuosly improving it. If you have any suggestions, please do not hesitate to contact us.

Section head: approve the request​

If you are a section lead at GFZ, you will receive a notification as soon as one of your section members submitted a consultation request. The eMail will have the subject Please approve distribution of SOFTARE_NAME and will look like this:

Dear NAME,

this is an automated e-mail from the GFZ OSPO license consultation service.

This e-mail requires your action, please see below.

A new consultation request has been submitted by SECTION MEMBER. Please follow the link below, review the information and then approve or reject by clicking on the respective button:

http://helmholtz.software/plugin/consult/consultations/COLNSULTATION-ID/review

The link is valid for 14 days.

For more information about the software distribution process, please refer to the following resources:

  • Our intranet page
  • OSPO@GFZ
  • GFZ Policy: Use and licensing of Research Software
  • GFZ Guideline: Research Software at GFZ
  • Contact us via ospo@gfz.de

Kind regards,

The OSPO Team

Follow the link in the email and review the data provided by your section member.

You have the opportuntiy to leave a comment if necessary at the bottom of the page.

Supervisor webform

Click on the Approve button to accept the request, or Reject if you do not agree.