Information Notice
The new HR Excellence in Research website has been launched and is currently being expanded with full documentation and detailed pillar-level content. Additional materials will be added on an ongoing basis to provide comprehensive access to all relevant procedures, reports, and institutional policies.
Structure and scope of the HR Excellence in Research Action Plan at Jan Kochanowski University of Kielce
The Action Plan presented below outlines the activities undertaken and planned by Jan Kochanowski University of Kielce as part of the HR Excellence in Research (HRS4R) process. Its structure follows the four pillars of the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers, in line with the standards set at European level in ethics and integrity, recruitment and selection, working conditions, and career development.
The numbering of all actions corresponds exactly to the order submitted to the EURAXESS HRS4R platform, allowing users to trace the implementation process in a transparent and consistent manner. Each action is presented in a bilingual English–Polish format and includes the responsible unit or position, the timeline for implementation, and a corresponding effectiveness indicator. In addition, every action is accompanied by contextual remarks that explain its purpose, outline its connection to internal evaluations, and show how it aligns with key institutional and strategic documents.
The Action Plan is a document subject to ongoing revision. It will be updated on an ongoing basis to reflect progress, incorporate new institutional priorities, and ensure compliance with evolving European Commission requirements within the HRS4R framework.
PILLAR 1 – ETHICS, INTEGRITY, GENDER ASPECTS, AND OPEN SCIENCE
Principles: 1. Ethics and research integrity 2. Freedom of scientific research 3. Open science 4. Gender equality 5. Embracing diversity 6. The researcher 7. Free circulation of researchers 8. Sustainability of research
Responsible: Team appointed by the Rector
When: Academic Year 2025/2026
Indicator: Senate resolution adopting the updated Code of Ethics
Principles: 1. Ethics and research integrity; 6. The researcher
Remarks: The existing Code of Ethics is in force, but the internal review indicates the need for updating selected provisions to reflect the evolving regulatory environment and the recommendations of the 2023 Council Recommendation on the European Framework for Research Careers. The review will also ensure coherence with the revised procedures of the Disciplinary Officers and the newly appointed Committees on Research Integrity. The action is linked to the broader institutional effort to harmonise internal regulations under the 2025–2028 Strategic Plan.
Responsible: Doctoral Student Council
When: Academic Year 2025/2026
Indicator: Resolution of the Doctoral Student Council adopting the updated Code of Ethics for Doctoral Students
Principles: 1. Ethics and research integrity; 6. The researcher
Remarks: The Code of Ethics for Doctoral Students requires revision to better reflect the expectations related to responsible research conduct, supervision standards and research assessment introduced by the new national regulations on doctoral education. The update will also address gaps identified during consultations with the Doctoral School and respond to the internal finding that doctoral career models insufficiently prepare candidates for grant acquisition and dissemination of research results.
Responsible: Rector
When: 2026
Indicator: Completed English translation available on UJK HR website
Principles: 7. Free circulation of researchers; 5. Embracing diversity
Remarks: The lack of English-language versions of key ethical documents was identified as a systemic weakness in both the Action Plan and the internal evaluation. Translation is required to ensure transparency for international staff, doctoral candidates and visiting researchers, and it is necessary for full compliance with OTM-R principles. This action depends on the completion of Actions 1 and 2, as translation should follow the revised consolidated versions.
Responsible: Department of Human Resources and Social Affairs
When: Ongoing
Indicator: Annual number of disciplinary procedures initiated due to violations of the academic ethics code
Principles: 1. Ethics and research integrity
Remarks: The internal review confirms that while UJK has competent ethics and disciplinary bodies, no systematic monitoring mechanism is yet in place to track the number, nature and outcomes of complaints or disciplinary cases. Establishing such monitoring is essential for transparency and for identifying training needs in research integrity. The action will require coordination with the Disciplinary Officers, relevant committees and administrative units responsible for data protection.
Responsible: University Library
When: Ongoing
Indicator: Annual number of applications supported for data management plans
Principles: 3. Open science
Remarks: The need for institutional DMP support arises from EU and national obligations and the internal policy on open access. While the University Library and the Research Support Office already provide partial assistance, a structured advisory mechanism is not yet in place. This action is closely linked to the newly strengthened role of the Open Access Officer and requires coordination with the planned development of training under Action 6.
Responsible: Department of Research
When: Ongoing
Indicator: Number of training sessions conducted
Principles: 3. Open science
Remarks: The internal evaluation highlights low participation in existing training initiatives, indicating a need for a more formal and coordinated training offer. This action will contribute to improving competencies in data handling, storage, FAIR principles and open science obligations. Implementation depends on cooperation between the Library, the Project Support Office and the Doctoral School and will support compliance with national open-access regulations and institutional policy.
Responsible: Rector’s Representative for Gender Equality
When: Ongoing
Indicator: Monitoring report
Principles: 4. Gender equality; 5. Embracing diversity
Remarks: Although UJK already conducts monitoring of the GEP and publishes annual reports, the internal review identifies the need for more systematic indicator tracking and improved communication of results. Strengthening this process is necessary to meet EU standards for institutions participating in Horizon Europe and to support evidence-based updating of the GEP (Action 8). The action also aligns with the work of the Rector’s Representative for Gender Equality.
Responsible: Rector’s Representative for Gender Equality
When: Ongoing
Indicator: Updated Gender Equality Plan
Principles: 4. Gender equality; 5. Embracing diversity
Remarks: Updates to the GEP must be informed by the annual monitoring results, which reflect gender distribution, participation in decision-making bodies and training needs. The internal review emphasises that updates should include measures for improving gender balance in committees, enhancing awareness and increasing participation in equality-oriented training. This action depends directly on the strengthened monitoring system under Action 7.
Responsible: Rector’s Representative for Gender Equality
When: Ongoing
Effectiveness Indicator: Up-to-date website
Principles: 4. Gender equality; 5. Embracing diversity
Remarks: The dedicated GEP website exists and functions well, but the internal review highlights the need for continuous updates in Polish and English to ensure accessibility and compliance with HR requirements. Enhancing visibility of monitoring reports, training materials and equality policies will support transparency and institutional communication. This action requires close collaboration with the Rector’s Representative for Gender Equality.
PILLAR 2 – ASSESSMENT AND RECRUITMENT OF RESEARCHERS, CAREER PROGRESSION
Principles: 1. Researchers’ assessment 2. Recruitment 3. Selection 4. Career progression
Responsible: Vice-Rector for Research
When: 2026
Indicator: Development and implementation of academic teacher evaluation principles
Principles: 1. Researchers’ assessment
Remarks: The internal review confirms the need to revise the current principles due to the extensive and burdensome reporting template introduced in 2023 and weak connection between evaluation criteria and the R1–R4 profiles. The revision must also reflect the requirements of the new 2025–2028 Strategic Plan and ensure internal consistency with regulations governing promotion and workload distribution. Work has begun on analysing existing documents, with broad participation from academic staff planned for the consultation phase.
Responsible: Vice-Rector for Research/Chancellor/IT Centre
When: 2028
Indicator: Information system
Principles: 1. Researchers’ assessment
Remarks: The lack of digital tools supporting academic staff evaluation remains a critical weakness. Digitalisation is necessary to reduce administrative burden, improve transparency, and ensure comparability across units. However, implementation requires prior completion of Action 1 (revision of evaluation principles) to ensure that digital solutions reflect updated criteria. The action therefore depends on bringing the regulations up to date and providing the necessary IT tools.
Responsible: Rector/Vice-Rectors/Department of Human Resources and Social Affairs
When: Academic Year 2026/2027
Indicator: OTM-R
Principles: 2. Recruitment 3. Selection
Remarks: UJK already applies OTM-R guidelines introduced in 2022, but the internal assessment highlights several areas requiring improvement, including the availability of English-language documentation and clarity of communication with applicants. This action will ensure consistency with the updated OTM-R standards and may require revision of templates, criteria and procedures used across faculties, including those related to project-funded positions.
Responsible: Department of Human Resources and Social Affairs
When: Academic Year 2026/2027
Indicator: Recruitment process templates
Principles: 2. Recruitment 3. Selection
Remarks: The absence of standardised feedback for all applicants was identified as a key weakness. This action supports transparency and the full implementation of OTM-R principles. Templates reflect the revised recruitment guidelines developed under Action 3 and adapted for different staff categories (R1–R4; research, research-teaching, teaching). Implementation will also require training for recruitment committees.
Responsible: Department of Human Resources and Social Affairs
When: Academic Year 2026/2027
Indicator: Recruitment committees guide
Principles: 2. Recruitment 3. Selection
Remarks: Given the diversity of recruitment practices across faculties, a unified guide is needed to ensure consistent application of OTM-R principles, avoid conflicts of interest, and support gender balance in recruitment panels. The guide should also highlight best practices, procedural steps, expected timelines and communication standards. Completion depends on the outcomes of Actions 3 and 4.
Responsible: University Library
When: Ongoing
Indicator: Annual number of publications by researchers in leading international journals/publishers
Principles: 1. Researchers’ assessment
Remarks: Although UJK maintains discipline-level reports, the internal review notes the absence of a standardized institutional monitoring mechanism. Strengthening monitoring will support evaluation, promotion processes and strategic planning, especially with regard to internationalisation. The action requires cooperation between the Research Office, faculties and the University Library.
Responsible: University Library
When: Ongoing
Indicator: Annual number of international artistic activities
Principles: 1. Researchers’ assessment
Remarks: For artistic disciplines, international achievements are an essential indicator of research quality. However, no coordinated monitoring system currently exists. Establishing one will ensure appropriate recognition of artistic output, support evaluations, and contribute to UJK’s international visibility. This action parallels Action 6 and may use similar reporting tools adapted to artistic fields.
Responsible: Department of Human Resources and Social Affairs
When: Ongoing
Indicator: Annual number of academic degrees and titles awarded
Principles: 4. Career progression
Remarks: This action addresses the gap identified in the internal review concerning the lack of systematic institutional tracking of academic promotion achievements. A monitoring mechanism will support strategic workforce planning, resource allocation, and evaluation of academic career progression. The effectiveness of monitoring requires cooperation with faculty councils and HR offices.
Responsible: Directors of Disciplines authorized to award the doctoral degree
When: Ongoing
Indicator: Annual number of doctoral degrees awarded
Principles: 4. Career progression
Remarks: While the Doctoral School keeps internal records, a University-wide standardized reporting system is needed to ensure full transparency and facilitate long-term planning. This action is linked to Horizon Europe requirements regarding the monitoring of doctoral training outcomes and is essential for the future development of a comprehensive career development strategy for early-stage researchers.
Responsible: Vice-Rector for Research
When: Academic Year 2026/2027
Indicator: Standardized document flow procedures at UJK
Principles: 4. Career progression
Remarks: Current procedures for processing doctoral and post-doctoral degrees differ across units, creating inconsistencies and administrative delays. A unified legal act is required to standardize document circulation, ensure legal compliance, and improve efficiency. The action is consistent with national regulations and depends on collaboration between the Doctoral School, legal office and faculty councils.
Responsible: Deans, Institute Directors, Department Heads
When: Ongoing
Indicator: Annual number of foreign staff hired / Annual number of fellows employed through mobility programmes
Principles: 2. Recruitment 3. Selection
Remarks: The internal review identifies limited success in attracting international researchers as a continuing institutional challenge. Strengthening international recruitment requires a clearer visibility of open positions, English-language documentation, effective communication with candidates, and alignment with OTM-R standards. Complementary measures, such as improved onboarding support, enhanced internationalisation structures and participation in European networks, will be necessary to achieve measurable progress.
PILLAR 3 – WORKING CONDITIONS AND PRACTICES
Principles: 1. Working conditions, funding and salaries 2. Stability of employment 3. Contractual and legal obligations 4. Dissemination and exploitation of results
Responsible: Rector / Vice-Rector for Research / HR Excellence Coordinator
When: 2025–2028
Indicator: Periodic reports / updated Action Plans
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: The Internal Review confirms that governance structures have been established and are functioning effectively. The new institutional leadership has strengthened coordination, but ongoing work is required to formalise procedures, maintain continuity, and ensure clear communication across units. This action supports the long-term sustainability of HR Excellence implementation.
Responsible: HR Excellence Coordinator / Working Groups / Steering Committee
When: Ongoing
Indicator: Completed and approved GAP Analysis reports
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: The need for regular GAP updates was reaffirmed in the external assessment. Future updates must remain closely linked to annual monitoring and the 2025–2028 Strategic Plan. This is an ongoing action requiring cross-faculty coordination.
Responsible: HR Excellence Coordinator / Vice-Rector for International Cooperation
When: Ongoing
Indicator: Number of translated documents / availability of English versions
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: The absence of English versions of key HR and governance documents was highlighted as a major barrier to internationalisation. Translation must be updated whenever Polish-language regulations change. This action depends on timely revision of internal policies.
Responsible: HR Excellence Coordinator
When: Ongoing
Indicator: Annual monitoring reports
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Monitoring is still being developed. A structured annual procedure will ensure better tracking of compliance and inform Action Plan adjustments.
Responsible: Monitoring Team
When: Ongoing
Indicator: Current Action Plan
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Delays in several actions show the need for a stronger review cycle and better reporting from faculties and administrative units.
Responsible: HR Excellence Coordinator
When: Ongoing
Indicator: Updated information on the website
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Updates must be more frequent, especially regarding Action Plan progress, training announcements, and governance structures.
Responsible: HR Excellence Coordinator
When: Ongoing
Indicator: Availability of updated English website content
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Lack of full English coverage limits visibility and recruitment. Requires cooperation with Communications Office.
Responsible: HR Excellence Coordinator / Working Groups
When: Academic Year 2025/2026
Indicator: Campaign conducted
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Updated Charter principles from the 2023 Council Recommendation are not widely known. Both on-site and digital promotion are necessary.
Responsible: HR Excellence Coordinator / Working Groups
When: Academic Year 2025/2026
Indicator: Survey report
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: A new survey is needed to provide updated evidence for the next Action Plan cycle. Participation must be broader.
Responsible: Vice-Rector for Research
When: Ongoing
Indicator: Annual number of publications supported
Principles: 4. Dissemination and exploitation of results
Remarks: Demand exceeds available resources. More transparent criteria and regular calls will improve fairness and quality.
Responsible: Vice-Rector for Research / CFO / Department of Research
When: Academic Year 2025/2026
Indicator: Updated regulations for research and artistic financing
Principles: 1. Working conditions, funding and salaries; 4. Dissemination and exploitation of results
Remarks: Interdisciplinary activity requires creation of internal funding instruments and criteria aligned with R&D strategies.
Responsible: Vice-Rector for Development / Department of Innovation and Technology Transfer
When: 31.12.2028
Indicator: Project indicators
Principles: 1. Working conditions, funding and salaries; 4. Dissemination and exploitation of results
Remarks: The project strengthens cooperation with industry and supports innovation. Monitoring is needed to maintain alignment with institutional priorities.
Responsible: Vice-Rector for Research / Vice-Rector for Development
When: Ongoing
Indicator: Operational functionality of the repository
Principles: 4. Dissemination and exploitation of results
Remarks: Continued investment in maintenance and system upgrades is essential to meet open-access and FAIR requirements.
Responsible: Centre for Support of People with Disabilities
When: 1.12.2025 – 30.11.2029
Indicator: Project indicators
Principles: 1. Working conditions, funding and salaries; 2. Stability of employment
Remarks: The project enhances inclusivity and accessibility for students and staff, including those with disabilities. Continuous monitoring is required.
Responsible: Vice-Rector for Research / Vice-Rector for Development / Vice-Rector for Medical Sciences
When: 2028
Indicator: Additional funding granted
Principles: 1. Working conditions, funding and salaries
Remarks: A dedicated act is needed to define transparent criteria for supporting research topics with international potential.
Responsible: Vice-Rector for International Cooperation
When: Ongoing
Indicators: Participation in networks, projects, research internships
Principles: 1. Working conditions, funding and salaries; 2. Stability of employment
Remarks: Mobility remains weak and requires improved administrative support and visibility of opportunities.
Responsible: Vice-Rector for International Cooperation / Vice-Rector for Research
When: Ongoing
Indicator: Annual number of international grants and internships
Principles: 1. Working conditions, funding and salaries; 4. Dissemination and exploitation of results
Remarks: Participation has grown but administration and training capacity must be strengthened.
Responsible: Vice-Rector for International Cooperation / Vice-Rector for Research
When: Ongoing
Indicator: Annual number of staff involved in international organizations
Principles: 1. Working conditions, funding and salaries; 4. Dissemination and exploitation of results
Remarks: Monitoring is fragmented. A registry and support for memberships are needed.
Responsible: Institute Directors / Department Heads
When: Ongoing
Indicator: Annual number of international scientific events
Principles: 4. Dissemination and exploitation of results
Remarks: Coordination is not centralised. Common procedures would enhance visibility.
Responsible: Vice-Rector for International Cooperation
When: 2028
Indicator: Implemented motivational system
Principles: 1. Working conditions, funding and salaries; 2. Stability of employment
Remarks: Incentives are insufficient. A formal motivational system is needed to support participation in networks and mobility.
Responsible: Vice-Rector for International Cooperation
When: 2028
Indicator: Standardized procedures for international initiatives
Principles: 1. Working conditions, funding and salaries; 3. Contractual and legal obligations
Remarks: Procedures differ across units. Standardisation will reduce administrative burden and ensure compliance with Strategic Plan goals.
PILLAR 4 – RESEARCH CAREER AND TALENT DEVELOPMENT
Principles: 1. Valuing diverse research careers 2. Career development and advice 3. Continuous professional development 4. Supervision and mentoring
Responsible: Project Coordinator
When: 2024–2027
Indicator: Project indicators
Remarks: The RID project has strengthened UJK’s research capacity in infrastructure, international cooperation, and publication quality. To maximise its long-term impact, coordination with HR Excellence and R&D strategies is required. Better cooperation between RID teams and HR Excellence governance will ensure sustainability.
Responsible: Vice-Rector for Research
When: Academic Year 2026/2027
Indicator: Legal act establishing a development plan for researchers and doctoral students
Principles: 2. Career development and advice
Remarks: The internal evaluation highlights the absence of a structured career development system across R1–R4. IDPs will support progression, define competencies, and align with the European Charter for Researchers. Coordination with supervisors and HR units is essential.
Responsible: Vice-Rector for Research
When: Ongoing
Effectiveness Indicator: Number of participants in training sessions
Principles: 3. Continuous professional development; 2. Career development and advice
Remarks: Participation in training remains low. Tools such as training catalogues, incentives, and integrated systems are required to increase engagement. Complements development of IDPs.
Responsible: Vice-Rector for Research / Vice-Rector for International Cooperation / Vice-Rector for Medical Sciences / Director of the Doctoral School
When: Academic Year 2026/2027
Indicator: Legal act establishing a career model for doctoral students
Principles: 1. Valuing diverse research careers; 2. Career development and advice; 4. Supervision and mentoring
Remarks: The Internal Review shows a need to strengthen grant readiness, dissemination skills, and project planning among doctoral candidates. The model must define competencies, support mechanisms, and supervision standards.
Responsible: Department of Research / Department of Innovation and Technology Transfer / External Experts
When: Ongoing
Indicator: Number of training sessions conducted
Principles: 3. Continuous professional development; 2. Career development and advice
Remarks: Training is uneven across faculties. Regularised and career-stage aligned training in budgeting, reporting, and grant writing is essential.
Responsible: Department of Research
When: Ongoing
Indicator: Annual number of research funding applications submitted
Principles: 2. Career development and advice
Remarks: Researchers value personalised support, but capacity is limited. Expanding consultations will improve quality and competitiveness of applications.
Responsible: Vice-Rector for Research / Director of the Doctoral School
When: 2028
Indicator: Career model for doctoral students
Principles: 1. Valuing diverse research careers; 2. Career development and advice; 4. Supervision and mentoring
Remarks: This implements and formalises the doctoral career model developed under Action 56, ensuring consistency across faculties.
Responsible: Vice-Rector for Research / Department of Research / Department of Innovation and Technology Transfer / Department of Medical Projects
When: Ongoing
Indicator: Annual number of doctoral applications submitted and grants awarded
Principles: 3. Continuous professional development; 4. Supervision and mentoring; 2. Career development and advice
Remarks: Workshops must include real proposal preparation supported by supervisors and administrators, with monitoring of their effectiveness.
Responsible: Vice-Rector for Research / Vice-Rector for Development / Vice-Rector for Medical Sciences
When: 2028
Indicator: Support principles for individual application pathways
Principles: 2. Career development and advice; 1. Valuing diverse research careers; 3. Continuous professional development
Remarks: A formal regulation will ensure equal access and transparency in supporting researchers pursuing external funding opportunities.
Responsible: Department of Research / IT Centre
When: Ongoing
Indicator: Website functionality
Principles: 2. Career development and advice; 3. Continuous professional development
Remarks: A centralised, bilingual, regularly updated site with templates and guidelines will reduce administrative burden and improve transparency.
Responsible: Vice-Rector for Research / Department of Research / Department of Innovation and Technology Transfer / Department of Medical Projects
When: Ongoing
Effectiveness Indicator: Annual number of applications submitted
Principles: 2. Career development and advice; 3. Continuous professional development
Remarks: Expanding the availability of expert consultations will significantly improve the quality of applications, especially during major national and international calls.
Responsible: Vice-Rector for Research / Vice-Rector for Development / Vice-Rector for International Cooperation / Vice-Rector for Medical Sciences
When: Ongoing
Indicator: Annual number of applications (with external consultations) submitted to international funders
Principles: 2. Career development and advice; 1. Valuing diverse research careers; 3. Continuous professional development
Remarks: External expertise is crucial for competitive applications to Horizon Europe, ERC, MSCA, NAWA and other programmes. These consultations complement internal support structures.
Responsible: Vice-Rector for Research / Vice-Rector for Development / Vice-Rector for International Cooperation / Vice-Rector for Medical Sciences
When: Ongoing
Indicator: Annual number of meetings
Principles: 3. Continuous professional development; 1. Valuing diverse research careers; 2. Career development and advice
Remarks: Sharing best practices will build internal expertise, identify administrative obstacles, and promote participation in consortia.
Responsible: Doctoral School at UJK
When: Ongoing
Indicator: Number of doctoral programmes with international partners
Principles: 4. Supervision and mentoring; 1. Valuing diverse research careers; 2. Career development and advice; 3. Continuous professional development
Remarks: Joint supervision, cotutelle agreements, and international mentoring improve doctoral quality and visibility. Requires strong cooperation across faculties.
Responsible: Vice-Rector for International Cooperation / HR Excellence Coordinator
When: 2028
Indicator: Number of staff participating in language courses
Principles: 3. Continuous professional development; 1. Valuing diverse research careers; 2. Career development and advice
Remarks: Limited English proficiency impedes internationalisation. A structured language-training programme is essential for research, teaching, and administration.
Responsible: Project Coordinator
When: 2025–2028
Indicator: Project indicators
Remarks: The project strengthens support systems for international researchers in the Świętokrzyskie Region through mobility assistance, legalisation support, and English-language services.
Responsible: Project Coordinator
When: Ongoing
Indicator: Project indicators
Remarks: The programme improves UJK’s internationalisation capacity, Welcome Centre functions, English-language accessibility, and staff readiness to support incoming researchers and doctoral students.