Data Management Group

Glossary

This expert group constitutes the RODBUK community and is responsible for developing detailed operating guidelines for the Repository.

Terms and conditions of the RODBUK Data Management Group

§ 1
General provisions

  1. RODBUK Cracow Open Research Data Repository is co-developed by academic institutions on the basis of separate agreements.
  2. RODBUK Data Management Group, hereinafter referred to as the RODBUK Group, is the body responsible for defining the concept and ensuring the proper functioning of the RODBUK Cracow Open Research Data Repository, hereinafter referred to as the RODBUK Repository.
  3. The RODBUK Group is composed of representatives of founding members:
    1. AGH University of Krakow,
    2. Cracow University of Technology,
    3. Krakow University of Economics,
    4. Jagiellonian University in Kraków,
    5. University of Physical Culture in Krakow,
    6. University of the National Education Commission, Krakow,
    and representatives of co-operating member:
    1. Sano – Centre for Computational Personalised Medicine – International Research Foundation,
    2. University of Wroclaw,
    3. Institute of Nuclear Physics Polish Academy of Sciences.
  4. Institutions other than the founding members are granted the status of co-operating members. Detailed rules for the admission of new members are specified in §6 of these Regulations.
  5. ACC CYFRONET AGH is the technical contractor and administrator of the RODBUK Repository with an advisory vote on the technical aspects of the Repository's operation.
  6. RODBUK Group admits new members according to these Regulations, i.e., other scientific units that create the higher education and science system and act for the benefit of this system (in accordance with the Act of 20 July 2018, Law on Higher Education and Science, Art. 7, point 1 and 2).
  7. These RODBUK Group Regulations, hereinafter referred to as the Regulations, set out the principles of operation, mode of work and the tasks and powers of the RODBUK Group.

§ 2
RODBUK Group tasks

  1. RODBUK Group's tasks include:
    1. ongoing monitoring of the highest standards in research data management and their implementation in the RODBUK Repository;
    2. promotion of the RODBUK Repository and the idea of open research data;
    3. organization and conducting training (stationary and online) for scientific and administrative staff of all universities involved in the initiative and mandatory training for new members of the RODBUK Group on research data management in the RODBUK Repository;
    4. continuous monitoring of the entered research data and verification of metadata accuracy based on the RODBUK Data Steward Guide available on the rodbuk.pl website;
    5. development of the Repository strategy and the schedule of activities, updating documentation at least once every two years;
    6. constant cooperation with ACC CYFRONET AGH;
    7. cooperation with external units, e.g. National Science Centre (NCN).

§ 3
Rules of operation and work mode of RODBUK Group

  1. Members of the RODBUK Group can appoint any number of representatives.
  2. The RODBUK Group meetings are convened by the Group Coordinator at least once every three months and can be held in person, remotely, or in a hybrid format.
  3. At each meeting, 4/6 representatives of the founding members of the RODBUK Group are required.
  4. Matters are considered through the agreement of a common position by the founding members of the RODBUK Group, and in the event of a lack of agreement, a vote is held.
  5. Each institution has one vote. If there is no unified decision among the members of an institution, that institution abstains from voting.
  6. When a majority of votes cannot be obtained, the final decision is made by the Group Coordinator.
  7. Voting can take place in person, remotely or in a hybrid format, but only on pre-arranged dates that are accessible to all.
  8. The founding members of the RODBUK Group elect a Coordinator by majority vote from among themselves, who represents the group externally. They also elect a Deputy Coordinator and a Secretary to support the Coordinator's activities.
  9. Decisions that require voting shall be recorded and signed by the Group Coordinator. The minutes shall be kept by the Group Coordinator in compliance with all security rules.
  10. Short notes shall be made from each RODBUK Group meeting, which shall be kept in electronic documents accessible to RODBUK Group members.
  11. The RODBUK Group may establish permanent or temporary working teams from among its members, tasked with carrying out specific matters in accordance with the Group’s decision.

§ 4
Election, withdrawal, resignation, by-election

  1. Candidate for the position of Coordinator, Deputy Coordinator and Secretary of the RODBUK Group may be any member of the RODBUK Group from the founding institutions of the RODBUK Repository.
  2. Applications for the position of Coordinator, Deputy Coordinator and Secretary may be submitted by a member of the RODBUK Group who is willing to take up the selected position or by other members of the RODBUK Group.
  3. The term of office of the Coordinator, Deputy Coordinator and Secretary is 4 years.
  4. Three months before the end of the term of office of the current representatives of the RODBUK Group (i.e., the Coordinator, Deputy Coordinator and Secretary), the Coordinator convenes a meeting of the RODBUK Group. At this meeting, the members of the RODBUK Group elect the members of the Election Committee, hereinafter referred to as the Committee. The Committee consists of three persons representing the various founding members of the RODBUK Group, selected on an application basis and with their prior consent.
  5. Members of the Committee may not stand for election to any position but retain the right to vote within the rules set out in § 3, point 5.
  6. The Committee is responsible for organising and conducting election for the positions of: Coordinator, Deputy Coordinator and Secretary.
  7. The Committee's responsibilities include:
    1. setting and announcing the election schedule;
    2. accepting applications from candidates for the positions of: Coordinator, Deputy Coordinator and Secretary;
    3. conducting the elections and announcing the results;
    4. preparation of the minutes of the elections conducted.
  8. Candidates must be submitted within 14 days of the announcement of election dates by the Committee.
  9. Registration on the list of candidates requires the consent of the candidate.
  10. The Committee announces the list of candidates no later than 7 working days before election day.
  11. The Committee shall immediately communicate the election results to the members of the RODBUK Group.
  12. The Coordinator, Deputy Coordinator and Secretary of the RODBUK Group have the right to resign at any time. Resignation should be sent by email to the founding members of the RODBUK Group. Within 10 working days of receiving the resignation, the Coordinator or Deputy Coordinator is obliged to convene a meeting of the founding members of the RODBUK Group and appoint the Election Committee.
  13. The Committee conducts by-elections in accordance with the procedure described in § 4, points 7, 8, 9, 10 and 11.
  14. The founding members of the RODBUK Group have the right to dismiss from the position of Coordinator, Deputy Coordinator or Secretary of the RODBUK Group a person who does not fulfil the duties assigned to him/her. The dismissal is decided by a majority vote of the founding members of RODBUK Group. Upon the dismissal of the person or persons holding the position of Coordinator, Deputy Coordinator or Secretary, by-elections are announced in accordance with the procedure described in § 4, points 7, 8, 9, 10 and 11.

§ 5
Tasks of the Coordinator, Deputy Coordinator and Secretary of the RODBUK Group

  1. The tasks of the Coordinator include, in particular:
    1. representing and promoting the RODBUK Repository and the RODBUK Group in the community/externally;
    2. ensuring the continuous development of the RODBUK Repository and the RODBUK Group;
    3. handling current matters related to the functioning of the RODBUK Repository;
    4. convening and chairing meetings of the RODBUK Group;
    5. coordinating activities related to the admission procedure for new members;
    6. coordinating the activities of working groups;
    7. updating the RODBUK Group's membership and mailing list.
  2. The tasks of the Coordinator’s Deputy include, in particular:
    1. supporting the Coordinator in activities related to the functioning of the RODBUK Repository and the RODBUK Group;
    2. managing the activities of the RODBUK Group and fulfilling the tasks of the Coordinator in his/her absence;
    3. cooperation with the Coordinator in determining new development paths for the RODBUK Repository and the RODBUK Group;
    4. representing and promoting the RODBUK Repository and the RODBUK Group in the community/externally;
    5. performing other tasks assigned by the Coordinator.
  3. The tasks of the Secretary include, in particular:
    1. supporting the Coordinator in activities related to the functioning of the RODBUK Repository and the RODBUK Group;
    2. organization and minuting of the meetings of the RODBUK Group;
    3. keeping a register of RODBUK Group members and meeting participants;
    4. maintaining correspondence and documentation;
    5. performing other tasks assigned by the Coordinator.

§ 6
Rules for the admission of new members to the RODBUK Repository and the RODBUK Group

  1. Only an institution that forms part of the higher education system (in accordance with § 1, point 6 of these Regulations) that wants to create a collection of its own instance and accepts the conditions specified in these Regulations may apply for admission to the RODBUK Repository.
  2. The candidacy of a new member of the RODBUK Repository is submitted electronically to the Group Coordinator's email address.
  3. The Group Coordinator verifies whether the candidate institution meets the condition specified in § 1, point 6. In the case of positive verification, within 5 working days of receiving the application, the Group Coordinator sends the Candidate the appropriate documents concerning the RODBUK Repository and the RODBUK Group. Additionally, the Candidate is informed that joining the RODBUK Repository involves signing a separate agreement with ACC CYFRONET AGH.
  4. Within the next 14 working days from receiving the message from the Group Coordinator, the Candidate is obliged to thoroughly review the documents received and send feedback to the Group Coordinator's email account about accepting the conditions specified in these documents.
  5. After obtaining the necessary consents from the Candidate, the Group Coordinator informs the other members of the RODBUK Group about the fulfilment of the conditions and the possibility of admission to the RODBUK Repository of the applying institution.
  6. The institution meeting the conditions of admission is recommended in the form of a written decision by the Group Coordinator to the representatives of ACC CYFRONET AGH to sign the agreement and create a collection in the RODBUK Repository. A copy of the letter in electronic form is also forwarded to the Candidate.
  7. Signing the agreement with ACC CYFRONET AGH results in the automatic inclusion of the new institution in the RODBUK Group.
  8. The institution joining the RODBUK Repository is obliged to appoint a representative/s to the RODBUK Group no later than on the day of signing the agreement with ACC CYFRONET AGH. New representatives are reported to the Group Coordinator's email address.
  9. Any changes in the RODBUK Group membership are reported to the Group Coordinator's email address. This applies to both founding institutions and new institutions joining the RODBUK Repository.  
  10. Membership in the RODBUK Group automatically expires in the event of termination of the agreement between the scientific institution and ACC CYFRONET AGH.

§ 7
Rights and obligations of new members of RODBUK Group

  1. The joining institution is granted the status of co-operating member with an advisory vote.
  2. The scientific institution joining the RODBUK Repository undertakes to adopt the structure and template functioning in the RODBUK Repository for its collection/instance. Final decisions regarding the appearance and structure of the RODBUK Repository are made exclusively by the founding members.
  3. Co-operating members may submit proposals for changes or updates in the RODBUK Repository for the RODBUK Group to discuss and present their recommendations regarding the detailed activities of the RODBUK Group. Decisions regarding possible changes or other activities are made by the founding members.
  4. In the event of a gross failure by a cooperating member to comply with the Regulations established by the RODBUK Group, the Group Coordinator, after consultation with the founding members, has the right to send a written reminder to the unit in order for it to remove the irregularities.
  5. The following shall be considered as flagrant non-compliance with the RODBUK Group regulations:
    1. failure to comply with the guidelines contained in the RODBUK Data Steward Guide;
    2. depositing research data that is inconsistent with the RODBUK regulations;
    3. ignoring and/or violating the rules contained in other documents that the cooperating member has undertaken to apply by joining the RODBUK Repository.
  6. If the reported irregularities are not removed within 3 working days, the Group Coordinator, after consultations and a vote by the founding members, submits a request to ACC CYFRONET AGH to terminate the Agreement and disconnect the given collection/instance from the RODBUK Repository. In the event of termination of the Agreement, the institution with which the Agreement was terminated shall be responsible for securing the data (transferring the metadata/data to the new infrastructure within 90 days of the termination of the contract) and redirecting the DOI permanent identifiers to the new address.

§ 8
Final Provisions

  1. Changes to the RODBUK Group Regulations are introduced by the founding members in the form of a vote.
  2. The RODBUK Group Regulations enter into force on the date of adoption.
  3. The RODBUK Group Regulations shall be reviewed at least every 2 years.
  4. The RODBUK Group Regulations are published on the RODBUK Repository website.

Update: 15.05.2025