Research Group Data Management Guide (ENG)
- Varmo Pilt
1. General rules
The LIST of research groups (hereinafter referred to simply as "Group") is managed/developed by the Research Administration Office (RAO).
The list of research groups can be found at: https://livettu.sharepoint.com/sites/TA_uurimisryhmad/Lists/Uurimisrhmad/AllItems.aspx
All members of the university have the right to view group data.
In order to filter out the research groups of your department, you have to apply the corresponding filter to the Instituut column in the table.
You can bookmark and save the address of the filtered table in your web browser.
Each structural unit has a designated employee (hereinafter referred to as "Admin") to keep the data of all groups up-to-date. The Admin has rights to change the data of all groups under a specific structural unit (add new ones, change the data of existing ones) in the system. The head of the unit can decide to name several admins.
Group data can be updated continuously throughout the year.
The registration of the group/its members is considered completed after the validation of the data by the head of the structural unit.
2. Creating a new group
To create a new research group, select +New
As a rule, the group will be created by the Admin of the department or the head of the new starting research group. At the same time, the rights to create a new group are not limited in the system, that means, all members of the university can start creating a group. However, only the Admin, head of the group, head of the structural unit and designated employees of RAO have the right to add a member to a group.
You can see the members of the existing research group by clicking the Vaata liikmeid link in the row of the corresponding research group in the column Rühma liikmed.
To add a research group member, click the Lisa liige button on the corresponding research group line.
Then, in the opened window, enter the member's personal Estonian ID code (if there is no personal code, then date of birth) and press the Run flow button.
As a result, a new member associated with the research group is created. The member's data must be reviewed and supplemented! To do this, select Vaata liikmeid and select the corresponding member from among the members of the research group and update his/her data.
The head of the group can only manage the data of his/her group members.
It is also possible to connect the new group with a research group already operating before.
To do this, you must mark Jah in the data field Kas uurimisrühm on seotud varasemaga. Then a data field will appear in which you can search for a research group suitable for linking. If it is necessary to link the created group with a group of another structural unit, help must be asked from a member of the RAO.
3. Changing the data of an existing group
The data of an existing group, including its members, can be amended only by the heads of the corresponding group, Admins and heads of the structural unit, and the employee designated for this purpose by the RAO.
Group members may not be deleted! If the member has completed his activity in the group, the corresponding date should be entered in the field Lõpp.
To view the data of the research group, you have to click either on the name of the research group or 2 times on the line of the research group in a place where there are no links.
In order to change the data of the group, select the corresponding line and press Edit
Or click Edit all on the data form of the research group opened for viewing
After making changes, the changes must be saved by pressing the button Save.
When adding a new member, a new record must always be opened! In order to ensure that the previous list of members will be saved, it is not allowed to "overwrite" the data of some departed members. In the data line of the member who has left the group, the field of the end date of participation in the group (Lõpp) must be filled in!
If a new head takes over the leadership of the research group, the new head must be marked as Jah in the data field Juht among the members, and Jah must be removed from the data of previous head.
If you want to change the name of the research group, the old name is transferred to the text data field, where the history of previous names is visible.
4. Changing the head and members of the research team.
When adding a new member, the start date from which the person is a member of the research group must be entered in the data field Algus.
If it is necessary to change the head of the research group, the new head must be marked as Jah in the data field Juht among the members, and Jah must be removed from the previous head. If the new head is not yet among the members, he/she must be added to the list of the members first.
If a member leaves the research group, the date of his/her departure must be entered in the data field Lõpp. It can also be entered earlier if the date of leaving is known.
If a member changes the structural unit but remains in the research group, then the end date must be entered in the data field Lõpp and he/she must be added as a new member, while the connection with the new structural unit should be indicated. NB! Do not change the structural unit next to the existing member, because then the history of when a certain member was in a certain structural unit will be lost.
NB! To add a new member, do not overwrite the data of previous members of the research group!
NB! As long as the head of the research group has not been replaced, the new head can´t change the data! In the case of a change of the head, the Admin of the department must first mark him/her as the head, after that the new head will get the rights to start changing the data of the research group.
5. Validation of data
The person who entered the group's data (Admin or head of the group) submits the group data for validation no later than November 1 every year. To send the data for validation, he/she must select Jah in the data field Struktuuriüksuse juhile kinnitamisele and save the change.
NB! For already validated research groups, whose members have not been changed after previous validation, this data field is not visible because they do not need to be sent for validation.
In the list that opens on the link sent for validation, only members who are active or unvalidated in the respective year can be seen. If the member has already been validated earlier and the time of departure has been indicated for him/her, which is earlier than the current year, the head of the structural unit will no longer see this member during validation.
Group data must be validated by the head of the structural unit by November 30 at the latest. RAO uses this data to compile an Atlas/passports of research groups and to create a group-based structure in SciVal.
If members from other structural units participate in the group, their participation in the group must be confirmed by the head of the structural unit according to the employment contract of the corresponding member. Confirmation will not be necessary if the corresponding member already has confirmation - indication from the previous time is Jah. The head of the involved department has a maximum of 14 calendar days to confirm the member's participation.
First, the group data is forwarded in parallel to all involved departments (if there is any) for confirmation. If any of them do not give confirmation, the data will not be forwarded to the head of the main structural unit for validation before the necessary correction has been made. In the case of rejection, it would be advisable to write the reason for rejection as a comment.
The head of the main structural unit has also 14 calendar days to validate the data.
If unconfirmed member is excluded from the group, the RAO employee must be informed of the need to delete the record. In this case, the group can be validated without the corresponding member.
The heads of the structural units will receive a notification asking for confirmation via both email and Teams.
If other departments are involved in the confirmation, after confirmation by the head of the respective department, there will be seen Jah for these group members in the data field Kinnitatud teise juhi poolt.
The data of the group can be confirmed after the participation of all members has been confirmed, i.e. the members of all other units have also been given the approval to participate in the group. Confirmation is indicated by a tick (e.g. a tick or Jah) in the field next to the active members of the group.
Admin of the structural unit, head of the group and RAO contact person will receive notification of confirmation.
If, after confirmation, the data of some group member is changed or a new person is added, the confirmation process should be repeated.
As a result of general validation (everyone has confirmed), a general confirmation appears in the field behind all members, and the status of the entire research group is Kinnitatud.
Admin of the structural unit, head of the group and RAO contact person will receive notification of validation.
6. Termination of group activity
If the group ends the activity in its previous form, the Admin of the structural unit or the head of the group should edit the end date for the group. After the end date the group status will automatically change to Kehtetu. All members without an end date will automatically receive an end date based on the group´s end date. The head of the structural unit receives a notification that the group's activity has been marked as completed.
Group´s statuses in the system
Sisestamisel –a new research group is being created, or an existing approved research group has had new members added or a change of the head of the group. In this status, it is possible to send a research group for validation.
Tagasilükatud – the head of the department or one of the heads, if there are members from several departments, has rejected the confirmation. In this status, it is possible to send the research team for revalidation.
Kinnitatud – the current data of the research group has been validated.
Kehtetu – the work of the research group has ended. The research group has been marked with an end date and it has passed.