Key points at a glance
- Cite the dataset and version you actually analysed.
- A companion paper does not automatically replace a dataset reference.
- Explain selection and transformation in your methods as well.
Distinguish the dataset from the research paper
A dataset is a research output in its own right. It may accompany an article, be deposited in a repository or receive ongoing updates. When you analyse it, readers need to identify the data supporting your results.
A methods paper may explain collection without identifying the file you downloaded. Consider whether both the dataset and a companion publication need references. They serve different purposes: identifying the resource and explaining the research behind it.
Collect details from the original dataset record
Open the repository landing page and look for a recommended citation. Record the responsible people or organisation, publication year, title, version, repository and persistent identifier. Your referencing style determines the exact order and punctuation.
Original pattern, not a real reference: “Responsible organisation (Year). Dataset title (Version) [Dataset]. Repository. DOI.” Replace each component with the actual resource details. Do not invent a version number when the repository does not provide one.
Identify the version and subset
Check whether an identifier points to a specific release or to a collection of versions. DataCite explains ways to record versions and relationships between resources. Your practical aim is to make the data release used in the thesis identifiable.
For changing resources, record the access date and preserve the material you used where permitted. For a database query, also record filters, dates, variables and export procedures. A portal homepage does not explain which records entered your analysis.
Describe your processing in the methods chapter
Distinguish the source dataset from the analytical dataset you created. Explain exclusions, joins, recoding and derived variables. If you use only one region or collection period, state that restriction in the methods rather than hiding it in a filename.
Original example: You download a multi-year survey but analyse only one wave and adult participants. The reference identifies the source data; your methods explain the chosen wave, age rule and resulting sample size.
Finally, check that tables and figures all refer to the same data release. A later download may contain revised values. Do not inadvertently combine versions within one analysis.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Distinguish dataset and companion publication.
- Check the recommended citation.
- Identify the version used.
- Record queries and subset selection.
- Match transformations and data versions to all reported results.
Common mistakes
- Citing only a data portal homepage.
- Referencing a newer version than the one analysed.
- Leaving filters and recoding unexplained.
Print and bind your finished thesis
Once you have checked the content and final PDF, configure the printed copies to match your submission requirements.
Configure printing and bindingRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
What if the dataset has no DOI?
Use another persistent identifier or the most stable available location according to your style. A missing DOI is not a reason to omit the title, responsible creator or data release information.
Should I cite data I collected myself?
Explain their origin and collection in the methods. If you published them as a separate dataset, a dataset reference may also be appropriate. This does not require making unpublished sensitive raw data public.
Does an access date identify the version?
Not necessarily. It records when you accessed the resource but may not identify a reproducible release. Use available version identifiers and document relevant query or export parameters.