MANAGEMENT OF THE UNIVERSITY OF NAMUR'S INSTITUTIONAL REPOSITORY

Context

The University of Namur has set up an institutional repository for members of the academic community who are active in research to record research data. This includes publication data and data relating more generally to scientific activities (such as conferences) and research (research projects). Student dissertations and doctoral theses defended at the University of Namur are also recorded.

The main IT tool for institutional repositories is the PURE application hosted on the University's servers. It allows data relating to researchers (publication of a researcher profile) and research (activities and publications) to be encoded, updated, consulted, represented graphically and exported.

Categories of personal data processed and purposes of use

For the purposes of this activity, the University of Namur processes data in the following categories:

  • General identification data [this category includes the following types of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number, etc.].
  • Identifiers allocated by the University [category grouping the following types of data: student number, internal registration number, eID for access to internal resources, access card identifiers, student card number, etc.].
  • Data for identification by a third party (Orcid identifier)
  • Data relating to the student's academic record [category grouping the following types of data: data relating to the student's academic record, annual programme - teaching units taken - grades, credits, honours, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, end-of-study work, placements completed, etc.].
  • Data relating to internal and external mandates [category grouping the following types of data: data relating to mandates in the various bodies of the University, in other institutions, applications for mandates, etc.].
  • Personal characteristic data [category grouping the following types of data: date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, languages spoken, possession of a driving licence, etc.].
  • Teacher's academic data [category grouping the following types of data: data relating to course allocations, teaching duties, duties as promoter or member of a thesis jury, etc.].
  • Data relating to the exploitation of research [this category includes the following types of data: data relating to research contracts, publications by members of the academic community, prizes and awards, participation in competitions, services to the community, etc.].
  • Connection and logging data [category covering the following types of data: dates and times of connection, type of operation performed, user identifier, IP addresses, type of data accessed, etc.].
  • Authentication data [category grouping the following types of data: log in, passwords, password modification date, token, etc.].
  • Data relating to IT resources [category covering the following types of data: data relating to user accounts, electronic communications, use of applications and software, use of storage tools in the IT resources made available, etc.].

 

This data is used for :

  • Managing the conservation of dissertations/theses and scientific publications authored, co-authored or promoted by members of the university community
  • To manage the provision of information on research activities at the University of Namur
  • To manage the valorisation of research activities carried out at the University of Namur, including the use of data to objectivise research activities for the purposes of obtaining third-party subsidies.
  • To manage the provision of statistical indicators for decision support in connection with research management
  • Managing the evaluation of research quality
  • Manage access to and use of the computer application for recording research activities (PURE)

Basis of lawfulness of data processing

The processing activity is carried out because it is necessary for the performance of a task carried out in the public interest in connection with research (Article 6, 1, e) of the GDPR).

This processing activity is part of the University's public interest mission to participate in individual or collective research, innovation or creative activities, and thus to ensure the development, conservation and transmission of knowledge and cultural, artistic and scientific heritage (article 2, 2° of the Landscape Decree).

More specifically, the decree of 3 May 2018 aimed at establishing a policy of free access to scientific publications (open access) stipulates that each higher education institution is required to have or be attached to an institutional digital archive enabling the researchers who depend on it to fulfil their deposit obligation.

As part of its mission, the University of Namur is also obliged to implement a quality approach.

Categories of data subjects

The categories of persons whose data is processed for the purposes of the business are as follows:

  • Definitive representatives of the FNRS
  • Members of staff
  • Former members of staff
  • Registered students
  • Former students
  • External research players
  • Academic staff
  • Members of the scientific staff
  • Co-authors of publications
  • Responsible publishers

Data sources

The data included in the processing activity comes from the following source(s):

  • They were supplied by the person themselves
  • The data is generated by an activity carried out by the individual

Data recipients

Data is processed solely by University staff and departments for the purposes of carrying out the activity. The internal recipients of the data mainly belong to the following categories:

  • University administrative staff
  • IT support staff

External data recipients fall into the following categories:

  •  Publication data stored in the institutional repository is freely accessible.

Processing characteristics

The retention period is determined on the basis of the following criteria

  •  the need to retain data for operational purposes depending on the purpose for which it is used.
  • compliance with one or more mandatory legal retention periods imposed by legislation

 The data in the institutional repository is kept indefinitely.

 Connection logs to the PURE application are kept for a maximum of 3 years.

Rights of the data subjects

The rights of data subjects are described on the https://www.unamur.be/en/privacy page. To exercise these rights, data subjects should contact pure@unamur.be or the Data Protection Officer (dpo@unamur.be).

Members of the academic community who are active in research can access, modify and encode research data in PURE themselves. The tool also allows data to be exported in a structured way in the form of publication lists from data encoded in PURE.