WIN policies

Research ethics

All studies involving human volunteers at WIN require ethical approval prior to starting. Please familiarise yourself with our policy on the Responsibility of researchers with respect to research ethics.

When the time comes that you're preparing to submit an ethics application, you can find details of the procedure on our Ethics procedure page. All studies involving MRI, MEG or brain stimulation require a WIN-internal pre-review before being submitted to the university ethics committee.

Data security

As a centre, we have a duty to ensure that we treat the data we acquire from our volunteers in a secure way. Please read through our Information security guidelines for researchers.

If you would like to know more, our Ethics & Data page contains links to further resources at the university about information security and data storage.

Publishing

WIN is fortunate to have a very collaborative, interdisciplinary environment with highly experienced research support staff. To ensure that credit is given appropriately, including to those who contribute 'behind the scenes', we have created authorship guidelines for acknowledging authors, tools and data sources.

We ask that first authors notify all WIN members via admin@win.ox.ac.uk of papers to be submitted, to allow for any additional co-authorships to be discussed.

As a result of our core funding, most researchers at WIN will need to comply with the Wellcome Trust and/or BRC's requirements on Open Access publishing. Please have a look at our Open Access guidance before you submit to a journal, and ensure that you are aware of the policies that apply to your publication and the options you have for funding any Open Access fees. 

Hosting visitors

All external individuals coming to WIN need to be approved by the WIN admin team, and long-term visits need prior approval from the WIN management board. If you are planning to host any visitors (e.g. visiting students or academics), even for a short period of time, please first consult our visitor hosting procedure.

Purchasing and reimbursements

Please be aware that all purchases, including small computing items such as laptop chargers and hard drives, need to be bought through the university's purchasing system (Oracle R12) via a Purchase Order (PO). Unless explicitly agreed beforehand, you will not be able to buy items yourself and claim reimbursement. Please ask your departmental finance office or admin@win.ox.ac.uk for assistance.

Please talk to your line manager if you need to order a laptop, monitor, keyboard, mouse or any other equipment.

Travel and accommodation for conference trips and other business travel can be booked through the university's travel agency Key Travel. The advantage of this is that the cost can be directly paid from a grant, instead of claimed back. Please contact your departmental finance office for more information about setting up a Key Travel account.

Reimbursements for expenses during travel can be claimed via the online SAP Concur e-Expenses system. Please be aware of the university's expenses policy and price guidelines.