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replace with minimal documentation to direct users to the survey link for more info and instructions #1

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j.goddard merged 1 commit from j.goddard/msz-docs.trr379.de:dfgsurvey-2026 into dfgsurvey-2026 2026-10-06 12:42:25 +00:00
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---
{{% notice style="primary" title="The 2026 survey is open!" icon="thumbs-up" %}}
[Access the survey app](https://hub.trr379.de/~mui/1/dfgsurvey/2026/)
The online tool for participating in the 2026 survey is now online at https://hub.trr379.de/~mui/1/dfgsurvey/2026/.
{{% /notice %}}
{{% notice style="secondary" title="Need help?" icon="question" %}}
@ -12,138 +12,6 @@ If there are issues with the form, they can be emailed to [trr379@lists.fz-jueli
<!-- compared to last year, there is no issue tracker in dfgsurvey/2026, and probably that's OK -->
{{% /notice %}}
## Background
The Deutsche Forschungsgemeinschaft ([DFG]({{% ref "/references/terms/dfg" %}}), German Research Foundation) gathers information from its funded projects on an annual basis. Some information is collected from all members of a coordinated programme, such as a collaborative research centre ([CRC]({{% ref "/references/terms/crc" %}})).
The data from [Annual Surveys in Coordinated Programmes](https://www.dfg.de/en/news/facts-figures/evaluation-studies-monitoring/surveys) are used to produce statistical reports and provide answers to statistical queries. In addition, the data serve as the basis for statistical evaluations, which the DFG uses to comply with its reporting obligations to financial backers, the federal government and the state governments.
For more information, please refer to the information on data protection in relation to DFG research funding (see point 10 under [Research Funding question IV](https://www.dfg.de/en/service/privacy-policy/research-funding#IV)), which can be accessed at https://www.dfg.de/privacy_policy.
## TRR379 approach
The TRR379 collects the DFG survey data using the same [infrastructure that is employed for research metadata collection and management]({{% ref "/references/services/knowledge-pooling" %}}), rather than the PDF-form based approach suggested by the DFG.
This offers the following advantages:
- members only have to enter their details in the first survey, and can efficiently resubmit updated records in subsequent years
- members can consent to having a subset of their information be used to create and update a profile page on their person on the TRR379 website with no additional effort
- members can consent to having basic information (e.g., name, ORCID) on them be made available in other TRR379 services, for example for reporting publications, or data annotation, to avoid repeated, manual information entry
Collected information is submitted to a TRR379-dedicated virtual server hosted at Forschunsgzentrum Jülich (operated by the [Q02 project]({{% ref "/references/resources/projects/q02" %}})) via an encrypted connection.
Individual person records are only accessible to the submitter and service administrators.
Authentication is performed with the TRR Hub accounts.
This service is opt-in.
Members who do not wish to have their data submitted and kept in the described way can follow the standard DFG-procedure and send the PDF-form available at https://www.dfg.de/resource/blob/203580/questionnaire-sfb-grk-fip-2025-en.pdf to the TRR379 management team.
## Submit data
The electronic survey form is provided at <https://hub.trr379.de/~mui/1/dfgsurvey/2026/>.
Members can log in to the survey form through their TRR Hub account.
**Only with this account is it possible to see one's personal record and to submit information**.
{{% notice style="primary" title="Tip" icon="lightbulb" %}}
It is **highly recommended** to use this webform with a desktop browser;
the form offers rich contextual information that is hard to access on mobile devices.
{{% /notice %}}
### Authenticate via the TRR Pool
After opening, the survey displays a landing page with instructions. Clicking the user icon in
the top right of the page and then clicking "Login with TRR379 Hub" will redirect the user to
the TRR hub interface, where, after log-in is completed, a request to authorize the DFG Survey
application will appear.
![Screenshot showing the user log in button location](login-where.webp)
After authorizing the application, the user will be redirected back to the survey, and a short-lived token will be filled in automatically.
The user icon in the upper right corner should, at this point, display a check mark.
Alternatively, if the user selects any of the data types without logging in first, a "Token management" prompt will appear.
Clicking "Login" in the prompt will lead to the same authorization sequence as above.
In the unlikely situation when, despite having logged in, the "Token management" prompt shows
up again with an "invalid token" message, it can mean that the TRR hub user account was not
authorized to access the survey. Please contact Q02 using the methods indicated at the top of
this documentation page.
### Create or edit a record
If no record on a person already exists, a new record must be created.
This is done by clicking on the `+` button in the "Person" category.
![Screenshot showing the add-button for a person record](create-record.webp)
Alternatively, if a previous record already exists, it can be opened by clicking on the "Edit"
button (pencil icon).
![Screenshot showing the edit-button for a person record](edit-record.webp)
### Fill the form
Context help is provided for every form field.
This information is accessible by hovering the mouse pointer over the field title.
![Screenshot showing where to hover to access the context help](context-help.webp)
For some fields (e.g., prior workplace, area of study) one or more choices have to be selected.
The selector offers type-ahead search of choices.
The selection is constrained to choices matching the entered text in their label.
![Screenshot showing the item selector and constrained search](selector.webp)
When no adequate choice exists, a new item can be created by clicking the "Add New Item" button
(depending on the field).
### Choosing an "Area of study/teaching"
The form allows choosing from all terms defined in the subject classification system by the
Federal Statistical Office ("Systematik der Fächergruppen, Lehr- und Forschungsbereiche und
Fachgebiete"). The best way of selecting the value is to start typing the name in the field,
and pick an item from the (scrollable) list, as above. A browsable version of the
classification is also available as PDF in
[English](https://www.dfg.de/resource/blob/173580/subject-classification-stabu.pdf) and
[German](https://www.dfg.de/resource/blob/172288/faechersystematik-stabu.pdf). The form is in
English.
Please select the subject area (most specific term, rightmost column in the PDF). This is more
fine-grained than required by the DFG, but the three levels of the classification are linked in
the records, and can be inferred before submitting to the DFG.
### Save and submit the form
There are two different save actions: *local saves* and *submitting to the server*.
#### Save form sections (local save)
Whenever a form (or sub-form) is completed, it must be saved by clicking the "Save" button.
**You must do this for each section you complete.**
![Screenshot showing the form save button](save-form.webp)
{{% notice style="accent" title="Important" icon="bolt" %}}
**Saving only stores the information in the local browser session!**
It does not submit the form to the server.
{{% /notice %}}
#### Final submission to server
When the person record is complete and is saved, the record can be submitted to the server by
clicking the "Submit" button (cloud icon with up arrow) and confirming with "Submit". A text,
"Your metadata submission was successful!" should then appear in the record submission panel.
![Screenshot showing the form submit button](submit-form.webp)
#### Alternative: confirm there are no changes
If the last year's record is available in the system, and can be carried over to this year's
survey without changes, please click on the "clipboard-and-checkmark" button (which shows
"Nothing changed? Confirm here!" when hovered over). This will open a pop-up, asking whether
to confirm unchanged submission. When confirmed, this will add a "Last reviewed" attribute with
the current timestamp. This attribute will let the administrators know that the record has been
reviewed and approved. Next, submit the record using the Submit button (as above).
![Screenshot showing "nothing changed" button and submit button](no-changes.webp)
The [online survey app](https://hub.trr379.de/~mui/1/dfgsurvey/2026/) contains background information on the survey itself, tooling used to digitalize survey submissions, and documentation on how to fill out the survey.
Survey participation requires an account on [the TRR379 Hub]({{% ref "/references/services/collaboration-platform" %}}).
If you do *not* yet have a Hub account, please follow the [how-to guide on getting an account]({{% ref "/start/accounts/get-hub-account" %}}) before beginning the survey.