Action plans

The HR of Excellence award is the result of a collective effort involving many units of the University. At various stages since the beginning of the process to obtain the award in 2018, several dozen staff members from different organizational units of Warsaw University of Technology have been involved in activities related to the implementation of the standards of the European Charter for Researchers. These individuals represent not only the research area, but also organizational and administrative functions, as well as specialist support, including legal services, intellectual property protection, commercialization, and professional and personal development.

Key developments from the Action Plan for 2023–2025

Recruitment of employees in line with the principles of openness, transparency and merit-based selection (OTM-R)

Introduction of the Code of Conduct for Recruitment and Selection Committees in the Recruitment Process of Employees at Warsaw University of Technology and the Policy for the Recruitment of Research Staff (September 2025). The first document regulates the principles for appointing and operating recruitment committees, as well as the process of analysing application documents, conducting interviews, and evaluating and selecting candidates. The second document translates the EU system of research profiles R1–R4 into the context of employment at Warsaw University of Technology. The new regulations not only enable compliance with European standards for transparent recruitment processes, but also provide guidelines and practical guidance that help organize and standardize the work of those responsible for recruiting new employees at the University. This activity was implemented with financial support from the Excellence Initiative – Research University (IDUB) programme.

Science Policy

In November 2024, the Senate of Warsaw University of Technology adopted a recommendation to apply the Science Policy of WUT, which outlines the principles for conducting research activities at the University, managing research results, cooperation with industry, internationalization, and the university social responsibility. The WUT Science Policy is based on national and international standards and draws, among others, on The European Code of Conduct for Research Integrity, thereby aligning the University’s activities with widely recognized European principles of research integrity.

At the same time, the Senate of WUT adopted the Code of Good Practices in Research and Teaching, that address the issues related to the conduct of research, responsibility, the peer-review process, safety as well as the use of artificial intelligence tools.

Project Mentoring

The launch of the Project Mentoring Programme, available to doctoral candidates and research staff at Warsaw University of Technology. Building on the knowledge and experience of academics most active in scientific projects, researchers developing their academic careers at WUT were able to better prepare applications for external funding of research projects. The activity was implemented with financial support from the Excellence Initiative – Research University (IDUB) programme (Decision No. 333/2023 of the Rector of WUT).

Support for Acquiring and Implementing Projects

The Project Support System, consisting of the University-wide Project Support Centre (COP) and the related Local Project Offices (LOP) linked to faculties or disciplines, was launched under the Excellence Initiative – Research University (IDUB) programme to support staff in preparing applications and implementing projects. In the evaluation of the pilot launch of the Local Project Offices, their activities were assessed as effective and needed from the perspective of researchers, although further improvements in the organization of the offices’ work are still required.

R&D Cooperation

In 2024, regulations governing the use of research and IT infrastructure at Warsaw University of Technology by individuals preparing a doctoral dissertation in the external mode were adopted. This measure helped to clarify and standardize the rules for access to the University’s resources for conducting research (Resolution No. 459/L/2024 of the Senate of WUT).

Monitoring and Evaluation

Integration of the HRS4R Strategy into the University’s overall strategic monitoring system, along with the implementation of periodic evaluations of related activities.

Additional tasks in the 2023-2025

Scientific excellence and research career development at Warsaw University of Technology were supported under the Excellence Initiative – Research University (2019–2025) programme through a range of initiatives. These included programmes rewarding outstanding researchers (Best of the Best at WUT) as well as programmes supporting researchers at earlier stages of their careers (YOUNG PW, POSTDOC PW, the WUT Mentoring Programme, and the programme supporting applications for ERC grants). Support was also provided for academic entrepreneurship (WUT Accelerator), research activities (STRATEG PW, LAB-TECH of Excellence), and research results management (REVIEW PAPER, BEST MONOGRAPHY, Open Science, Best Paper).

The Open Access Policy for scientific publications, doctoral dissertations, and research data, adopted in 2025 (Rector’s Ordinance No. 89/2025) sets out the University’s principles for pursuing open access both to scientific publications (including doctoral dissertations) and research data underlying scientific publications, together with related metadata. Oversight of the implementation of the Policy is held by the Rector’s Representative for Open Access to Publications and Research Data.

The electronic document workflow system at Warsaw University of Technology, initially launched as a pilot in 2022, was extended in 2024 to cover document circulation across all organizational units of the University, with the exception of domain-specific systems (including SAP and USOS) (Rector’s Ordinance No. 50/2024).

External communication emphasizes the research activities, achievements, and events taking place at the University. The University website, redesigned in 2023, highlights these areas. In the RESEARCH section, scientific excellence and cooperation with industry are prominently presented. The regularly updated website features the highest-scoring publications (200-point publications) (co-)authored by researchers from Warsaw University of Technology, as well as the latest patents and spin-off companies. In the STUDIES section, the website presents a broad educational offer that includes not only traditional first- and second-cycle degree programmes, but also elite ID programmes, doctoral education, and—reflecting the principles of lifelong learning—postgraduate studies and professional courses.

The use of generative artificial intelligence at Warsaw University of Technology has been regulated through concise recommendations addressing both research and teaching activities (Annex to Resolution No. 1/L/2024 of the Senate of WUT). The guidelines emphasize the need to verify information, use such tools responsibly with respect for copyright and personal data protection (GDPR), and remain sensitive to the nature of research topics. The Team for the Exploration of AI Opportunities at WUT, operating since 2023, has undertaken activities supporting the University community in adapting to the use of GenAI. These activities included seminars aimed at developing the practical knowledge of staff. In addition, based on a study of the needs and expectations of the University community, a series of training sessions was prepared and tailored to different types of work carried out at the University: research, teaching, and administrative–organizational activities.

Warsaw University of Technology Knowledge Base is a portal developed at the University to present WUT’s research potential, that has been gradually expanded with additional modules. The resource includes information about University units and research staff at WUT and supports the management of research outputs, including publications, doctoral dissertations, patents, products, implementations, and creative works. Among the most recent areas added are information on research potential, such as patents and projects. In line with the WUT Science Policy (Annex No. 1 to Resolution No. 1/LI/2024 of the Senate of WUT) and the Open Access Policy for Scientific Publications and Research Data at WUT (Rector’s Ordinance No. 89/2025), the Knowledge Base also includes research data published in accordance with the FAIR principles for the storage and dissemination of research data (findable, accessible, interoperable, reusable).

Development of Bilingual Communication to ensure transparent processes supporting the integration of international staff at Warsaw University of Technology include the launch of the Employee Portal and the WUT Intranet in English. Internal documents now also provide a detailed description of the procedure for employing international staff members. This includes a Checklist for International Researchers, designed as a practical guide for newly hired employees, outlining tasks to be completed before arrival and before the end of employment. New international staff members can also familiarize themselves with the specifics of working at WUT through the Welcome Online Meeting, a specially prepared recorded presentation introducing employment at the University. The initiative was financed under the Excellence Initiative – Research University (IDUB) programme.

Whistleblower protection at Warsaw University of Technology has been introduced through separate Regulations which establish secure channels for reporting violations, define the procedures for submitting and receiving reports, and set transparent rules for follow-up actions. These include the verification of reports and the protection of individuals who might otherwise be subject to retaliation in connection with a report (Rector’s Ordinance No. 78/2024 of WUT).

The Accessibility Policy of Warsaw University of Technology for Persons with Special Needs, including Persons with Disabilities (Rector’s Ordinance No. 38/2024) aims to ensure the architectural, digital, and information-communication accessibility of the University. It also seeks to provide an accessible environment for work and study, including the possibility of conducting scientific and research activities. The policy establishes clear and understandable rules for support and promotes the collection and dissemination of knowledge related to accessibility.

Gender Equality Plan was updated to align its timeframe with the WUT Development Strategy until 2030.

The University underwent an international institutional evaluation conducted by the European University Association – Institutional Evaluation Programme (EUA-IEP). The evaluation enabled an assessment of the University’s management processes, including the development of a quality culture, research management and the management of research outcomes, the organization of modern teaching, active cooperation with society, and internationalization. Following the evaluators’ visit, the University received an expert report that became the subject of further internal work at WUT. A Team for the Development of a Plan for Implementing the Recommendations from the EUA-IEP International Institutional Evaluation was subsequently established (Decision No. 5/2024 of the Rector of WUT).

Key developments from the Action Plan for 2020-2022

Intellectual Property Training

Activities conducted by the Centre for Innovation supported researchers in choosing the most effective pathways for protecting intellectual property and commercializing intellectual assets. Meetings organized within faculty units and University-wide organizational units of WUT addressed topics such as patent protection and commercialization, intellectual property, academic entrepreneurship, intellectual capital, and databases related to the field of IP.

Scientific Development

The broadening of opportunities for professional development offered to research staff at Warsaw University of Technology included initiatives dedicated to doctoral candidates, such as the webinar series “Mindfulness Training for Early-Career Researchers” organized by the Career Office. In addition, professional career counselling was made available for researchers and research teams. These activities included workshops conducted by the Career Office on topics such as building a professional image, developing mental resilience, creating a career development plan, interpersonal communication, and preventing professional burnout.

Efficient Communication on Opportunities for Professional and Personal Development

All trainings are collected in electronic catalogue developed in order to gather information about upcoming events organized by various central or University-wide units of Warsaw University of Technology, including the Training Unit, the Centre for Innovation, the Office for Social Responsibility of the University, the Project Support Centre, the International Cooperation Centre, the Development Projects Centre, the Main Library, and the Health and Safety and Fire Protection Inspectorates.

Job Satisfaction and Cooperation at WUT

The annual satisfaction surveys conducted by the Strategic Analysis Office since 2020, use a methodology that enables year-to-year data comparisons, making it possible to understand the perspectives of Warsaw University of Technology employees regarding job satisfaction and the quality of cooperation within the University. The surveys involve employees representing various staff groups, which has allowed for the collection of extensive information on areas of the University’s operations that require improvement. The results indicate that job satisfaction is increasing (from 71.2% in 2023 to 74.9% in 2024), influenced by positive assessments of the professionalism and empathy demonstrated by WUT staff.

R&D Cooperation

The “Find it at WUT!” study made it possible to identify the needs and expectations of the Warsaw University of Technology community regarding methods for searching for and accessing scientific and research equipment resources. In 2021, the Rector’s Committee for Scientific and Research Equipment was established, along with the Project Team for the WUT Equipment and Resources Catalogue operating within it.

The solution is intended to include scientific and research equipment and to incorporate information on computing and data storage centres, technological infrastructure, and available research and development (R&D) services, combined with a list of research groups operating at Warsaw University of Technology.

Academic Staff Assesment

Rector’s Ordinance No. 35/2020 on the periodic evaluation of academic teachers sets out the key criteria used by the University to assess the performance of academic staff, including their research activities.

Since the introduction of this regulation, an update has been adopted to further clarify the rules for evaluating academic teachers, specifying the types of evaluation and the criteria used in the assessment process (Rector’s Ordinance No. 85/2025).

Updates to the Remuneration Regulations

The Staff Remuneration Regulations (Rector’s Ordinance No. 11/2023) updated the terms and conditions of remuneration for work and other employment-related benefits.

Since the introduction of the ordinance, an amendment has been adopted to clarify the rules governing the awarding of project work allowances and allowances for project- or publication-related activity (Rector’s Ordinance No. 42/2025).

Ombudsperson

The institution of the Ombudsperson has been present at Warsaw University of Technology since 2014. The role of the Advisor is to support parties in resolving conflicts, in particular by helping to identify the problem and select appropriate methods for its resolution. WUT has a University Ombudsperson, a Student Ombudsperson, as well as Advisors operating within individual organisational units. Schedule of availability of the Ombudspersons at WUT.

Monitoring and Evaluation

For the purposes of obtaining and maintaining the HR Excellence in Research, two surveys were conducted among employees and doctoral candidates of the University (2018 edition and 2022 edition) to determine the extent to which the standards of the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers are implemented at Warsaw University of Technology. The results enabled the University to identify areas requiring improvement.

Additional Activities

Scientific excellence and research career development were also supported under the Excellence Initiative – Research University (2019–2025) programme through initiatives such as programmes rewarding outstanding researchers (Best of the Best at WUT) as well as programmes supporting researchers on their path to excellence (YOUNG PW, POSTDOC PW, the WUT Mentoring Programme, and the programme supporting applications for ERC grants). Additional support covered academic entrepreneurship (WUT Accelerator), research activities (STRATEG PW, LAB-TECH of Excellence), and research results management (REVIEW PAPER, BEST MONOGRAPHY, Open Science, Best Paper).