How do I...?
The first point of call for any questions related to working at OxCIN. Please either read through our list of FAQs or use the search box above to find what you need.
You will need to create a Centre profile through our OxCIN Registration System. You can do this by logging in using your University supplied Single-Sign-On (SSO). Then click on "Update Profile" to complete any missing details, select your PI’s name from the drop-down list.
You can control your mailing list subscriptions and request a computing account (if needed for data analysis) through your OxCIN registration page.
Please note you will need a grant code from your PI in order to request a computing account so please talk to them first if you think you might need a computing account.
You can then request building access following the FAQ instructions.
You will first need to create a Centre profile via register.fmrib.ox.ac.uk. If you do not yet have an SSO or university email address, you can do this step after you complete your induction and magnet safety training, but you will not be able to gain building access until you have created a Centre profile. When you log-in, your profile will be automatically created, but please add in your status and your Centre supervisor information. From here, you can check your training records, manage your access to mailing lists, and request a computing account.
Please also read through our induction page for new starters, and submit the online form at the bottom.
Please arrange a building induction by emailing . Inductions are run every Thursday 9:30-10:10 (for both FMRIB and annexe). These inductions start from FMRIB reception.
You will also need to attend magnet safety training. The training takes place on the second Wednesday of the month at 10:30 in the FMRIB Annexe, Cowey Rooms, or online via Teams. Alternatively, you can request to attend the magnet safety training at neighbouring OCMR, which happens on the last Thursday of each month between 10:00-10:30 via Teams. For more information on attending OCMR magnet safety training, please email rebecca.mills@cardiov.ox.ac.uk.
If you are a new member of staff, you may also need to attend your department's induction. Please talk to your PI or ask admin@oxcin.ox.ac.uk if you are unsure.
Once you have submitted your OxCIN Induction Page Confirmation form and completed the magnet safety training, FMRIB building access will be given in a few working days. You will receive an email once your access has been given. For FMRIB Annexe access this can be given immediately following your induction.
You will first need to create a Centre profile via register.fmrib.ox.ac.uk. If you do not yet have an SSO or university email address, you can do this step after you complete your induction and magnet safety training, but you will not be able to gain building access until you have created a Centre profile. When you log-in, your profile will be automatically created, but please add in your status and your Centre supervisor information. From here, you can check your training records, manage your access to mailing lists, and request a computing account.
Please arrange a building induction by emailing admin@ohba.ox.ac.uk. These inductions start from OHBA reception, on arrival email or phone your contact.
You will also need to attend magnet safety training. The training takes place on the second Wednesday of the month at 10:30 in the FMRIB Annexe, Cowey Rooms, or online via Teams. Alternatively, you can request to attend the magnet safety training at OCMR, which happens on the last Thursday of each month between 10:00-10:30 via Teams. For more information on attending OCMR magnet safety training, please email rebecca.mills@cardiov.ox.ac.uk.
If you are a new member of staff, you may also need to attend your department's induction. Please talk to your PI or ask admin@oxcin.ox.ac.uk if you are unsure.
The University will provide you with access to email, Office 365 and a range of central computing support when you join as either a student or staff member.
To access OxCIN's specialist computing services there are extensive guides on the Centre IT and Computing pages.
As well as all the content on the WIN Website, there is lots of other content useful to researchers at Oxford on the Researcher Hub.
If you have a question that is not yet answered in this section or by using the search function on the top right, please do let us know via this quick form. All feedback is very welcome!
The month of June is Pride month, and we seek to raise awareness of the benefits of diversity and inclusivity to our research, specifically with the LGBTQIA+ community. The Pride Month logo incorporates the colours of the LGBT flag, including trans and intersex awareness.
Check out our collection of LGBTQIA+ related resources to build an informed and inclusive community in our toolkit.
Join one of our Pride Month events.
if you need to rent a room/flat in Oxford short-term, the best option would be going to SpareRoom.
You are also welcome to contact oxcin-chat and enquire if anyone has a place to offer.
First of all, please tell us: admin@oxcin.ox.ac.uk. We'll send you a checklist with all the steps you need to take.
Some of the main things you'll need to do are clearing out your desk, making sure all your data (both electronic and paper consent forms etc.) is appropriately archived and accessible to your supervisor, and completing the check-out procedure of your department.
If you're completely leaving the University (i.e. no Academic Visitor Agreement, remote working to finish papers etc.) then you'll need to hand in your University card to us via reception. Please email IT or your supervisor's research coordinator to close your IT account. You'll also have to ensure that your end date is correct in the OxCIN registration system so that you don't receive any unwanted emails from our mailing lists. On your last day please hand in your card, IT equipment, paperwork and anything that has been borrowed from us at reception.
If you have arranged to have continued remote access to your IT account, please request an Academic Visitor Agreement from your department's HR office. The admin team can help you navigate this process.
Finally, please supply us with a personal email so if we need to contact you, e.g. if we find any items or data belonging to you, we can.
FMRIB
See the Accident Reporting Guideance on the FMRIB building page.
OHBA
See the Accident Reporting Guideance on the OHBA building page.
BSB
In the event of an emergency, the appropriate emergency services should be summoned.
Call 999 for emergency medical assistance
Call 999 in the event of a fire
Please call 01865 611455 for less urgent incidents
Please email Urs Schuffelgen for more information
First thing to check is that your magnet safety training up to date? This needs to be completed once a year. Find out when the next training date is.
If your magnetic safety training is up to date has your University card expired? If so you will need to wait until you get a new card before it will let you back into the building. You can request a temporary access card by reaching out to us.
If all of the above has not either expired or damaged then please reach out to us:
For lost property at FMRIB, ask at the FMRIB reception or email admin@oxcin.ox.ac.uk.
For lost property at OHBA, speak to Ellie Higginbotham or email admib@ohba.ox.ac.uk.
For lost property at the BSB, please email Urs Schuffelgen.
Wearing face coverings within the OxCIN buildings or scanning facilities is no longer compulsory.
However, surgical masks will continue to be freely available on request.
When in the MRI control rooms or other experimental facilities, please continue to wear a mask if you:
- Feel unwell or have respiratory or viral symptoms
- Your participant or a member of the study are particularly vulnerable to infection
- Are requested to do so by a radiographer (some researchers and staff are vulnerable)
- Feel more comfortable doing so
In most circumstances, radiographers are no longer required to wear a mask, but should you wish them to wear one, please ask and they will put one on.
Finally, we request that if you feel unwell with a cold or virus, please avoid entering the MRI Control Rooms or other experiment facilities unless absolutely necessary.
For FMRIB if you have paper-based confidential waste please use in the silver locked wheelie bins on the second floor of FMRIB and the first floor of the Annexe. For CD-based confidential waste please hand into reception. For OHBA (Ellie Higginbotham) and BSB (Urs Schuffelgen), please hand both to the centre managers.
Examples of confidential waste: any document or storage device that contains a person's personal details e.g., name, address, email, phone number, bank details; screening forms and participant questionnaires.
Please do not get personal deliveries sent to FMRIB.
For FMRIB, your post will be delivered to the post room (What 3 Words: flames.nuns.glad). Please use: FMRIB Building, John Radcliffe Hospital, Headington, Oxford, OX3 9DU. Please note the admin team will periodically collect post twice a week. If any post arrives for you at FMRIB the admin team will email you to collect at reception.
For OHBA please email Ellie Higginbotham for help.
For BSB please email Urs Schuffelgen for help.
For FMRIB, please speak to reception or email admin@oxcin.ox.ac.uk for help.
For OHBA, place address envelope onto trays outside reception at Psychiatry.
For BSB, please email Urs Schuffelgen for help.
No, only participants, visitors and contractors need to sign in for access to FMRIB and FMRIB Annexe.
For BSB, email Urs Schuffelgen for more information.
For FMRIB please contact admin@oxcin.ox.ac.uk.
For OHBA please email admin@ohba.ox.ac.uk
For BSB please email Urs Schuffelgen.
We have four bikes at FMRIB that can be borrowed from us so that can you travel between our three centres or other University departments. Please email us for more details: admin@oxcin.ox.ac.uk. To borrow, you must book a bike via Calpendo and then drop by reception where you will need to sign a disclaimer. You will be provided with a lock, helmet and lights for the bike. Please return to reception. If any issues arise please phone us at: 01865 611450.
We have various items of equipment so please reach out to us: admin@oxcin.ox.ac.uk. The University and government also have various funds that we can use for larger modifications.
There are instructions on the FMRIB Building page.
For FMRIB, we have a couple of bike pumps available from FMRIB reception. We aslo have a bike maintenance person who visits every quarter. He does not charge for time but only for replacement items. Email us for more information: admin@oxcin.ox.ac.uk.
There is extensive guidance on the OxCIN pre-clinical imaging hub. Contact win.preclinical@ndcn.ox.ac.uk to get access.
Fire alarm tests happen every Wednesday at 11:00 at FMRIB and at 13:15 at FMRIB Annexe. Signs will be put out prior to the test.
The car park outside FMRIB is for staff with OUHT parking permits. Visitors will need to park in one of the other public car parks on site (Car parks 2 or A3). Visitors will need to pay for parking and then claim back if necessary. Please note that the first 30 mins are free.
We can put some cones out in front of reception but this is only for contractors or visitors with low mobility and car parking charges still apply.
For OHBA there are three spaces for participants only. If you wish to park on the Warneford Hospital site you can apply for a parking permit via the Psychiatry Department HR team (hrmanager@psych.ox.ac.uk), or use the pay and display spaces.
For BSB, there is no parking available on site, therefore you will need to use street parking. For more information please email Urs Schuffelgen.
It usually takes between one to two working days to get your card update for FMRIB, OHBA or BSB. Please note that this process is done remotely. For FMRIB Annexe access, this can be done straight after the induction but must be done in-person at FMRIB reception.
For FMRIB
We have five hot desks within the open plan office (next to door) on the first floor, just above the reception area. We also have nine hot desks within FMRIB Annexe, three on the ground floor next to the entrance, three on the opposite side of the entrance and another three on the first floor on the right hand side.
For OHBA
There are hot desks available for Centre members to use in the upstairs open plan office (654.10.09).
For BSB
Please reach out to centre manager for more information.
There is no need to book any hot desk at OxCIN. Please just turn up on the day and plug your laptop into the power mains, screen, mouse, keyboard.
At FMRIB
There are several cafes on the John Radcliffe Hospital campus. At the West Wing you have Pret A Manger. On level 2 of the Main Hospital you have League of Friends Cafe and the M&S Cafe.
At OHBA
The nearest café is in the Warneford Hospital, just past the main reception.
At BSB
There are several small cafes around Parks Road near the BSB building including Horsebox Coffee, Cafe in the Natural History Museum and Cafe Nero. If you walk closer into town you will have more options.
Follow this short user guide.
Find out which room best meets your needs, and then book via Calpendo (request user account - 24 hours to approve). To do this log onto Calpendo, navigate to 'Bookmarks', 'Select bookmark', select the appropriate tab, and then the desired room. If you are organising a hybrid meeting, you must invite the meeting room via Teams using the prefix 'NDCN -' or 'OHBA -' within the 'add require attendees' box. If you require both Cowey rooms for a large meeting email admin@oxcin.ox.ac.uk for assistance.
To cancel please find your booking via Calpendo and right click on box, then 'edit' and 'cancel booking'.
To book a meeting room at the BSB please get in touch with Urs Schuffelgen.
See the description on how to use Teams Rooms on the IT Support Pages.
Contact us at admin@oxcin.ox.ac.uk for advice on suitable suppliers. You will need a grant code appropriate for catering options.
At FMRIB, you can use the Quiet Room in the Annexe, located on the first floor in the corner to the right of the stairs as you come up. This room has a sofa and an armchair. It is freely accessible to everyone and also bookable on Calpendo. Please see guidance about using the room here.
At OHBA, you can use the Psychiatry Quiet Room, located in the Wellcome Building, Room 6, Ground Floor. You need to request access to this room beforehand by e-mailing Reception at reception@psych.ox.ac.uk or the Head of Department Office at hod@psych.ox.ac.uk. You do not need to provide any details or the reasons why you would like access in your e-mail, please do feel welcome to just ask. They will send you a SharePoint page, which will show a monthly calendar view of the availability of the Quiet Room. Click the ‘+New’ button in the top left-hand corner of the screen, and fill in the requested details to book a date and time. They will also send you an e-mail confirming the confidential passcode for the keysafe holder attached to the front of the door of the Quiet Room.
Download the eduroamCAT app and insert your username (ending @OX.AC.UK) and password, set your domain to University of Oxford. The app will automatically connect you to the WiFi. For more information read this guide.
University business should only be carried out from your University email account. You should not add an automatic forwarding from your work email to your personal account. This is a breach of university data security rules.
Log into your OxCIN profile (or sign up to a profile) and navigate to 'Update profile'. Then click on your surname under 'Computer account(s)' and then 'change'. You can now change your account between an ordinary use or a low use account, as well as a free SFTP-only account. Please note that if you have a payable account (ordinary or low-use), you will need to enter a grant code from your PI (cost centre and task) for monthly billing. For more information on OxCIN computing accounts and charges, please see https://www.oxcin.ox.ac.uk/research/it/policies-and-governance/it-charges
Log into your WIN profile and navigate to 'Update profile'. Then click on your surname under 'Computer account(s)' and then select the account you want to delete and click on 'Close account'. If you have any data kept on this account, please email computing-help@oxcin.ox.ac.uk to archive it.
For FMRIB and OHBA
User guide for Printing at WIN
For BSB
Please reach out to Urs Schuffelgen for more information.
For more help contact the IT Team: computing-help@oxcin.ox.ac.uk.
The University's central IT policies do not permit the use of software such as DropBox or Google due to privacy and data protection issues. You can find a list of approved software packages.
It is for students and staff, but please think carefully before printing anything so we minimise our environmental impact. Guides on how to print are here.
See the description on how to use Teams Rooms on the IT Support Pages.
Yes, if speaker has given permission. Please remember that Q&As cannot be recorded. Prior to the talk you will need to display this notice. If a person asks a question during a talk, then the licence would cover the recording. If you want the recording on Centre's Recorded Archive, please email admin@oxcin.ox.ac.uk. The above consent form gives us permissions to recorded anything in the past year, so you don't need to fill out every time they give a recorded talk. You can also record a group discussion using the participant consent form on this page, where each individual must give their consent. If a person removes their consent for recording, please email admin@oxcin.ox.ac.uk so that we can remove their recording from their archive. If you want to make your recording open to the public, you will need to fill out a separate form and email admin@oxcin.ox.ac.uk. We have a Vimeo channel.
You will need to email your department's admin/communications office to request a departmental profile:
NDCN: communications@ndcn.ox.ac.uk
Psychiatry: reception@psych.ox.ac.uk
Once created, email admin@oxcin.ox.ac.uk so that we can link this profile to OxCIN's website.
Note you can only edit your departmental profile. Any changes made will be automatically reflected to your OxCIN profile. If this doesn't happen after a day, please get in touch with us.
Log into your department's website (top right, log in) and locate your profile via the 'People' tab, and then click on 'Edit Content'. The changes should then be reflected on the OxCIN web pages by the following day.
Log into your OxCIN profile (or sign up to a profile), select 'Update Profile' and then under 'Mailing Lists' click the link to manage mailing list membership. Next click on 'Leave' or 'Join' against the relevant lists. Note that win-messages and win-itannouce are both compulsory.
Yes you can, find logos and guidance here.
Please send your ideas or content to admin@oxcin.ox.ac.uk or use this form.
The Monday Message is a weekly email which goes out to all OxCIN members informing them of centre-related events, updates and announcements only. If you have items for the Monday Message, please email admin@oxcin.ox.ac.uk with details. The deadline for submitting items for the Monday Message is 13:00 on the day of publication.
You can find the Monday Message archive here.
Please email admin@oxcin.ox.ac.uk for information.
OxCIN - Oxford University Centre for Integrative Neuroimaging
FMRIB - Oxford Centre for Functional Magnetic Resonance Imaging of the Brain
OHBA - Oxford Centre for Human Brain Activity
BSB - Biomedical Sciences Building
EDI - Equality, Diversity and Inclusion
SSO - Single Sign On
FSL - FMRIB Software Library
You can view the results of the OxCIN surveys here
Visit the Whats On pages, to see upcoming events. There are several different tabs on this page, so click through to see all the different categories. You can also subscribe to the Centre events calendar.
You can subscribe to the Centre events calendar using the small calendar icon on the top right of the main events page. Further instructions.
Our past OxCIN Seminars, together with talk recordings (available to those with an Oxford University SSO) are listed here.
Other OxCIN United sessions, courses and talks may also be recorded and available on the University Replay Pages (SSO required).
Magnet safety training happens on the second Wednesday of the month at 10:30-11:30 via Teams and in the Cowey Meeting Room 1. Alternatively, you can request to attend the magnet safety training via OCMR which happens on the last Thursday of each month between 10:00-10:30 via Teams, email rebecca.mills@cardiov.ox.ac.uk.
If you are unable to make one of these sessions, please email the Radiographers at: radiographers@oxcin.ox.ac.uk.
First read our guide to preparing your WIP, and then book online using our online booking system, Calpendo. You can find a helpful guide on how to use Calpendo for booking your talk.
Please email details of your event to admin@oxcin.ox.ac.uk
To discuss published peer-reviewed papers, contact Miriam Klein-Flugge.
Find out which room best meets your needs, and then book via Calpendo (request user account - 24 hours to approve). To do this log onto Calpendo, navigate to 'Bookmarks', 'Select bookmark', select the appropriate tab, and then the desired room. If you are organising a hybrid meeting, you must invite the meeting room via Teams using the prefix 'NDCN -' or 'OHBA -' within the 'add require attendees' box. If you require both Cowey rooms for a large meeting email admin@oxcin.ox.ac.uk for assistance.
To cancel please find your booking via Calpendo and right click on box, then 'edit' and 'cancel booking'.
To book a meeting room at the BSB please get in touch with Urs Schuffelgen.
See the description on how to use Teams Rooms on the IT Support Pages.
To discuss novel methods recently published, contact Michiel Cottaar, Clemence Ligneul & Mats Van Es.
To discuss developing skills needed for working in science for early career researchers, contact Barbara Robinson, Aurea Martins Bach & Mel Fleming.
This team highlights issues relating to diversity and inclusion in science. For more information, contact the OxCIN EDI committee.
These invited speakers are internal and external to university. Contact our Admin Team for more information.
Yes, if speaker has given permission. Please remember that Q&As cannot be recorded. Prior to the talk you will need to display this notice. If a person asks a question during a talk, then the licence would cover the recording. If you want the recording on Centre's Recorded Archive, please email admin@oxcin.ox.ac.uk. The above consent form gives us permissions to recorded anything in the past year, so you don't need to fill out every time they give a recorded talk. You can also record a group discussion using the participant consent form on this page, where each individual must give their consent. If a person removes their consent for recording, please email admin@oxcin.ox.ac.uk so that we can remove their recording from their archive. If you want to make your recording open to the public, you will need to fill out a separate form and email admin@oxcin.ox.ac.uk. We have a Vimeo channel.
Contact us at admin@oxcin.ox.ac.uk for advice on suitable suppliers. You will need a grant code appropriate for catering options.
If your lecture is being recorded then you can notify us of your consent here.
Centre Website Editors should use the following guidance for creating events.
Available places on upcoming training courses are advertised in the Monday Message. Contact admin@oxcin.ox.ac.uk to find out about upcoming dates and to register your interest. Depending on the reason for the training a grant code may be required.
Our cancellation policy is in the MRI scanning guide (link on MRI facility page)
Your IT bills are charged in arrears so if you open an account in November your first bill for that account will show in December. Please remember this when cancelling/closing an account. Typically, IT charges will be processed within the first two weeks of the month. Scan bills will only be processed within the first two weeks after receiving an automated email. Any issues please email admin@oxcin.ox.ac.uk.
The online expense claim site is at: https://finance.admin.ox.ac.uk/expenses
There is additional guidance on the NDCN website, which will also be relevant to other departments.
You can access your profile via the University's HR portal. Please note that you will need to be VPN'ed or plugged into wired ethernet cable to log in.
You can use update your bank details, access payslips and more.
First of all please do email admin@oxcin.ox.ac.uk to us to let us know - we need to update our records.
For IT billing you must get your PI or supervisor to log into https://register.fmrib.ox.ac.uk and add your profile under 'IS DELEGATED FOR BY'. They can do this by clicking on 'Add Delegate' and then selecting your name. You will now be able to see their IT bills when your log onto https://register.fmrib.ox.ac.uk - you should see a box titled ‘I delegate for”, your PI or supervisor's IT bills should be visible under ‘View Bills’. To edit people i.e., close accounts, click under ‘View Group’. If you require any assistance, please reach do reach out to us. When requesting closures please also email computing-help@oxcin.ox.ac.uk for confirmation. You'll need to add in what to do with any information held on a particular account i.e., delete or archive.
For scan billing please get your PI or supervisor to add you as 'owner' and under 'users'. You will then receive scan bills when they are generated. If you have any issues please email us.
KeyTravel can be used to achieve the below tasks:
- Viewing flights, hotel availability, and rail tickets online.
- Booking tickets for your partner.
- Booking personal holidays.
- Requesting additional services.
For more information on this, please take a look at this document (Oxford SSO access only).
We would always recommend emailing admin@oxcin.ox.ac.uk for any queries about current scan rates. This is because rates depend on the scanner and the funder.
You will find some guidance on the rates and how to calculate the amount of scan time that your study would need in our scanning guide. Again, we would recommend discussing your study with the radiographers, or experiment support team, as you are preparing your grant application.
We also offer two schemes to support the funding of scanning. One is our seed award scheme and the other is the top-up scheme. The OxCIN admin team can advise you how these operate and which scheme may be appropriate in your case.
First of all, please tell us: admin@oxcin.ox.ac.uk. We'll send you a checklist with all the steps you need to take.
Some of the main things you'll need to do are clearing out your desk, making sure all your data (both electronic and paper consent forms etc.) is appropriately archived and accessible to your supervisor, and completing the check-out procedure of your department.
If you're completely leaving the University (i.e. no Academic Visitor Agreement, remote working to finish papers etc.) then you'll need to hand in your University card to us via reception. Please email IT or your supervisor's research coordinator to close your IT account. You'll also have to ensure that your end date is correct in the OxCIN registration system so that you don't receive any unwanted emails from our mailing lists. On your last day please hand in your card, IT equipment, paperwork and anything that has been borrowed from us at reception.
If you have arranged to have continued remote access to your IT account, please request an Academic Visitor Agreement from your department's HR office. The admin team can help you navigate this process.
Finally, please supply us with a personal email so if we need to contact you, e.g. if we find any items or data belonging to you, we can.
The Centre Authorship Guidelines ask that a paper's first author should notify all Centre members shortly before submission to the journal (minimum 2 weeks is recommended), in order to allow for any additional co-authorships to be requested.
You can do this by emailing admin@oxcin.ox.ac.uk, or now you can alternatively use this form to let us know. The benefit of using this form is that it will prompt you to think about other publishing requirements, such as acknowledging WIN and NIHR core funding and meeting open access requirements.
First, read our guidance on open access, and if you are still not sure what to do or how to get help then please email admin@oxcin.ox.ac.uk.
Find our recommended text here.
Check out Centre's PE webpages, including the PE blog and PE news pages.
If you have an idea or just want to get involved without a pre-defined project please reach out to Carinne Piekema and Barbara Robinson for help.
If you have non-human or anonymous data it can be published on platforms such as OSF or zenodo. Both of these enable you to create a DOI for your data so it can be cited by others, and a Licence which makes it clear how you want others to re-use your work and give you credit.
If your data is not anonymous (i.e. includes information which is unique to your participants such as subject level brain structure), sharing and publication is restricted under GDPR. We are developing resources to support you in sharing this sort of data in GDPR compatible way.
As a Wellcome Trust funded centre, you are strongly encouraged to publish your data where appropriate.
Further information about data sharing is available on the Open OxCIN Community Pages
See our Centre PE Upcoming Opportunities page, and watch the weekly OxCIN Monday Message emails for all the latest info.
See the OxCIN PE Support for Researchers webpage for lots of resources to get started. Centre's public engagement team, Carinne Piekema and Barbara Robinson, are also happy to provide 1:1 support at any stage of the process, from idea development to grant application support to evaluation planning and on-the-ground delivery.
Centre researchers are active in public, policy, and patient engagement, and support is available for all three of these (related) engagement fields. For more information about policy engagement at OxCIN, see the Centre Policy Engagement webpages or contact Jess Walsh or Laura Cini.
Open science is a system of practices designed to make your research more transparent and reproducible. Transparency makes your work available for others to inspect, validate and learn from. Reproducibility means others can recreate your research in the same or different settings, with as little friction as possible, to understand how effects can generalise. You can learn more about all aspects of open science at OxCIN on the Open OxCIN Community Pages.
The Open OxCIN Community is a place for people who are interested in practicing or promoting open science. This includes the developers of our open science tools, contributors to our materials, and Centre Members who have contributed their feedback to help us ensure that recommendations around open science work for our researchers. The community exists to support and facilitate the normalisation of open science practice at the Centre. It is supported by the Open OxCIN Ambassadors. Learn more about he Open OxCIN Community on the Open OxCIN Community Pages.
Code can be published on platforms such as OSF or zenodo. Both of these enable you to create a DOI for your data so it can be cited by others, and a Licence which makes it clear how you want others to re-use your work and give you credit.
Best practice is to first have a copy of your code on a version control platform such as GitHub or GitLab [link to GitHub/gitlab FAQ below].
As a Wellcome Trust funded centre, you are strongly encouraged to publish your code where possible.
More information and best practice guides, including materials you should publishing alongside your code, are available on the Open WIN Community Pages
There are tutorials and guides for using Git on the Open OxCIN Community Pages. We prefer Centre members to make use of our self-hosted instance of GitLab rather than commercial platforms such as GitHub, but we understand that there are features and benefits to both.
We run an annual “Introduction to GitLab” session as part of the OxCIN Reboot Camp, and are planning to hold in-depth practical training later in the year. All opportunities for GitLab training will be announced in the Monday Message.
Research Data Management (RDM) describes the processes and agreements you establish to ensure that your research data is collected, stored and communicated in compliance with your ethical and legal responsibilities. You are also encouraged to use best practice and community standards such as BIDS to ensure your data is well organised and structured in a way that others can understand.
A data management plan (DMP) is a living document which describes your research data management strategies. It is often required at the grant application stage, but it can be useful to reference and update throughout a research project. It should describe your data from the point of collection through to publication where appropriate, and how you will address all relevant restrictions and constraints along the way.
You can find examples of DMPs created by Centre researchers on the Open OxCIN Community Pages.
You can also connect with Reproducible Research Oxford (RROx) to join a community of open research practitioners from all University Departments. Read more on Research Practice.
The UK Reproducibility Network (UKRN) is the main hub for open research advocacy and support in the UK.
Please find all necessary forms and guidance here. You will need to inform us prior to submission and the come out whether if you have been successful or not.
In most cases OxCIN will do an internal pre-review first, after which you submit your documents to the relevant ethics committee. You can find guidance here as well as all the necessary forms.
OxCIN has specific guidance on authorship and acknowledgement of all individuals involved in your research as well as how to acknowledge core funding from Wellcome or the NIHR.
All human studies will have benefitted in some way from the OxCIN Centre funding and the Oxford Health BRC funding, even if not directly. This includes projects that:
- Worked on any human data, regardless of data acquisition location. This includes, but is not limited to, studies involving biobank data.
- Benefitted from OxCIN Core staff support (excluding pre-clinical team)
- Used OxCIN IT computer infrastructure, such as the BMRC cluster.
If that is your case, please be sure to acknowledge the OxCIN and BRC funding in your papers using the guidance here.
All external individuals coming to OxCIN (for example, an intern or visitor) need to be logged with the Centre, and in some cases, need OxCIN approval prior to the visit taking place.
The process is outlined here.
There is extensive guidance on the OxCIN pre-clinical imaging hub. Contact win.preclinical@ndcn.ox.ac.uk to get access.
Guidance for OxCIN researchers is available here.
Please reach out to Sebastian Rieger and Andrew Rudgewick-Brown for help or advice.
The first step is to check the OA requirements for your funder and check that the journal is complaint BEFORE starting to write your paper. More guidance available.
The departmental and divisional newsletters often include upcoming grant deadlines.
An overview of both external and internal funding opportunities can be found on the Research Services funding page.
The NDCN research applications team also keeps a list of current opportunities (relevant to non-NDCN Centre members as well).
Research Professional is a funding database that lets you subscribe to receive notifications of new calls by e-email.
Please see the guidance document on the Data and Ethics page for example amounts as well as information about how to arrange payments to participants.
The DPA/DPIA framework is part of the University’s procedures to meet the legal requirement under UK GDPR to take a data protection by design and default approach to all processing of personal data we carry out.
A DPA/DPIA is an assessment of the processing designed to identify and put in place appropriate measures to implement the data protection principles and to mitigate the risks of the processing.
You may be asked to provide a DPA/DPIA, for instance when requesting access to the BMRC computing cluster.
All forms and guidance can be found on the university's Data Protection By Design pages.
From Monday 5th August 2025, new applications to CUREC will be via the Worktribe system.
This answer is in draft. As we begin to gain experience with the system we will update. For any questions in the short term, please email admin@oxcin.ox.ac.uk
Access to the system will be via SSO log-in details, and the link to the live system is via https://ox.worktribe.com/. Please note that anyone who has previously conducted testing will have used a different link to the test system. To ensure they are using the correct link, the live system has an Oxford Blue heading, whereas test was green.
The system is fairly intuitive, and there is a user guide for applicants available here.
Applicants will need to name all other researchers involved in the study on the ‘create application page’. Students will be asked to specifically enter their supervisor.
For the OxCIN internal approval, please add the following people as either 'other editor' or 'having visibility'.
- Iske Bakker (NDCN)
- Nancy Rawlings (NDCN)
Please then email admin@oxcin.ox.ac.uk to let them know that you are ready for them to internally review your application. They may ask that other reviewers are added (for example if you are doing NIBS).
Please don't submit for committee approval without having confirmation from Iske or Nancy.
When an application is ready for submission to the committee, it will route from the applicant to their supervisor (where applicable) and then to the appropriate ethics committee. Once the ethics committee receive the application, they will request review and confirmation of support from the HoD.
Responses to initial questions in the scope tab will determine the risk level, which will be automatically assigned by the system and we will know whether the study is to be reviewed by Secretariat (equivalent of CUREC 1 – medium risk in Worktribe) or by Committee (old CUREC 2 and 3 – High risk in Worktribe).
There is a dedicated email address for enquiries - worktribe-ethics@it.ox.ac.uk, and a service catalogue.
The OxCIN 'Take Part' webpages have a 'Ways to get involved' page, which lists study adverts from across our research centre. Email Carinne Piekema (Engagement Manager) to get yours listed. We only advertise studies that pay participants, and you must include your ethics approval reference on your advert. We also suggest you try targeted approaches tailored to your intended study demographics (e.g. children, patient groups, etc) and are happy to discuss how you can most effectively reach those audiences. Feel free to contact Carinne Piekema for further details. OxCIN does not have any central budget to pay for you to advertise, e.g. for sponsored posts on social media.
First of all, please tell us: admin@oxcin.ox.ac.uk. We'll send you a checklist with all the steps you need to take.
Some of the main things you'll need to do are clearing out your desk, making sure all your data (both electronic and paper consent forms etc.) is appropriately archived and accessible to your supervisor, and completing the check-out procedure of your department.
If you're completely leaving the University (i.e. no Academic Visitor Agreement, remote working to finish papers etc.) then you'll need to hand in your University card to us via reception. Please email IT or your supervisor's research coordinator to close your IT account. You'll also have to ensure that your end date is correct in the OxCIN registration system so that you don't receive any unwanted emails from our mailing lists. On your last day please hand in your card, IT equipment, paperwork and anything that has been borrowed from us at reception.
If you have arranged to have continued remote access to your IT account, please request an Academic Visitor Agreement from your department's HR office. The admin team can help you navigate this process.
Finally, please supply us with a personal email so if we need to contact you, e.g. if we find any items or data belonging to you, we can.