Insights from OPUS Mutual Learning Exercises and the Researcher Assessment Framework

• December 20, 2024

The OPUS project’s Mutual Learning exercises have become a vital component for fostering collaboration, innovation, and transformative change among participating research-performing organisations and research-funding organisations. Over the initial nine months of pilot operations, five organisations—three research-performing organisations (NOVA University of Lisbon, University of Cyprus, University of Rijeka) and two research-funding organisations (Executive Agency for Higher Education, Research, Development and Innovation Funding of Romania and the Research Council of Lithuania)—embarked on a collective journey to test the Researcher Assessment Framework and its tailored interventions.

Understanding the Researcher Assessment Framework and Open Science

At the core of the OPUS project lies the Researcher Assessment Framework, a comprehensive framework designed to reform research assessment by recognising and rewarding researchers’ contributions to Open Science. The Researcher Assessment Framework is structured around categories such as research, education, leadership, and valorisation, each encompassing specific indicators supported by tailored interventions. These interventions range from policy amendments to resource allocation, training, and awareness campaigns. The primary objective is not only to assess researchers fairly but also to deeply embed Open Science principles into institutional cultures. By promoting practices like Findable, Accessible, Interoperable, and Reusable data management, open-access publishing, and citizen science, the Researcher Assessment Framework aligns with global and European Open Science standards.

Lessons Learnt After Nine Months of Pilot Activities and Best Practices in Open Science Implementation

As institutions and organisations strive to adopt OS principles, valuable insights have emerged from recent pilot programmes. This article highlights key lessons learnt and best practices for both Research Performing Organisations (RPOs) and Research Funding Organisations (RFOs) in their journey towards implementing Open Science.

Planning Phase

For Research Performing Organisations (RPOs)

Securing Leadership Support
Early involvement of university leadership is essential for gaining trust and buy-in from researchers. Clear communication about the benefits and professional development opportunities encourages participation and helps overcome scepticism towards Open Science

Leveraging Internal Expertise
Utilising internal expertise, such as librarians who understand OS and have experience working with researchers, can be invaluable in overcoming resistance to change

Effective Coordination
Clear definition of roles and responsibilities among all actors is key to ensuring smooth progress of the action plan. Prioritising high-impact interventions within available resources is crucial for success

Communication and Engagement
Transparent communication builds trust and facilitates successful engagement. Careful planning of meetings, considering researchers’ schedules, enhances participation. Allocating sufficient time to explain the complexity of the Research Assessment Framework (RAF) is essential for ensuring understanding.

For Research Funding Organisations (RFOs)

Securing Approval for OS Practices
Aligning institutional and national policies with evolving OS requirements can be challenging. Gaining management support requires clear articulation of the strategic importance and benefits of implementing OS practices

Creating Dedicated Task Forces
Bringing together diverse expertise and ensuring continuity by creating dedicated task forces or working groups facilitates the integration of OS principles in funding instruments

Leveraging Existing Expertise
Utilising existing OS expertise within the institution is essential for raising awareness and promoting a shift towards Open Science practices. Collaboration with external experts or recognised European initiatives can also facilitate awareness-raising and capacity-building efforts

Developing and Monitoring Action Plans
Careful selection of interventions and funding programmes ensures alignment with institutional priorities and reduces risks related to implementation delays. Flexibility in the Action Plan to adjust for unforeseen challenges is crucial.

Implementation Phase

For Research Performing Organisations (RPOs)

Policy Development and Alignment
Developing and aligning policies across diverse disciplines is critical. Gaining leadership support and involving all stakeholders early in the pilot and policy-related activities secures broader engagement and legitimacy.

Capacity Consolidation
Leveraging existing expertise through dedicated support centres optimises internal resources. Establishing OS support centres provides training, workshops, and guidance to address limited expertise and financial resources.

Centralising Data Management
Implementing centralised data management systems streamlines data storage and retrieval. Regular updates of Current Research Information Systems (CRIS) and profiles are vital for monitoring OS indicators.

Building Awareness and Sustaining Engagement
A multifaceted approach to raising awareness and providing continuous support is essential. Sharing success stories, piloting small-scale OS initiatives, and actively involving influential figures can help overcome resistance to policy changes.

Streamlining OS Training
Offering short, focused sessions and providing post-workshop support helps researchers stay connected to OS activities while managing other responsibilities. Interactive, role-play-based sessions can make training more engaging and address practical concerns.

For Research Funding Organisations (RFOs)

Implementing OS Indicators
Implementing OS indicators throughout the lifecycle of funding programmes requires a deep understanding of how these indicators affect various phases. Collaboration between programme management, IT teams, and OS experts is crucial

Upskilling Staff
Regularly upskilling staff and providing access to international best practices ensures successful implementation of OS requirements within funding programmes

Updating Internal Processes
Updating internal processes and platforms to accommodate new OS indicators requires both technical updates and timely approval processes. Sufficient time for awareness-raising among staff and decision-makers is necessary

Strengthening Researcher Engagement
Early communication and outreach efforts inform researchers and staff about the benefits of OS. Holding information sessions, inviting external experts, and showcasing successful practices increases interest and participation

Creating Tailored Training and Guidance
Developing tailored training materials and guidance on OS principles is crucial for success. Leveraging established best practices and making resources flexible and user-friendly ensures effective participation from various stakeholders

By implementing these lessons learnt and best practices, both RPOs and RFOs can navigate the complexities of Open Science implementation more effectively, fostering a culture of openness, collaboration, and innovation in research.

The Broader Impact of Mutual Learning

The Mutual Learning exercises fostered trust, collaboration, and shared understanding among pilot organisations. They provided a platform for exchanging practical solutions and highlighted the value of flexibility in addressing real-time challenges. At a broader level, the Mutual Learning sessions demonstrated the potential of Open Science practices to transform research cultures, enhance transparency, and foster collaboration. The first nine months of the OPUS pilots have set a strong foundation for advancing Open Science through the Researcher Assessment Framework. By leveraging the insights gained from Mutual Learning exercises, the participating organisations have not only enriched their institutional practices but also contributed to a global dialogue on sustainable and inclusive research assessment. The journey continues, with lesslearntrned serving as a beacon for others to follow.