Institution: University of Natural Resources and Life Sciences, Vienna (BOKU)
Version: 1.0
Publication: Newsletter No. 10 / Academic year 2020/2021 (published on 04.03.2021)
In the 2019-2021 performance agreement, the University of Natural Resources and Life Sciences, Vienna (BOKU) undertook to restructure its research infrastructure and establish BOKU Core Facilities. In the last meeting of 2019, the University Council approved the organisational unit BOKU Core Facilities H15000. BOKU Core Facilities are department-independent, user-friendly large-scale equipment infrastructures and scientifically consistent methodological platforms that are bundled in one location and used by several departments. An adequate management structure and servicing by staff scientists and technicians ensures that methodological expertise can be built up and maintained in the long term and that the use and utilisation of the infrastructures is significantly improved. A standardised web presence (https://boku.ac.at/cf) will increase visibility within and outside BOKU and is a prerequisite for participation in national and European infrastructure tenders and for networking with core facilities of other public institutions as desired by the BMBWF. BOKU Core Facilities support BOKU researchers in basic research and contract research and relieve the institutes of administrative tasks and routine activities (equipment maintenance, repairs, equipment training, etc.). They increase the attractiveness for potential public and private cooperation partners and increase the chances of national and European project submissions. In addition, the BOKU Core Facilities are also open to interested parties from public or private institutions. The BOKU Core Facilities provide an extremely attractive environment for spin-offs and start-ups in the BOKU:BASE labs. BOKU Core Facilities also offer students state-of-the-art research equipment and method platforms as part of research-led teaching, thereby making BOKU's courses more attractive, especially in Master's programmes and doctoral training. In addition, BOKU Core Facilities can also be used as part of university continuing education programmes.
These rules of procedure apply to all employees of the "BOKU Core Facilities" service facility, the scientific and operational management to be appointed for the individual BOKU Core Facilities and the advisory board to be established in each case.
The H15000 BOKU Core Facilities service unit reports directly to the respective Vice-Rector for Research and Innovation. The Rectorate appoints a head and a deputy head of the H15000 BOKU Core Facilities service facility from among the operational heads for a period of 3 years. Reappointments are possible. Tasks of the Head of the BOKU Core Facilities Service Centre
Head of the service unit BOKU Core Facilities H15000
Immediate superior of the respective Operational Director of the individual BOKU Core Facilities
Participation in the plenums of the BOKU Core Facilities
Regular exchange with the Vice-Rector for Research and Innovation; if required, the operational management of the individual BOKU Core Facilities can participate in this exchange
Convening the General Meeting at least once a year
Participation in the service manager meetings convened by the Rectorate
The BOKU Core Facilities are in turn subdivided into operationally active units with equal rights, which will be established as follows by the end of 2021:
The management of the H15000 service facility, scientific management (head and deputy head), operational management (head and deputy head) and advisory board make up the plenum of the respective core facility.
For each BOKU Core Facility, a scientific management, consisting of head and deputy head from the related departments or institutes, is to be elected by the Advisory Board and the operational management for a period of 3 years. Re-election is possible, also on a revolving basis. The Vice-Rector for Research and Innovation thus confirms and appoints the academic management or can veto the appointment, stating reasons. In this case, the Advisory Board and the operational management must submit a new proposal.
The exercise of the activity as academic director or deputy is to be taken into account in personal evaluations. There is no entitlement to separate compensation for this activity. Tasks of the scientific management:
Once the scientific management has been elected, the operational management, consisting of the management and deputy management, is elected by the scientific management and the members of the advisory board for a period of 3 years. Re-election is possible, also on a revolving basis. The Vice-Rector for Research and Innovation confirms and thus appoints the operational management for a limited period of 3 years or can veto the appointment, stating reasons. Tasks of the operational management:
Participation in the election of the scientific management
Participation in the election of advisory board members
Immediate supervisor of the service staff assigned to the respective core facility (postdocs, technicians)
Handling personnel matters in the respective core facility (applications for appointments, etc.)
Ensuring the proper maintenance and servicing of devices and equipment
Monitoring the careful and proper use of devices and equipment by internal and external users
Coordination and preparation of applications for infrastructure tenders (e.g. HRSM, FFG, Horizon Europe etc.)
Consultation and participation in decisions on repairs exceeding EUR 10,000 net in individual cases and new purchases of large equipment in consultation with the scientific management, the advisory board and the service management.
Organising equipment tenders and price negotiations with potential suppliers. Reporting to the Head of Service and Vice Rector for Research and Innovation for the purpose of approving the planned purchase
Ensuring the timely fulfilment of inspection obligations in accordance with § 13 AStV, § 6 AM-VO, PSA-V, GKV 2011, FGV, VbF, ESV 2012, VEXAT and other employee protection regulations applicable to the respective core facility and reporting any deficiencies identified to VR für Forschung und Innovation for the purpose of initiating rectification.
Exercise of the function of the responsible authorised representative in accordance with § 9 VStG.
The operational management, together with the academic management, must submit a report on the current year (finances, equipment utilisation, infrastructure planning, etc.) and the coming year to the Vice-Rector for Research and Innovation and the Vice-Rector for Finance during the fourth quarter, usually in November of each year. This report must contain at least a detailed presentation of the current financial situation, current equipment utilisation and infrastructure planning for the coming year. This report must be discussed in person with the Vice-Rector for Research and Innovation and the Vice-Rector for Finance.
The operational management is authorised to commission necessary expenses (e.g. consumables, equipment repairs, maintenance work, etc.) up to a net amount of EUR 10,000 in each case, provided that the BOKU Core Facility has sufficient budget coverage. A corresponding authorisation must be published in the University Gazette. In the case of expenditure exceeding EUR 10,000 net in individual cases, the approval of the management of the service facility and the Vice-Rector for Research and Innovation must be obtained.
For each BOKU Core Facility, an Advisory Board consisting of a minimum of 4 and a maximum of 7 persons must be established. These persons shall come from at least two different departments using the respective BOKU Core Facility. If possible, there should also be advisory board members from industry and other academic institutions. The advisory board members are elected by the operational and academic management. The Vice-Rector for Research and Innovation confirms and appoints the
Advisory Board members for a limited period of 3 years or can veto the appointment with reasons. The exercise of activities as an advisory board member must be taken into account in personal evaluations. BOKU internal and external Advisory Board members are not entitled to separate remuneration for exercising their function as Advisory Board members. Tasks of the Advisory Board
The advisory board is convened by the management of the service organisation in consultation with the respective operational manager. Immediately after its appointment, the advisory board elects a chairperson and a deputy chairperson from among its members by a simple majority under the chairmanship of the oldest member in terms of age. The election of the chairperson and deputy chairperson shall be held for the entire appointment period, unless otherwise provided for in the appointment resolution. If the chairperson or deputy chairperson resigns from the Advisory Board during a term of office, the Advisory Board must elect a replacement at the next meeting. The deputy has the same rights and obligations as the chairperson in the event of a deputisation.
The management of the H15000 service facility, scientific management (head and deputy head), operational management (head and deputy head) and advisory board constitute the plenum of the respective core facility. The plenum is convened by the chairperson or deputy chairperson of the advisory board, the scientific or operational management or the management of the service facility as often as the interests of the core facility require, but at least once a year. Plenary meetings shall be convened in writing or by e-mail by the convener, stating the time, place and agenda. A notice period of 14 days must be observed between the date of the invitation and the date of the plenary meeting. The last known address is decisive. Written documents on individual agenda items must be sent to the plenary members in writing by email by the person issuing the invitation at least one week before the meeting.
Tasks of the plenum
The agenda is set by the organiser, taking into account the proposals of the scientific and/or operational management and the proposals of Advisory Board members. The plenary session can only validly decide on an item that is not on the agenda if all members are present or represented and no member objects to the subsequent inclusion of this item on the agenda.
The meetings of the plenum are chaired by the convenor. Should a member of the Advisory Board or the scientific or operational management or the service management deem it appropriate to call in experts to advise on individual matters in certain cases, the inviting party shall decide on this. The chairperson of the meeting determines the language of the meeting. As a rule, it is German. It can also be changed, especially in the case of relationships with respondents. Should this be necessary, an interpreter will be called in.
The plenary meeting constitutes a quorum if all members have been duly invited and at least three members of the Advisory Board are present, including the chairperson or deputy chairperson, the operational management and/or their deputies and the scientific management and/or their deputies. Resolutions of the plenum are passed by a simple majority of the votes cast. In the event of a tie, the chairperson of the meeting has the casting vote.
Minutes are kept of the meeting, which must include the names of those present, the agenda, the main points of the meeting and the resolutions passed and, in the case of non-unanimous resolutions, the reasons for approval and rejection. The minutes shall be kept by the person inviting the meeting. Every meeting participant has the right to request that individual requests to speak be recorded in the minutes. This request must be explicitly expressed and a specific formulation proposed. The minutes must be signed by the chairperson of the meeting. The resolutions are to be numbered consecutively per year. Copies of the minutes must be sent to each plenary member and - at their request - to the Vice-Rector for Research and Innovation within two weeks of the meeting in order to fulfil any requests for corrections. The final minutes are approved by circular resolution.
Provided that sufficient written grounds for a decision are available, a resolution of the plenary meeting can be passed in writing without holding a meeting if no member of the plenary meeting raises an objection within a period of one week from the date on which the notice of meeting is sent out. In order to pass a valid resolution, the votes of at least 3 members of the Advisory Board, including the Chairperson or Deputy Chairperson, the Scientific Director and/or his/her deputy and the Operational Director and/or his/her deputy, must be cast, provided that all members of the plenary meeting have demonstrably agreed. Votes may be cast in writing or by e-mail. Voting by telephone is permitted, but must be confirmed in writing without delay. In the event of a tie, the Chairperson of the Advisory Board has the casting vote.
The members of the plenum must maintain strictest secrecy about the proceedings of the plenum and about the matters of the BOKU Core Facility of which they become aware in their capacity as members of the plenum.
The Service Management convenes the General Assembly at least once a year in consultation with the Vice-Rector for Research and Innovation in order facilitate an exchange between the BOKU Core Facilities, to promote networking and to discuss improvements in the organisation and processes. The plenary meeting serves to exchange information and does not pass any resolutions. The service management, the academic and operational heads and deputies as well as all employees of the individual BOKU Core Facilities are authorised to attend.
The individual BOKU Core Facilities operate autonomously, i.e. the income remains in the Core Facilities and is used for the maintenance of operations, repairs and maintenance contracts, new acquisitions, etc. All equipment and method platforms assigned to the BOKU Core Facilities must be made available to all BOKU researchers and external customers. Services for BOKU researchers and for external customers must be billed separately. In principle, the administration and billing of equipment and scientific services is carried out by the respective Core Facility. Services must booked transparently via a standardised BOKU booking tool. Pricing is staggered according to use (internal/external) and funding programme, so that the research infrastructure is attractive for BOKU researchers and can be used unbureaucratically and there is clear added value for the University of Natural Resources and Life Sciences, Vienna in terms of increasing research excellence. For the use of the BOKU Core Facilities in the context of research-led teaching (BOKU courses), only the consumables and chemicals, but not the use of equipment or training, are to be invoiced.
| Version | Amendment | From | Decided on | Published |
|---|---|---|---|---|
| 1.0 | First-time creation | Director of Research and Innovation; Operational Head of Core Facilities; Legal Department; Controlling | 23 February 2021 (by resolution of the Rectorate) | 04.03.2021 — Newsletter No. 10 / Academic year 2020/2021 |