DRS Workshop booking and Application Platform
Whether you are visiting the DRS workshop booking and application platform
- to apply for a spot or research position in one of the DRS doctoral programs,
- to participate in one of Dahlem Research School's competitions,
- or to book a DRS workshop or other event,
your personal data will be treated in strict confidence and stored securely in accordance with our attached privacy policy (see below).
DRS Workshops & Events
1. Eligibility
Workshops and other events at Dahlem Research School are open to all doctoral researchers (including visiting doctoral researchers) and postdocs of the Berlin
University Alliance (Freie Universität Berlin, Humboldt-Universität zu Berlin, Technische Universität Berlin, Charité – Universitätsmedizin Berlin).
Doctoral and postdoctoral researchers who are participants of joint projects with a member institution of the Berlin University Alliance or are recent doctoral
alumni of Freie Universität Berlin may contact support@drs.fu-berlin.de to check if they are eligible to participate.
2. Personal budget
All eligible researchers (see above) receive 48 budget points per academic year (starting with the winter semester each year) to book workshops and other
events. Researchers who register after March 1st receive 24 budget points for the summer semester. Generally, with some exceptions the budget points reflect the
number of work units of a workshop, e.g. a workshop with 8 work units will cost 8 budget points. You may check your budget balance at any time in your profile
under "my progress". Unused budget points will expire at the end of each summer semester.
Guest researchers will receive the amount of budget points that corrolates to the duration of their visit. This equals 4 budget points per calendar month.
Before the start of each winter semester, all registered researchers will be asked to confirm their continued membership of an institution of the Berlin
University Alliance (Freie Universität Berlin, Humboldt-Universität zu Berlin, Technische Universität Berlin, Charité – Universitätsmedizin Berlin) or
Universität Potsdam. After this membership confirmation, the budget for the new academic year will be allocated.
3. Workshop booking
Workshop booking opens approximately two to three weeks before the lecture period. To book a workshop, please log in to the DRS booking platform.
Before booking a workshop, new users need to register using their institutional email address from a Berlin University Alliance member institution or
Universität Potsdam. Please note that all further correspondence regarding DRS workshops and events will be sent to this email address. Should you not use this
email address regularly, we recommend setting up a forwarding service.
You will receive an email confirmation once your booking is processed. If the workshop is full, your name will be added to the waiting list and you will be
notified via email as soon as a place becomes available.
4. Registration for fu:stat courses
fu:stat courses in statistical theory and software are open to doctoral researchers and postdocs of all BUA partner universities. Please register directly via
the fu:stat website.
Doctoral researchers of the Berlin University Alliance may attend courses free of charge by indicating their membership on the online registration form. No
budget will be deducted for booking these courses.
5. Attendance and Confirmation of Participation
To receive confirmation of participation, you must participate actively and attend for at least 80% of the workshop (i.e. 6.4h of an 8h). You may download your
certificate of participation from the DRS booking platform after your participation has been confirmed by the trainer. This can take up to two weeks. Please
note: Dahlem Research School does NOT award credits.
Members of doctoral programs will receive a transcript of records from their program coordinator. This will include all workshops taken as part of the
curriculum of the respective programs.
Please note: For online workshops the use of a functioning camera and headphones with a microphone is required in order to create a productive and cofidential
work environment. If you fail to use a camera, the trainer is entitled to remove you from the workshop at their own discretion.
6. Evaluation of workshops and events
Dahlem Research School is entitled to contact you before, during and after successful participation for a period of ten years for evaluation purposes.
7. Cancellation of Registration, “No show”
7.1 If you cancel a workshop via the booking platform 14 days or more before the start date, your booking budget will not be charged.
7.2 If you cancel a workshop/ event less than 14 days before the start date, but submit a valid doctor`s note (for yourself or your child) within one week after
the workshop/ event, your booking budget will not be charged.
7.3 If you cancel a workshop less than 14 days before the start date, your booking budget will be charged with the respective number of days (as if you had
attended the workshop/ event).
7.4 If you fail to attend without cancellation (no show), your booking budget will be charged with the respective number of days (as if you had attended the
workshop/ event). If you then fail to reply to an email asking you to provide a reason of absence within a week, your further bookings for the remaining
semester will be cancelled.
7.5 If you fail to attend without cancellation or cancel workshops less than 14 days before the start date without providing a doctor´s note repeatedly, your
account will be blocked and further booking will not be possible.
PRIVACY POLICY
Data protection is important to us. Your personal data will be treated in strict confidence and stored securely.
The following data protection information relates exclusively to the provision of our websites https://drs.fu-berlin.de/, https://apply.drs.fu-berlin.de/,
applications as part of the selection process for DRS doctoral programs, awards, and the DRS Trainer-Pool, receipt of the DRS newsletter https://lists.fu-
berlin.de/listinfo/drs-open-newsletter and participation in DRS workshops.
By signing up to our booking platform, you agree that the DRS-team may contact you via the email address you provided to share information, e.g. further events,
workshops, and news related to doctoral studies within Freie Universität Berlin and the Berlin University Alliance.
2.Data Controller
Freie Universität Berlin
Dahlem Research School
Phone: 030 838 62061
Email: drs@fu-berlin.de
2. Purpose and legal basis for data processing
Your personal data will be processed in connection with the provision of the websites and booking platform, the selection process for DRS doctoral and award
programs and to enable you to participate in DRS workshops.
The legal basis for the processing of your personal data is Article 6 para. 1 a) and Article 6 para. 1 sentence 1 b) GDPR. Please find more information on this
below.
3. Processing of personal data when accessing and using the websites
https://www.drs.fu-berlin.de and www.apply.drs.fu-berlin.de
To access our websites, the short-term registration of your IP address is required. An IP address is a unique, globally valid identification of your computer.
As a private user, you will not use a constant IP address in most cases, as an IP address is only temporarily assigned to you by your provider. However, the
assignment of user data to certain persons is in principle possible with static IP addresses. Our server stores IP addresses for up to 24 hours. After that, the
access data is automatically anonymized.
We use cookies (small text files containing visitor information that are temporarily stored on your computer's hard drive) to track the frequency of use,
repeated use and the number of users of our websites. The cookies we use are anonymized and are only used for the purposes mentioned above. We do not use them
to learn anything about your personal user behavior or to adapt the content of our websites to your personal surfing habits.
The data of your visit is collected via a JavaScript program embedded in the source code of our websites and forwarded to our web server. If JavaScript is
deactivated in your browser settings, only part of the information is recorded and the number of page views is counted.
During your visit to our websites, the following information is automatically recorded in our user statistics
- Your IP address - abbreviated after a maximum of 24 hours and thus anonymized *
- A unique number to distinguish visitors (if cookies are enabled)
- URLs visited within our websites
- Time of page views
- Type of HTML queries
- Previously visited URL (if transferred from browser) *
- Name and version of your operating system *
- Name, version and language setting of your browser *
- Screen resolution and color depth
- Technologies and formats supported by the browser (Cookies, Java, Flash, PDF, WindowsMedia, QuickTime, Realplayer, Director, SilverLight, Google Gears)
* If JavaScript is deactivated, only the information marked with an asterisk (*) is collected.
You can use our websites without disclosing your identity. It is possible to configure your browser to reject cookies and to deactivate the execution of
JavaScript programs. If you wish to do so, we recommend that you consult the information provided by your browser manufacturer (e.g. in the Help menu of your
internet browser or on the corresponding websites) or contact your browser supplier for further help and information. Furthermore, you can delete already
activated cookies yourself at any time by selecting the corresponding menu item in your internet browser or by deleting the cookies from the corresponding
directory on your hard drive.
The legal basis for the processing of so-called technically necessary cookies is Art. 6 para. 1 sentence 1 c) GDPR in conjunction with para. 13 sentence 7 TMG.
For technically not necessary cookies or so-called third party cookies we need your consent. If you have given us your consent to the use of cookies on the
basis of a notice ("cookie banner") provided by us on the websites, the legality of the use is additionally governed by Art. 6 para. 1 sentence 1 a) GDPR. You
can revoke this consent for the future at any time by deactivating the cookies in your browser settings.
As soon as the data transmitted to us via the cookies is no longer required for the purposes described above, this information will be deleted, especially if
the cookies are deactivated. Further storage may be carried out in individual cases if this is required by law.
4. Selection procedure for DRS doctoral and award programs as well as for the DRS Trainer-Pool
If you apply for any of the DRS doctoral or award programs or the Trainer-Pool, your personal data will be processed within the scope of the selection procedure
and the awarding of contracts. This includes the selection and allocation of places and positions in DRS doctoral programs, grants within the framework of DRS
award programs, and Elsa Neumann scholarships for doctoral researchers as well as the Trainer-Pool. The personal data that will be processed will have been
provided by you in the respective process. In addition to DRS staff, the project leads specified in the call for application will have access to your personal
data.
The legal basis for the processing of your personal data in order to carry out the application procedure is Art. 6 para. 1 sentence 1 b) GDPR. Your personal
data will be deleted as soon as they are no longer required for the application procedure and the deletion is not opposed by any legal storage obligations.
5. Participation in DRS workshops as well as evaluation; Carrying out of DRS offers
a) If you participate in workshops, your personal data will be processed for the purpose of carrying out said workshops. This includes registration and
participation in DRS workshops and the corresponding administration of these. In addition, we may use your personal data after your successful participation in
the program to contact you in the future for evaluation purposes.
The following data is collected:
- First and last name
- Institutional email address
- Status (doctoral/postdoctoral)
- Matriculation number (voluntary)
- Institution
- Membership in a structured doctoral program
- Discipline
- Gender (voluntary)
- Nationalities (voluntary)
The legal basis for the processing of your personal data for the purpose of participation in the workshop program is Art. 6 para. 1 sentence 1 b) DSGVO. Your
personal data will be deleted as soon as they are no longer required for participation in the program and the deletion does not conflict with any legal storage
obligations.
b) If you are accepted into the DRS Trainer-Pool, your personal data will be processed for the purpose of carrying out DRS offers.
The following data is collected:
- First and last name
- Email address
- Postal address
- Type of company
- Tax identification number and date of birth (in case of private or small business)
- Qualifications
The legal basis for the processing of your personal data for the purpose of carrying out DRS offers is Art. 6 para. 1 sentence 1 b) DSGVO. Your personal data
will be deleted as soon as they are no longer required for carrying out DRS offers and the deletion does not conflict with any legal storage obligations.
6. DRS Newsletter https://lists.fu-berlin.de/listinfo/drs-open-newsletter
If you subscribe to the DRS newsletter, your email address will be sent to the responsible administrator.
Your data will not be passed onto third parties in connection with the sending of the newsletter.
We use the so-called double opt-in procedure for sending out the newsletter, i.e. we will only send you the newsletter if you first confirm your registration
via a confirmation email sent to you using the link contained in the email. In this way, we want to ensure that only you yourself, as the owner of the specified
email address, can subscribe to the newsletter. Your confirmation must be sent promptly after receipt of the confirmation email, otherwise your newsletter
registration will be automatically deleted from our database.
The processing of the personal data mentioned above for the newsletter dispatch is based on the declaration of consent voluntarily given by you in the
following, in accordance with Art. 6 para. 1 a) GDPR. Your personal data will be stored as long as you have subscribed to the newsletter. The subscription to
the newsletter may be cancelled by the user at any time. For this purpose, there is usually a corresponding link in a newsletter. After unsubscribing from the
newsletter, the personal data collected for this purpose will be deleted. Further storage may take place in individual cases, if this is required by law.
7. Special categories of personal data
We may process special categories of personal data in accordance with Art. 9 Para. 1 GDPR. We will protect any special personal data with suitable technical and
organizational measures and with the required level of protection.
8. Recipients
Your personal data will be available to contracted trainers so that they may share workshop contents with you. Trainers are bound in writing to confidentiality
and compliance with data protection regulations. In addition, personal data may be processed by members of staff of external institutions as part of the
selection process for DRS doctoral and award programs, if and to the extent described in the call for applications. Personal data may also be processed in part
by contract processors. These data processing operations are carried out on the basis of a contract processing agreement in accordance with Art. 28 GDPR.
9. Withdrawal of consent
You have the right to withdraw your consent to the processing of your data at any time by email to drs@fu-berlin.de, with future effect. This, however, does not
affect the legitimacy of processing your data until the date of your withdrawal.
10. Rights of data subjects
As a data subject you are entitled to the following rights:
- Right to information: You have a right to access the data we have stored about you as a person and to be informed about how it is processed (Art. 15 GDPR).
- Right to rectification and erasure: You may request correction of inaccurate data or – provided that the legal grounds are in place – erasure of your data (Art. 16-17 GDPR).
- Restriction of processing: Provided that the legal grounds are in place, you may require us to restrict the processing of your data (Art. 18 GDPR).
- Data portability: You may request that we send you all personal data we have stored on you, in a structured, commonly used and machine-readable format, or you may request that we send your data to a different controller.
- Right to lodge a complaint with any supervisory data protection authority (Art. 77 GDPR).
11. Data Protection Officer
You may contact the data protection officer of Freie Universität Berlin by email at: datenschutz@fu-berlin.de