Report on the current situation of researcher databases Re@WBC: Project implementation overview WP2 and WP3 Report on the current situation of researcher databases and information flow in general – Analysis of Responses – Vladimir Mikić, University of Belgrade, Center for Quality Assurance 2nd Quality Assurance Committee meeting University of Sarajevo 6 – 7 November 2017 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC)

WP2. Questionnaire Responses: Answer to Question No. 1 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: Answer to Question No. 1 Information about researcher databases (if existent), including the type of researchers’ personal data available on the platform (name, surname, email, biography, field of interests) University of Sarajevo no central researchers database developed but not yet functional : resources software to create and update relevant information on the University academic, research, and administrative staff University of East Sarajevo eNIR database established , available at: http://enir.unssa.rs.ba/, with the user manual: http://enir.unssa.rs.ba/files/uputstvo.pdf (records of scientific research work; however, not more than basic personal information: (name, surname, email, organizational unit; other personal data is provided by the application of personnel records); more than 400 registered researches, 3000+ number of publications (around 300 in 2017); publications scope of countries: BOS/SER/MNE/CRO + AUS/BRA/RUS/FRA/USA the University has developed the system that uses The Student Services (data includes the teaching stuff: ID, address etc.) University of Tirana existing research database (including: name, surname, email) University of Vlora “Ismail Qemali” an updated email database of all researchers’ personnel, (name, surname, official and private emails, cell phone numbers) new policies are to be implemented at the institutional level in order to develop a full and comprehensive list of researchers)

WP2. Questionnaire Responses: Answer to Question No. 1 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: Answer to Question No. 1 University of Kragujevac There exists a teachers and researchers database (http://kg.ac.rs/nastavnici1.php), which contains full overview (name and surname, position and title, date of election (appointment), scientific field, email, phone number, biography, foreign languages, academic career, number in the research database etc.) each of the 12 faculties within the University has its own teachers and researchers’ database University of Nis the University website contains an overview of all the published research of the academic staff and PhD candidates (both teaching staff and PhD candidates are required to fill in the following data: personal data, scientific field, bibliography) every member of the academic community is responsible to keep information about her/his own work up-to-date University of Novi Sad each faculty develops its own kind of information on researchers most of them describe the composition of the departments (with names, e-mails, photos, addresses and biographies of the researchers) some faculties have alumni databases. University of Belgrade the University of Belgrade has its database of teachers available on its website (http://bg.ac.rs/sr/univerzitet/pretraga-nastavnika.php), the details including name and surname, position/title and contact another important database has been established within the Centre for Transfer of Technology, University of Belgrade

WP2. Questionnaire Responses: Answer to Question No. 2 The legal framework regarding the Law on personal data protection in the given country (including the limitations related to the implementation of Activity no. 3.2) University of Sarajevo Law on the Protection of Personal Data (adopted in 2006) with two amendments in 2011 (the term “user” (korisnik) has been substituted by the term “third party” (treća strana)) Regulations (all adopted in 2009): on the manner of keeping the records of personal data filing systems and the pertinent records form (2009) on the manner of keeping and special measures of technical protection of personal data (2009) on supervision inspection regarding protection of personal data (2009) Instruction on how to verify the processing of personal data before the establishment of collection of personal data (2009) The legal framework was not a limiting factor for the implementation of the activity 3.2., because there was no need for publishing the personal data of the authors in our eNIR database (UES info); the University of East Sarajevo strictly adheres to the legal requirements in creating the databases and operating them University of East Sarajevo University of Tirana Law on the Protection Personal Data (2012) Law on the Right to Information (2014) as public institutions, universities have obligation to create the Office of Coordinator for the Right to Inform the Commissioner for Freedom of Information and Protection of Personal Data (this requirement is met by UT) the UT has prepared its transparency program (2014), and is continuously updating it; documentation offered to public is to be updated in its form and content all information can be easily accessed at the UT’s website (there is still room for restricted publications data for the purpose of maintaining the privacy of individuals and data subjects) Albanian legal framework contains no restriction related to academic staff data dissemination at institutional level, as long as they are used for academic and scientific purposes University of Vlora “Ismail Qemali” Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC)

WP2. Questionnaire Responses: Answer to Question No. 2 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: Answer to Question No. 2 University of Kragujevac Law on Personal Data Protection (2008) (amended in 2012) Law on Free Access to Information of Public Importance (2004) Law on Data Secrecy (2009) Law on Information Security (2016) Law on General Administrative Procedure (2016) basically, none of these acts covers in any way the issues of plagiarism prevention, internal control systems etc. (all those themes are, from the normative point of view, regulated by autonomous learning and scientific institutions (codes of ethics) legal framework contains conditions for collection and processing of personal data, and guarantees the right to privacy in relation to gathering and processing this kind of data; processing personal data is not allowed without consent, or if the processing is done without lawful authority; processing personal data is not allowed if it’s performed for a purpose other than that for which it is determined the LPDP provides for certain exceptions: data collected and processed for other (non-specified) purposes can be processed solely for historical, statistical or scientific research purposes; for using information for scientific research, adequate protective measures have to be ensured In case the teacher or researcher gives permission for publishing personal data, no obstacle persists for implementing the Activity 3.2 (UKG and UNS remark) University of Nis University of Novi Sad University of Belgrade

WP2. Questionnaire Responses: Answer to Question No. 3 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: Answer to Question No. 3 Existence and level of open access to relevant and up to date information about vacancies, mobility programmes, project calls, scientific actualities University of Sarajevo legal obligation of publicizing of vacancies on the University and faculties’ website, and in local newspapers Mobility programmes and project calls are published at the University web pages dedicated to research and international cooperation, and distributed widely throughout the academic and research community via e-mails and of info events University of East Sarajevo open access is guaranteed to all relevant and up to date information about vacancies, mobility programmes, project calls, scientific actualities links include: the University website, its YouTube channel, Facebook, Twitter, and Google plus University of Tirana the university offers access to relevant and up to date information about vacancies for academic and administrative staff in the official website of the national Public Procurement Agency information on mobility programs, calls for projects, scientific actualities are easily accessible at the University website and its facebook page University of Vlora “Ismail Qemali” the University offers an open access opportunity regarding all the relevant issues via its website

WP2. Questionnaire Responses: : Answer to Question No. 3 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: : Answer to Question No. 3 University of Kragujevac the University publishes on its website all project calls, mobility programmes (for students and/or staff), scientific actualities in state and abroad, students’ and researchers’ competitions all European projects’ vacancies are published on Euraxess portal: https://euraxess.ec.europa.eu/ information about relevant scientific fields and interests is contained at the faculties’ webpages University of Nis Each faculty announces vacancy for the teaching staff (this announcement is published at the faculty’s website, the University website at in a daily newspaper or the Official Gazette of the Republic of Serbia) mobility programmes calls are announced on the webpage of the University and the link to the respective faculties is sent, in order for them to publish them on their web pages in addition, the University IRO gives regular presentations on mobility vacancies for teachers University of Novi Sad information about vacancies is prescribed by the Law no legal obligation to use Euraxess portal (therefore, research institutions rarely use it) mobility programmes, project calls and scientific actualities are announced on the University and the faculties’ websites (certain institutions use Facebook pages as a means of communication with students); IR and project offices organize discussions and seminars University of Belgrade transparent and consistent information flow has been insured by full implementation of the software for university internationalisation – MobiON (which provides relevant and up to date information about open project calls and mobility programmes and it is committed for students, academic staff, professors and researchers: https://mobion.bg.ac.rs) the EURAXESS Service Center provides access to all European projects’ vacancies (https://euraxess.ec.europa.eu/information/centres/university-belgrade); in addition, faculties publish and share information about particular scientific fields and interests on their official webpages

Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire WP2. Questionnaire Responses: : Answer to Question No. 4 Information regarding bodies responsible for transparency and data flow (including University centres, student organizations etc.) University of Sarajevo transparency is ensured by making the publication of press releases and news on the University activities (including the decisions of the University bodies regarding: academic, research, administrative, legal issues, implementation of projects, distribution of research funds etc.) inquiries regarding freedom of information are received and handled by the Secretary General and the Office for Legal Affairs normative sources on the freedom of information: - Law on Freedom of Access to Information of Bosnia and Herzegovina (2000, with amendments from 2006 to 2013) - Law on Freedom of Access to Information of the Republic of Srpska (2001, with amendments, from 2006 to 2013) - Instruction on implementation of LFAIIBH in Brčko District (2004) University of East Sarajevo responsibility for transparency and information flow, in accordance with the legal framework of the Republic of Srpska, rests with the rector and the deans the University has its own public relations officer, as well its professional associate – journalist, responsible for the dissemination of relevant information University of Tirana the University has introduced the Office of Coordinator for the Right to Inform the Commissioner for Freedom of Information and Protection of Personal Data University of Vlora “Ismail Qemali” the transparency and information flow is mainly handled by the heads of the departments and the deans, the Rectorate and the offices responsible for the dissemination of the respective information (International Relation Office, Students Office etc.)

WP2. Questionnaire Responses: : Answer to Question No. 4 Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: : Answer to Question No. 4 University of Kragujevac the University level: the responsibility is assigned to vice-rector for international relations and Center for Career Development and Student Counselling, in cooperation with the IT department the faculties level: vice-deans for scientific research and to faculty’s public relations officers (if there are any), who communicate with IT departments, student organizations and student parliaments University of Nis Center for career development (gathers and puts information on the possibilities of studying at the University on its web site; organizes meetings with potential employers and students; makes contacts with the competent employment services)  Center for international relations (prepares the necessary decisions and the accompanying documentation needed for the participation of the University in international projects; establishes international contacts) Interface Center (develops methodologies and tools for the knowledge transfer enhancement, and measures for the improvement of HE in accordance with the demands of the labor market and society) Center for Quality Improvement (stimulates, coordinates and organizes quality management and improvement of the entire system of education and research of the University; takes care of transparency and information flow; defines standards, criteria and quality indicators, develops processes of evaluation and self-evaluation and analyzes the quality of education, research and scientific and professional work) all of these centres and the employees at University of Nis coordinate all the activities with rector and vice-rectors University of Novi Sad no specific bodies dealing with transparency and information flow exist all the decision making bodies on the levels of the faculties and of the University have specific obligations concerning transparency and information flow, prescribed by laws and University rules and regulations University of Belgrade the transparency and information flow are handled by the University centres and offices responsible for the dissemination of the respective information: the Information Center (IC), the Computer Center, IRO the centres and offices have been coordinated by the rector and vice-rectors

WP2. Questionnaire Responses: : Remarks / Suggestions for Improvement Enhancement of HE Research Potential Contributing to Further Growth of the WB Region (Re@WBC) WP2. Questionnaire Responses: : Remarks / Suggestions for Improvement University of Vlora “Ismail Qemali” the implementation of this sub-work package will be subject of discussion at all institutional levels of the University (its departments, faculties, Rectorate and Senate) University of Nis better coordination between the University and its faculties on sending information on vacancies a more profound engagement of the teaching staff on adding new publications to the bibliography posted on the University website. University of Novi Sad open acces platform with all publications of researchers should be created as well as legal obligation to announce vacancies on Euraxess portal