1. These regulations for the operation of a research information system apply to members and affiliates of JGU as defined in section 36 HochSchG, particularly affected researchers and employees from administration and the Technics Department. If third parties use the FIS, the provisions apply accordingly.
2. The group specified in subsection 1 is referred to as FIS users in the following.

1. Research information is structured information on the research activities carried out by the members and affiliates of JGU according to section 2. Research activities include: publications, patents, research projects, editorial activities, and lectures. FIS is a management system centered around a database in which this information is recorded and processed electronically.
2. The personal data and research activities processed in FIS are transferred to JGU’s Data Warehouse and linked to information about individuals and organizational units at JGU.
3. The bibliographic data of publications recorded in FIS are automatically included in the University Bibliography.
4. In order to present JGU’s research achievements in a transparent and up-to-date manner, the personal data and research activities processed in FIS are made publicly accessible via individual profile pages and the university’s website.

1. Data processing in FIS is carried out to fulfil the following legally mandated duties of JGU on the basis of section 6 subsection 1 letter e, subsections 2 and 3 GDPR in conjunction with section 12 subsection 4 HochSchG:
   1.     the publication of research findings,
   2.     quality assurance,
   3.     the fulfillment of legally mandated duties or for matters of self-administration,
   4.     the development and direction of JGU,
   5.     the maintenance of contact with former members of the university, and
   6.     the evaluation and enforcement of the equality mandate.
2. In addition, JGU has the following purposes for operating FIS:
   1.     supporting researchers in recording, managing, and processing their research activities,
   2.     ensuring monitoring and transparency for FIS users in terms of the processing of their research information,
   3.     supporting FIS users in creating reports,
   4.     developing and establishing a validated database of research information for the JGU Reporting department,
   5.     avoiding redundant data collection and ensuring a consistent database for various other reporting occasions at different organizational levels, and
   6.     consolidating and connecting research activities for internal and external target groups by publishing selected research information.
3. Using FIS for purposes other than those defined in subsections 1 and 2 is prohibited. If misuse is suspected, it must be reported to the FIS administration or the CIO without delay.

1. The data stored in FIS are processed exclusively for the purposes specified in section 4. FIS users are assigned a role in FIS that corresponds to their tasks.
2. FIS users and persons authorized by them are granted basic access to FIS for recording and processing research activities, including personal data.
3. The following data processing bodies who are responsible for fulfilling the duties and purposes listed in section 4 may be given expanded access to FIS:
   1.    the University Library Mainz and the Data Center,
   2.    the deans and their offices,
   3.    central research institutions and their offices,
   4.    members of the Executive University Board and persons authorized by it,
   5.    the university’s Central Administration, and
   6.    the JGU Reporting department.
4. FIS is jointly administered by the University Library and the Data Center.

1. To fulfill the purposes named in section 4, the FIS users of JGU as defined in section 2 subsection 1 are obliged to enter their publications in FIS, to check their accuracy and completeness, and to keep them up to date. Recording further research activities according to section 3 subsection 1 is voluntary. A training and support offer is being implemented to support FIS users.
2. The FIS users of JGU as defined in section 2 subsection 1 receive a FIS account. Access to FIS using the JGU account terminates with the end of the respective employment relationship or after exmatriculation in accordance with JGU-wide deadlines.
3. In addition, information is entered and updated partly using automatic processes via the following interfaces:
   1.    JGU’s central identity management system for the core personal data of FIS users, email addresses, and assignments to organizational units,
   2.    bibliographic databases and the Open Access repository of the University Library Mainz for information on publications,
   3.    the financial system of the external funding administration for information on projects funded by third parties,
   4.    the management system for research infrastructure.
4. The research activities entered in FIS are displayed on publicly visible websites. If a FIS user does not wish their research activity to be publicly visible, they can deactivate this setting themselves.
5. Personal data as defined by section 9 of the GDPR is not processed by FIS.
6. In individual cases (e.g., publication of information on JGU websites), processing of such personal data may occur on a voluntary basis, i.e., in accordance with section 6 subsection 1 letter a GDPR (consent).

Taking into account the purposes of FIS according to section 4, personal data and the associated research activities remain stored in FIS on a long term or permanent basis even after the person in question leaves JGU. Therefore, there is no automatic erasure of personal data and the associated research activities.