Compliance

AlbPhD Circle Code of Conduct

AlbPhD Circle is an international community dedicated to fostering academic collaboration, professional growth, and interdisciplinary dialogue among PhD candidates, early-career researchers, and academic professionals. The AlbPhD Circle is a diverse, multilingual, and inclusive platform that actively promotes collaboration with researchers of all nationalities and cultural backgrounds. We celebrate diversity and openness, and we welcome individuals regardless of ethnicity, language, religion, or nationality. AlbPhD Circle maintains strict neutrality in political and religious matters and strongly rejects all forms of nationalism, racism, and discrimination.

This Code of Conduct is intended to ensure that all participants contribute to a positive, inclusive, and ethical environment. All members, including leadership, volunteers, and participants in AlbPhD Circle activities, are expected to uphold these principles in their engagement with the Circle and with each other.

II. CODE OF CONDUCT

1. Compliance with Laws and Ethical Standards AlbPhD Circle expects all members to act in accordance with applicable national and international laws, academic and institutional regulations, and ethical norms relevant to their field and geographic context.
2. Commitment to Good Scientific Practice All members are expected to uphold the highest standards of academic integrity, including honesty, transparency, and accountability in their research and scholarly communications. Plagiarism, data manipulation, and other forms of academic misconduct are strictly prohibited.
3. Respect and Non-Discrimination We are committed to creating a safe, inclusive environment free from discrimination, harassment, or bias based on gender, ethnicity, nationality, religion, disability, age, or sexual orientation. Mutual respect is essential in all interactions, whether online or in person.
4. Safe and Fair Academic Spaces AlbPhD Circle promotes mental well-being, professional fairness, and equal access to opportunities. We value constructive feedback, mentoring, and peer support. All members are expected to engage respectfully, without abuse of authority, academic gatekeeping, or exclusionary behavior.
5. Ethical Collaboration and Sustainability In fostering cross-disciplinary and international partnerships, members should adhere to principles of fairness, mutual benefit, and sustainability. Ethical considerations—especially in research involving human subjects, environmental impact, or vulnerable communities—must be prioritized.
6. Environmental Responsibility While AlbPhD Circle does not operate physical facilities, members are encouraged to consider sustainability in their research practices, academic travel, and event participation.
7. Conflict of Interest Members must disclose any real or perceived conflicts of interest, particularly in collaborative projects or leadership roles. Transparency is critical to maintaining trust within the community.
8. Privacy and Data Protection Members must protect the privacy and personal data of other members and collaborators. Use of data must comply with GDPR and other relevant data protection frameworks.
9. Fair Communication and Media Representation When representing AlbPhD Circle in public forums, social media, or the press, members should communicate with clarity, respect, and alignment with the Circle’s values. Official statements must be approved by the designated leadership team.
10. Reporting and Accountability Violations of this Code of Conduct may be reported to the AlbPhD Circle Ethics Committee or an assigned point of contact. All reports will be treated confidentially. Retaliation against whistleblowers is strictly prohibited. Sanctions may include warnings, suspension, or expulsion, depending on severity.

III. CONTACT AND ENFORCEMENT

For questions, reports, or clarifications regarding this Code of Conduct, members can contact the AlbPhD Circle Ethics & Governance Board at: info@albphdcircle.com or visit our website’s Ethics section.

This Code of Conduct is reviewed annually to remain current with best practices and evolving community needs.

Data Protection Information (Art. 13 GDPR)

Processing of Personal Data in the Context of the Whistleblower System of AlbPhD Circle

AlbPhD Circle takes the protection of your personal data seriously. Below you will find information about how personal data is processed when using our whistleblower reporting system in accordance with Article 13 of the General Data Protection Regulation (GDPR).

1. Purpose of Data Processing

Personal data submitted through the whistleblower system is processed solely for the purpose of reviewing, investigating, and responding to reports of actual or suspected misconduct, including breaches of our Code of Conduct, unethical behavior, discrimination, harassment, or academic misconduct.

2. Categories of Personal Data

Depending on the nature of the report and whether it is made anonymously, the following categories of data may be processed:

• Whistleblower (if not anonymous):
  • Name, title/role, contact information
  • Content of the report, including communication data
• Reported individuals:
  • Name, title/role, contact details (if included in the report)
  • Descriptions of the incident(s) and supporting evidence
• Technical metadata (e.g., date/time of report, submission channel)

3. Legal Basis for Processing

• Art. 6(1)(a) GDPR: Consent – when personal data is voluntarily submitted in a non-anonymous report.
• Art. 6(1)(f) GDPR: Legitimate interest – to maintain organizational integrity, investigate wrongdoing, and ensure compliance with legal and ethical obligations.
• Art. 6(1)(c) GDPR: Legal obligation – in the event that information must be disclosed to authorities.

4. Recipients and Access to Data

Access to personal data is strictly limited to authorized members of the AlbPhD Circle Ethics & Governance Board and, where applicable, external legal or compliance advisors under confidentiality obligations. Data is not transferred to third countries outside the EU/EEA unless explicitly consented to or legally required.

5. Data Retention

Personal data will be stored only as long as necessary to fulfill the purpose of the investigation or as required by law. The retention period depends on the severity of the issue and any resulting legal or administrative obligations.

6. Technical Measures and Anonymity

• Reports can be submitted anonymously.
• Data is transmitted via secure encrypted channels (SSL).
• IP addresses are not stored.
• Session cookies may be used temporarily and expire after the browser is closed.

7. Your Rights under the GDPR

You have the following rights regarding your personal data:

• Right to withdraw consent (Art. 7 GDPR)
• Right to access your data (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR)
• Right to restriction of processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR)
• Right to object to processing (Art. 21 GDPR)
• Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

8. Contact for Data Protection Inquiries

If you have any questions or wish to exercise your rights, please contact:

Data Protection Contact – AlbPhD Circle
📧 Email: dataprotection@albphdcircle.com
🌐 Web: www.albphdcircle.com/privacy

Whistleblowing Policy

At AlbPhD Circle, we are committed to cultivating a culture of transparency, trust, and accountability. To uphold these values, we provide a clear and safe mechanism for reporting concerns about unethical behavior, violations of our Code of Conduct, or legal noncompliance within our network.

Purpose

This policy enables members, collaborators, and stakeholders to report concerns in good faith without fear of retaliation. The goal is to prevent harm, protect individuals, and preserve the integrity of our academic and professional community.

What Can Be Reported

You are encouraged to report if you observe or experience:

• Harassment, discrimination, or bullying
• Academic misconduct (e.g., plagiarism, data falsification)
• Abuse of authority or conflicts of interest
• Breaches of confidentiality or data protection
• Misuse of AlbPhD Circle platforms or resources
• Other behavior inconsistent with our values of inclusion, neutrality, and fairness

How to Report

We encourage open communication and resolution through internal dialogue. However, if direct communication is not possible or safe, reports can be submitted securely and, if preferred, anonymously via:

📧 Email: info@albphdcircle.com
🌐 Online Form: www.albphdcircle.com/whistleblowing

Reports should include as much detail as possible to facilitate appropriate follow-up.

Confidentiality and Protection

• All reports will be handled confidentially.
• Anonymous submissions are respected and investigated to the extent possible.
• No whistleblower will suffer retaliation for raising a concern in good faith, even if it turns out to be unsubstantiated.
• AlbPhD Circle prohibits any form of intimidation, isolation, or professional harm directed at whistleblowers.

Follow-Up and Accountability

Every reported case will be assessed promptly and fairly by the Ethics & Governance Board. Appropriate action may include informal resolution, investigation, or sanctions, depending on the nature and severity of the issue.

A. Introduction

The AlbPhD Circle is a non-profit, interdisciplinary network of doctoral researchers, postdocs, scientists, and science-related professionals. Its mission is to foster scientific exchange, collaborations, academic, industry partners, entrepreneurs and sustainable career paths. Although the AlbPhD Circle is not a federal institution, it voluntarily aligns with the principles of the Public Corporate Governance Code (PCGK), particularly regarding transparency, integrity, diversity, and sustainability.

1. Interaction Between Executive Board and Supervisory Body

The collaboration between the Executive Board and the General Assembly, as the supervisory body, is constructive, transparent, and based on mutual trust. Decisions of particular significance (e.g., strategic partnerships, budget approvals, amendments to the bylaws) are submitted to the General Assembly for approval. The Board provides quarterly reports, either orally or in writing, on operational developments.

2. Executive Board

Composition and Age Limit
The Executive Board currently consists of six elected members with diverse academic and professional backgrounds. A formal age limit is not established, but age diversity is actively encouraged to ensure a variety of perspectives.

Conflicts of Interest
Potential conflicts of interest (e.g., simultaneous roles at funding institutions or partner universities) must be disclosed and discussed with the General Assembly. Self-dealing is excluded.

3. Supervisory Body (General Assembly)

The General Assembly convenes at least once annually and has the following core responsibilities:

• Receiving the Executive Board’s annual report
• Granting discharge to the Executive Board
• Approving changes to the bylaws

4. Accounting and Auditing

The AlbPhD Circle’s bookkeeping is maintained by Zana Demiri the Treasurer. The annual financial statement is disclosed and reviewed during the General Assembly. Donations and public funding are accounted for on a project-specific basis.

C. Report on Sustainable Governance and Activities (per Sections 5.5.1–5.5.3 PCGK)

In 2023, AlbPhD Circle implemented various initiatives in line with sustainable development, diversity, and social responsibility:

• Sustainability & Resource Use
  Events were organized with minimal environmental impact (e.g., public transportation incentives, vegetarian catering, digital formats). A guideline on "Sustainable Science" was drafted and published online.
• Diversity & Inclusion
  The workshop “Academic Belonging” addressed strategies against discrimination and promoted an inclusive academic culture. Gender-balanced representation in committees and event panels was prioritized.
• Gender Equity
  The Executive Board’s gender ratio stood at 50% female in 2025. Active gender equity in speaker selection and project leadership was maintained throughout the year.
• Wellbeing & Work Culture
  In collaboration with external coaches, the Circle offered sessions on stress management, work-life balance, and mental health support for early-career researchers.
• Collaboration & Networks
  AlbPhD Circle participates in the nationwide doctoral researcher network and the “Sustainable Science Cluster” initiated by academic consortia in Baden-Württemberg and Bavaria.

D. Representation and Gender Balance in Governance

The association strives for 50/50 representation in all leadership structures and considers this when planning future elections.

E. Remuneration Information

• Executive Board: Unpaid (voluntary service); travel and expenses reimbursable under internal guidelines.
• Supervisory Bodies / Advisory Board: Unpaid; members contribute on a voluntary and advisory basis.

Final Statement

AlbPhD Circle views good governance not merely as a formal obligation, but as a core principle of responsible, transparent, and future-oriented association management. The voluntary adherence to key PCGK recommendations strengthens the confidence of members, funders, and partner institutions alike.