Securing the necessary data access and ensuring adequate interpretability of data from industry partners for student capstone projects requires careful planning, communication, and establishing clear agreements between the academic institution and company. There are several key steps students should take to give themselves the best chance of a successful project:
The first step is to clearly define the goals and objectives of the capstone project and outline the specific types of data that will be needed to effectively achieve those goals. Students need to be able to convey to industry partners exactly what data insights and analyses are required so the right data can be identified and shared. Generic or vague data requests are less likely to be approved.
Once initial project scoping is complete, students then need to contact potential industry partners to discuss partnership opportunities. When reaching out, emphasize how the project aligns with the company’s strategies, problems they are trying to solve, and how insights could benefit their business. Being able to demonstrate ROI for the partner is important. Request an introductory meeting to present the project proposal and have an open dialogue.
If an industry partner is interested, students should guide discussions towards drafting a formal data sharing agreement. Key terms to address in the agreement include: what specific data elements will be shared, in what format, for what time period, and any relevant restrictions on the geographic locations, customers, or other attributes represented in the data. The agreement must also outline clear expectations regarding data security, confidentiality protocols, intellectual property considerations, and how resulting analyses and insights can be shared or published.
Obtaining approval from both the academic institution and industry partner for the formal agreement is a critical step before any data exchange occurs. Having all expectations and restrictions documented up front prevents misunderstandings later on. Data use limitations should be carefully considered to ensure the project goals can still be realistically achieved. Alternative approaches may need to be brainstormed if certain data cannot be shared due to compliance or privacy issues.
With an agreement in place, the next step involves actually accessing and obtaining the raw data from the partner. Data should ideally be anonymized or de-identified as much as possible to address privacy and prevent any inference of personally identifiable information. Students still need assurances the relevant variables and attributes available in the raw data will allow for appropriate analyses and insights relevant to answering the research questions.
It is good practice for students to meet with industry partner data experts to obtain a thorough overview and documentation of the data dictionaries, variables, value codes, relevant data quality issues, and interpret what each field represents. Asking questions ensures a solid understanding of what each data point means, where it came from, and any caveats in how it should or shouldn’t be interpreted.
Once the data is accessed, periodic check-ins with industry partners are important throughout the analytical process. Sharing early findings, proposed methodologies, or if any new types of derived data are created allows the partner to confirm everything remains within the scope of the agreed upon terms. Any proposed publications, reports or presentations involving partner data should be reviewed by them in advance for feedback or required redactions before being published more widely.
Upon project completion, students should provide a full debrief to the partner highlighting the insights gained, conclusions drawn, and how the work potentially adds value. Requesting a testimonial acknowledging their contributions and thanking them for supporting academic research helps foster ongoing relationships. Maintaining open lines of communication and focusing on mutual benefit will help students secure the necessary data access and interpretability from industry collaborators for successful capstone experiences.
Having clearly defined goals, formalizing agreements, ensuring data documentation and understanding restrictions, maintaining communication, and ultimately providing value back to partners are key aspects for students to navigate when collaborating with businesses on applied research projects requiring access to proprietary data. Taking the time up front to smoothly facilitate these processes increases the chances of positive outcomes.