Fostering Open Science: Mutual Learning at the OPUS AGM in Bucharest

• November 14, 2024

On November 13, 2024, the OPUS project’s second Annual General Meeting brought together research institutions and funding organisations from across Europe for a second day of discussion and learning in Bucharest, Romania. The focus of the day was the Mutual Learning Session, an integral part of OPUS’s mission to embed Open Science (OS) practices within research-performing organisations (RPOs) and research-funding organisations (RFOs).

This day-long session, a key feature of the Work Package 4 agenda, examined the progress made during the first phase of implementing tailored action plans. It also provided an opportunity for participating organisations to share insights about the Researcher Assessment Framework (RAF), and foster collaboration aimed at transforming research culture across Europe.

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A Collaborative Approach to Research Assessment Reform

The Mutual Learning session served as a platform for project partners to reflect on nine months of pilot implementation. Five organisations, three RPOs (Nova University of Lisbon, University of Cyprus, University of Rijeka) and two RFOs (Executive Agency for Higher Education, Research, Development and Innovation Funding of Romania, and the Research Council of Lithuania) shared their experiences of testing the RAF and implementing tailored interventions to incentivise OS adoption. These exchanges provided valuable lessons, actionable strategies, and a shared sense of purpose for advancing research evaluation reform.

Understanding the Researcher Assessment Framework

At the core of the OPUS initiative lies the Researcher Assessment Framework (RAF), a transformative model designed to reward researchers for their contributions to Open Science. The framework integrates categories such as research, education, leadership, and valorisation, with specific indicators promoting OS practices. These include open-access publishing, Findable, Accessible, Interoperable, and Reusable (FAIR) data management, and citizen science. Tailored interventions, ranging from policy updates and resource allocation to training and awareness campaigns, help institutions align with global and European OS standards.

The RAF is not only a tool for assessment but also a vehicle for cultural change, embedding OS practices into the operational and strategic fabric of research organisations.

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Lessons Learnt: The First Nine Months of Implementation

Over the initial nine months, participating organisations encountered challenges and successes that shaped their approach to OS implementation. The following lessons emerged as central themes during the Mutual Learning session:

1. The Importance of Leadership and Institutional Alignment

Leadership buy-in emerged as a critical factor in fostering trust and adoption of OS practices. When senior management visibly supports OS initiatives, it legitimises these efforts and encourages wider participation among researchers. Aligning institutional goals with OS principles ensures the sustainability of these practices.

2. Overcoming Cultural Resistance

Internal scepticism about OS was a recurring challenge. Institutions found success in addressing resistance through transparent communication, showcasing success stories, and leveraging internal champions such as librarians. By highlighting the tangible benefits of OS—such as increased research visibility and collaboration—institutions gained broader support.

3. Tailored and Contextualised Interventions

Recognising that a one-size-fits-all approach is insufficient, each institution tailored its interventions to its unique context. Engaging researchers early in the planning stages fostered ownership and commitment, ensuring interventions were both practical and impactful.

4. Leveraging Peer Collaboration

Mutual Learning sessions offered an invaluable opportunity for institutions to share strategies and adapt successful interventions from others. This peer-to-peer exchange enriched understanding and facilitated cross-institutional innovation.

5. Strategic Resource Allocation

Institutions acknowledged the need for dedicated support structures and alternative funding mechanisms to sustain OS initiatives. Creating specialised Open Science offices or allocating funds specifically for OS activities proved effective.

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Contributions from Participating Organisations

Nova University of Lisbon: Pioneering Open Science Practices

Nova University of Lisbon prioritised early-career researchers, introducing comprehensive OS policies, training programmes, and repository management systems. Their interventions included an internal Open Science guide and leveraging librarians as OS champions to provide tailored support.

• Impact: By equipping researchers with the tools and skills for OS, Nova University established a robust institutional framework that enhances national OS efforts.

University of Cyprus: Integrating Open Science into Research Excellence

At the KIOS Research and Innovation Centre of Excellence, the University of Cyprus implemented RAF indicators targeting data management, open peer review, and repository use. Open Science champions were appointed to mentor researchers, supported by institutional repository enhancements.

• Impact: The university created a supportive OS ecosystem that positions it as a leader in national OS adoption.

University of Rijeka: Bridging Academia and the Public

The University of Rijeka focused on public engagement and interdisciplinary collaboration. Initiatives such as the EduDoc platform and Open Science Cafés brought researchers and the wider community together, fostering a culture of openness and dialogue.

• Impact: These efforts strengthened institutional commitment to OS and expanded its reach to the broader public.

Executive Agency for Higher Education, Research, Development and Innovation Funding of Romania

This funding organisation integrated FAIR data principles into its instruments, creating tailored Data Management Plan templates and exploring OS integration in funding programmes.

• Impact: The agency provided a model for scaling OS practices across funding mechanisms, influencing both national and European policy.

Research Council of Lithuania: Adapting to Challenges

Despite initial delays, the Research Council of Lithuania revised its action plan to include OS indicators in grant evaluations. Training principal investigators and engaging stakeholders through workshops enhanced researcher buy-in.

• Impact: By demonstrating adaptability and focus, the council underscored the importance of flexibility in piloting new initiatives.