- Transparency: Always be transparent about your research relations, both to your funding body (BELSPO or other ) and to your own institution. Always let us know if there are any changes in your cooperation partners.
- Partnership agreement: Once you enter into a specific partnership within your project, it is advisable to draw up a partnership agreement (ideally signed six months after the start of the project). For high-risk projects in terms of IP , it is advisable to discuss and finalise the content of this agreement in advance. Together with your partner(s), determine the potential value of the expected research results and what needs to be done to protect them. What types of IP (intellectual property) can the project generate and how can you anticipate this? Ensure that all partners agree in advance on how the IP will be regulated. Bear in mind that policy, legislation and enforcement may differ depending on the country and institution.
(In universities, you can contact the Technology Transfer Offices (TTO) ).
Not only the IP rights belong in such an agreement, but also the details of how and when which research steps will be taken, including how the data and details of the research will be shared (via publications, at conferences, via education, on social media and personal communication). Please also comply with the applicable GDPR legislation. Work out a data management plan together with your partner(s).
Always be open towards your partner(s) and also discuss the safety aspects of your research. Can each partner agree with the (potential) applications of the research results? Please include this in the cooperation agreement.
- Access control: Ensure that your research, data and IP rights are adequately protected, both physically and online. Only give access to your research, both physically and online, to those who really need it. Ensure good cyber security, even when you travel. Use the expertise present in your institution.
- Measures for international travel: be particularly attentive when travelling in the context of research that poses research security risks. You will find yourself in a different context where the values, standards and legal protection are different from what you are used to in Belgium. Malicious actors can and will use this reality to their advantage. Prepare well for such a trip and read the necessary travel advice about the country in question. Good cyber hygiene is also crucial when travelling abroad. More info can also be found in this Brochure in Dutch or French .
- Cybersecurity: The nature of your collaborations, including how you use and share data and research data online, requires a custom-made approach to cybersecurity in line with your institution's security policies.
- Safely invite visitors or hire international researchers (staff policy): Also, when recruiting staff or briefly receiving visitors to projects, you should pay attention to knowledge safety aspects. Check with your institution whether there is a visitor protocol for foreign visitors in general and for those from countries with an increased risk in particular. When recruiting, it is also best to consult the HR department of your institution, which is best placed to check with you whether certain functions and profiles need additional screening.
All these measures are part of a broader policy strategy tokeep the Belgian knowledge and innovation ecosystem resilient, open and future-proof.
