Rector’s Directive No. 10/2024 (consolidated rules) ****************************************************************************************** * ****************************************************************************************** Title: Rules for the Internal Governance of the Rectorate of Charles Universit To Implement: - Lead Office: Legal Department Effect: 1 March 2024 ****************************************************************************************** * Rector’s Directive No.17/2022 as amended by Rector’s Directive No.10/2023 and Rector’s D No.10/2024 ****************************************************************************************** *========================================================================================= * PART ONE – FUNDAMENTAL PROVISIONS *========================================================================================= *========================================================================================= * Article 1 *========================================================================================= The Rules for the Internal Governance of the Rectorate of Charles University (hereinafter as the “Rectorate”) provide the details of the internal organization of the Rectorate in a Article 14 (4) of the Constitution of Charles University (hereinafter referred to as the “ *========================================================================================= * Article 2 *========================================================================================= 1.The Rectorate is the executive staff of the University. 2.The seat of the Rectorate is in Prague. 3.The Rectorate uses the official round stamp with the state emblem of the Czech Republic text: “Univerzita Karlova” (Charles University) in cases provided for in the legislation 4.The Rectorate may use other stamps as required in accordance with a Rector’s Directive. *========================================================================================= * Article 3 *========================================================================================= In addition to the activities set out in the University Constitution, the Rectorate ensure of other tasks as stipulated by the Rector or possibly by the Bursar within the scope of h (Article 6). *========================================================================================= * PART TWO – ORGANIZATIONAL UNITS OF THE RECTORATE *========================================================================================= *========================================================================================= * Article 4 *========================================================================================= The following basic organizational units are established in the Rectorate: a.Rector’s Office; b.Bursar’s Office; c.Departments of the Rectorate; and d.Internal Audit and Control Department. *========================================================================================= * Title I – Rector’s Office *========================================================================================= ------------------------------------------------------------------------------------------ Article 5 Rector’s Office ------------------------------------------------------------------------------------------ 1.The Rector’s Office ensures the execution of the Rector’s decisions and where applicable of decisions of other bodies of the University. 2.The Rector’s Office provides support for the activities of the Rector and in necessary c the activities of other bodies of the University. 3.The Rector’s Office provides support for the activities of the Rector’s Board and extend Board. 4.The Rector’s Office also provides support for the activities of the Board of Trustees of 5.The Rector’s Office manages the area of internal communication and the area of sponsorsh fundraising cooperation of the University with the Endowment Fund of the University; in manages the operational area of support for the development of foreign language study pr operational area of the Centre for the Care of the Soul of Charles University. 6.The Rector’s Office is managed by the Head of the Rector’s Office. The position of the H Rector’s Office is filled on the basis of a competitive hiring procedure conducted in ac the Competitive Hiring Process Code of the University and announced by the Rector. 7.The Head of the Rector’s Office manages the activities of the Rector’s Office and is res its operation to the Rector. Other competence of the Head of the Rector’s Office is stip Rector. The Head of the Rector’s Office is subject to a regular evaluation by the Rector 8.The Rector’s Office is divided into: a.Rector’s Secretariat; b.Rector’s Board Office; c.Organizational Office; d.Hyb4City Office; and e.Other organizational units established by the Rector. 9.The Office of the Academic Senate of the University in particular is also included under Office for employment purposes. The Data Protection Officer, the Director of Security an Safety, and other persons who are directly subordinated to the Rector are also assigned Office. 10The Rector’s Secretariat provides administrative arrangements for the execution of the o Rector and the Head of the Rector’s Office. 11The Organizational Office ensures the operation of the historical part of the Karolinum, Green Lecture Halls, and the University hotel, and provides support for events organized of the University or possibly by the Faculties. In addition, the Organizational Office p for the activities of the Board of Trustees of the University and History Board of the U 12The Hyb4City Office ensures the operation of University activities on the Hybernská Camp cooperation with the capital city of Prague and other partners and contributes thus to t fulfilment of the third role of the University, to supporting the community dimension of and to employing the innovation potential of academic research for the city and society. 13The positions of the head of the Organizational Office and head of the Hyb4City Office a the basis of competitive hiring procedures which are announced by the Rector and which a in accordance with the Competitive Hiring Process Code of the University. The Rector app of the Rector’s Office or Bursar in the position of the chairman of the selection commit worthy of special consideration, the Rector may, upon a proposal of the Head of the Rect decide that the Competitive Hiring Process Code will not apply. The Head of the Rector’s justify such proposal in writing. 14The Data Protection Officer and the Director of Security and Occupational Safety are app Rector. ------------------------------------------------------------------------------------------ Title II – The Bursar’s Office ------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------ Article 6 Bursar ------------------------------------------------------------------------------------------ 1.The Bursar is appointed by the Rector on the basis of a competitive hiring procedure in the Competitive Hiring Process Code of the University. The Bursar is removed from office The Bursar decides in matters of the University and acts on its behalf in matters specif 13 (3) and (4) of the University Constitution and within the scope of these Rules for th Governance. 2.The Bursar convenes regular meetings of the departmental heads of the Rectorate and may of all employees of the Rectorate or possibly of groups of employees of the Rectorate. 3.The Bursar is subject to regular evaluation by the Rector. ------------------------------------------------------------------------------------------ Article 7 Bursar’s Office ------------------------------------------------------------------------------------------ 1.The Bursar’s Office provides administrative arrangements and, if need be, counselling su execution of the office of the Bursar. 2.The activities of the Bursar’s Office are managed by the Bursar. 3.The Executive Director of the Rectorate is assigned to the Bursar’s Office from the orga point of view and his responsibility is to coordinate the activities of the departments Rectorate in accordance with the instructions of the Rector and the Bursar, in particula interdepartmental activities. The position of the Executive Director of the Rectorate is basis of a competitive hiring procedure conducted in accordance with the Competitive Hir Code of the University and announced by the Rector. In cases worthy of special considera may, upon a proposal of the Bursar, decide that the Competitive Hiring Process Code will Bursar must justify such proposal in writing. The Executive Director of the Rectorate is regular evaluation by the Bursar. ------------------------------------------------------------------------------------------ Title III – Departments of the Rectorate ------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------ Article 8 Departments of the Rectorate ------------------------------------------------------------------------------------------ 1.The departments of the Rectorate are the basic workplaces of the Rectorate for the provi for its activities. 2.The following departments are established within the Rectorate: a.Student Affairs Department; b.Department for the Quality of Education and Accreditation; c.Research Support Office; d.International Relations Office; e.Public Relations Department; f.Finance, Human Resources, and Payroll Department; g.Legal Department; h.Public Procurement Department; i.Project Support Department; j.Department of Construction; k.Strategic Investment Projects Department; l.CU POINT; m.Centre for Lifelong Learning; n.Security and Occupational Safety Department; o.Cyber Security Department; p.Analyses and Strategies Department; and q.Records Management Department. 3.Within their respective fields, the departments of the Rectorate provide coordination, a informational, registration, and conception activities as well as guidance to the units University. 4.In addition to directly providing support for the activities of the Rector and competent or members of the Rector’s Board, the departments of the Rectorate are involved in provi the activities of the Bursar and Head of the Rector’s Office. 5.If need be, the departments of the Rectorate are further divided into offices, sections, other organizational units not specified in these Rules, which are established and disso Bursar after discussion with the respective Vice-Rector or member of the Rector’s Board. ------------------------------------------------------------------------------------------ Article 9 Heads of Departments of the Rectorate ------------------------------------------------------------------------------------------ 1.The positions of the heads of departments are filled on the basis of competitive hiring are announced by the Rector and conducted in accordance with the Competitive Hiring Proc University. The Rector appoints the Bursar, Head of the Rector’s Office, Vice-Rector, or member of the Rector’s Board within whose competence the relevant department belongs in the chairman of the selection committee. In cases worthy of special consideration, the R a proposal of the Bursar, decide that the Competitive Hiring Process Code will not apply must justify this proposal in writing. 2.The head of the department of the Rectorate manages the activities of the respective dep 3.The head of the department is responsible, for the activities of the respective departme Rector and to the respective Vice-Rector or member of the Rector’s Board or possibly to this does not apply in the case of the Finance, Human Resources, and Payroll Department, Procurement Department, and the Records Management Department where the head of the depa responsible, for the activities of the department, to the Rector and the Bursar. In the the coordination of which has been assigned to the Director of the Rectorate by the Rect Bursar, the heads of the departments are responsible for the performance of these tasks Director of the Rectorate. 4.In employment and economic issues and from the point of view of the internal governance Rectorate, the heads of the departments are subordinate to the Bursar. The respective me Rector’s Board is entitled to give his opinion on the fundamental issues of the departme his authority. 5.The heads of departments are subject to regular evaluation by the members of the managem by the Rector. ------------------------------------------------------------------------------------------ Article 10 Student Affairs Department ------------------------------------------------------------------------------------------ 1.The Student Affairs Department is strategically managed by the Vice-Rector for Education carries out tasks for the University and provides support for the activities of the Rect for Education, and Vice-Rector for Research in the following areas in particular: a.study documents and management of registers; b.admissions procedure and appellate proceedings in the matter of admissions; c.decision-making on the rights and duties of students; d.social security of students, scholarships, awards for students (Rector’s Special Award Award); e.administration of doctoral programmes of study; f.administration of study-related fees; g.administration of the recognition of foreign education; h.study-related legal administration; i.rigorosum procedure; and j.support of international cooperation in educational activities, in particular within 4 other strategic partners. ------------------------------------------------------------------------------------------ Article 11 Department for the Quality of Education and Accreditation ------------------------------------------------------------------------------------------ 1.The Department of the Quality of Education and Accreditation is strategically managed by for Conception and Quality of Education. The department provides support for the activit Rector and Vice-Rector for Conception and Quality of Education in the following areas in a.arranging the process of internal approval of programmes of study as part of the insti accreditation by the Internal Evaluation Board of the University, registration and adm arrangements of applications for the accreditation of programmes of study and the appl institutional accreditation at the National Accreditation Bureau for Higher Education referred to as the “NAB”) and other related activities according to the requirements o b.ensuring the creation and implementation of programmes of study in cooperation with a education institution and the implementation of international Cotutelle agreements; c.carrying out the process of internal evaluation of the quality of educational activiti of study implemented by the University and lifelong learning programmes; d.administration connected to the creation of programmes of study (characteristics of a profile of a graduate, curricula, staffing, etc.) for the purpose of authorization to programme of study as part of the institutional accreditation or application for accre e.administration connected to the evaluation of the quality of educational activities an activities (evaluation of teaching by students, quality evaluation of qualification th 2.The Department for the Quality of Education and Accreditation provides support for the a Internal Evaluation Board of the University. ------------------------------------------------------------------------------------------ Article 12 Research Support Office ------------------------------------------------------------------------------------------ 1.The Research Support Office is strategically managed by the Vice-Rector for Research. Th carries out tasks for the University and provides support for the activities of the Rect for Research, Vice-Rector for Academic Appointments, the Member of the Rector’s Board fo tools for the development of research activities, and the Member of the Rector’s Board f following activities in particular: a.collection, processing, and presentation of outputs of scientific, research, and other activities; b.evaluation of the creative activities of the University; c.administrative arrangements and activities of the internal grant system of the Univers d.administration of departmental and non-departmental programmes for science and researc e.awards for (national and international) academic and research staff; f.titles of associate professor or full professor and scientific degrees; g.Honorary Doctor degrees, Visiting Professors, Professor Emeritus, degrees awarded in m h.international programmes and international cooperation in the fields of science and re including European Union programmes in this field; i.activities of the European Centre and operational area of 4EU+; j.conceptual activities of the University in the field of science and research; k.implementation of the funding system for science and research at the University; l.administration of support for post-docs; and m.support of research infrastructures and centres. 2.The Research Support Office provides support for the activities of the Research Board of ------------------------------------------------------------------------------------------ Article 13 International Relations Office ------------------------------------------------------------------------------------------ 1.The International Relations Office is strategically managed by the Vice-Rector for Inter Affairs. The department carries out tasks for the University and provides support for th the Rector and Vice-Rector for International Affairs in the following fields in particul a.In the field of university cooperation, it is responsible for ensuring cooperation wit abroad as part of: I.Bilateral agreements; IIUniversity networks; b.In the field of international cooperation, it is responsible for making use of: I.Cultural agreements; IIInternational higher education training programmes, in particular the programmes of Union; IIInternational governmental and non-governmental organisations; c.University mobility projects (e.g., Mobility Fund). ------------------------------------------------------------------------------------------ Article 14 Public Relations Department ------------------------------------------------------------------------------------------ 1.The Public Relations Department is strategically managed by the Vice-Rector for Public A department carries out tasks for the University and provides support for the activities and Vice-Rector for Public Affairs in the following areas in particular: a.Communication with mass media; b.presentation of the activities of the University and organized events, including the p promotional materials and periodicals, and the conceptual preparation and implementati intended for representation and promotion; c.expansion and maintenance of the database of textual, photographic, and electronic mat representation and promotion of the University; d.organization of promotional events in connection with the offer of studies in particul applicants and presentation of the offer; and e.marketing support for the implementation of the strategic plans of the University. 2.The Public Relations Department includes the office of the Public Relations Officer who tasks for the University and provides support for the activities of Rector in the field 1 (b) in particular. ------------------------------------------------------------------------------------------ Article 15 Finance, Human Resources, and Payroll Department ------------------------------------------------------------------------------------------ 1.The Finance, Human Resources, and Payroll Department carries out tasks for the Universit support for the activities of the Rector and Bursar in the following areas in particular a.within the operational area of the University: I.preparation of the University draft budget and breakdown of non-investment contribut subsidies for operation from the state budget; IIin cooperation with the Department of Construction, provision of the internal approv investment plans and their submission to the Ministry of Education, Youth and Sports final evaluation of projects; IIsettlement with the state budget, tax duties, communication with the relevant Tax Of administration of bank payments; IVdischarge of the function of an accounting unit for the University and the central a office, processing of statements and relevant accounting documents, and compliance w report; V.preparation of drafts and updates of the internal University regulations governing f management and wages at the University; VIguidance and counselling for units of the University in the area of taxation and acc VIguidance in the area of human resources within the University; and VIpreparation and updating of a draft catalogue of work for the University; b.within the operational area of the Rectorate: I.preparation of the budget for the Rectorate and breakdown of the relevant part of no contributions and subsidies for operation from the state budget; IIprovision of the internal approval of investment plans; IIdischarge of the function of an accounting office for the Rectorate and processing o parts of statements and finance documents; IVpreparation of drafts in the field of financial management and wages at the Rectorat V.recruitment of employees and conception of the recruitment policy within the Rectora selected units of the University; VIadministration of employment relations and other human resources issues within the R other selected units of the University; and VIdevelopment of human resources within the Rectorate. 2.The head of the Finance, Human Resources, and Payroll Department is the chief economist University. ------------------------------------------------------------------------------------------ Article 16 Legal Department ------------------------------------------------------------------------------------------ 1.The Legal Department carries out tasks for the University and provides support for the a Rector, Vice-Rector for Academic Appointments, and the Bursar in the following areas in a.execution of legal activities; b.participation in the preparation of internal University regulations; and c.counseling activities for the units of the University in legal matters. ------------------------------------------------------------------------------------------ Article 17 Public Procurement Department ------------------------------------------------------------------------------------------ 1.The Legal Department carries out tasks for the University and provides support for the a Rector, Vice-Rector for Academic Appointments, and the Bursar in the following areas in execution of legal activities;participation in the preparation of internal University re andcounseling activities for the units of the University in legal matters. a.coordination of activities in the area of public procurements; b.preparation of the public procurement strategy at the University; c.methodology and counselling for the units of the University in the area of public proc d.performance of tasks for central purchasing on the basis of internal University agreem ------------------------------------------------------------------------------------------ Article 18 Project Support Department ------------------------------------------------------------------------------------------ 1.The Project Support Department carries out tasks for the University and provides support activities of the Rector and the Vice-Rector for Strategy and Development in the followi particular: a.projects in the field of non-investment development financed from the European structu investment funds, in particular: I.monitoring of individual calls for tenders and the related requirements; IIregistration of project applications and projects implemented; IIcoordination of the preparation, submission, and management of so-called University- and IVcooperation and partnership with external entities; b.Project operations in the field of investment development, in particular: I.monitoring and use of European structural and investment funds and the related natio supporting investment construction, including the construction of University campuse IIcoordination and supervision of the preparation, submission, and implementation of t project applications; and IIcoordination of the processing of monitoring and final reports; c.Development programmes of the Ministry of Education, Youth and Sports for public highe institutions; d.project administration within the National Recovery Plan; e.preparation, coordination of the implementation and evaluation of the Support Programm Management of the University; f.project administration within the Educational Policy Fund of the Ministry of Education Sports; g.coordination and supervision of project sustainability; and h.project administration of other subsidy programmes of the Ministry of Education, Youth the field of education; i.informational, methodological, and administrative assistance for Faculties and other u fields; keeping records of Charles University projects in these fields. ------------------------------------------------------------------------------------------ Article 19 Department of Construction ------------------------------------------------------------------------------------------ 1.The Department of Construction is strategically managed by the Vice-Rector for Strategy The Department of Cooperation carries out tasks for the University and provides support activities of the Rector, Vice-Rector for Strategy and Development, and the Bursar in th areas in particular: a.conception of long-term and medium-term development of the University in particular in large investment and infrastructure projects; b.preparation and execution of investment construction, reconstruction, modernization, a buildings and facilities; c.preparation of regular management reports for large investment projects; d.preparation of building documentation for real estate and comprehensive project docume Faculties and units; e.keeping records of University real estate; f.preparation of documents for allocation of workplaces within the University; and g.technical assistance for Faculties and other units of the University. ------------------------------------------------------------------------------------------ Article 20 Strategic Investment Projects Department ------------------------------------------------------------------------------------------ The Strategic Investment Projects Department carries out tasks for the University and prov the activities of the Rector, Vice-Rector for Strategy and Development, and the Bursar in strategic investment projects. ------------------------------------------------------------------------------------------ Article 21 CU POINT ------------------------------------------------------------------------------------------ 1.CU POINT is strategically managed by the Member of the Rector’s Board for Social Affairs Development. CU POINT carries out tasks for the University and provides support for the the Rector and the Member of the Rector’s Board for Social Affairs and Sustainable Devel following areas in particular: a.collection, processing, publication, and provision of information on study and lifelon b.provision of information on the possibilities of study abroad and in international pro including arranging the related administration; c.Bolzano Award; d.provision of information on other activities of the University; e.provision of support to students and employees of the University; f.provision of counselling services (psychological, career, social, and study counsellin g.support and services for applicants, students, and employees with special needs, both socio-economic disadvantages; h.operation of University ID Card Services centres and related administration i.production, sale, and distribution of promotional and representational items of the Un j.administration of employee benefits and the Staff Welcome Centre k.administration of the Charles University Alumni Club; l.management of sustainable development; and m.organization of educational, cultural, and social events for students, employees, and Charles University. ------------------------------------------------------------------------------------------ Article 23 Security and Occupational Safety Department ------------------------------------------------------------------------------------------ 1.The Security and Occupational Safety Department is strategically managed by the Member o Board for Transfer and Security. The Security and Occupational Safety Department carries the University and provides support for the activities of the Rector and the Member of t Board for Transfer and Security in the field of University security, in the following ar particular: a.Protection of confidential information; b.Administration and registration of round stamps with the national emblem, and expert s University; c.guidance and instructions in the area of security within the University; d.Occupational health and safety; e.Fire protection; f.Crisis management and protection of inhabitants; g.Administration and registration of square stamps for the Rectorate; h.Peaceful use of nuclear energy and ionising radiation; i.area of internal security, i.e., providing building and physical security; j.area of defence against terrorism and hybrid threats; k.area of counter foreign interference (institutional resilience); l.use of genetically modified organisms and genetic products; and m.communication with state and public administration bodies falling under the responsibi department. ------------------------------------------------------------------------------------------ Article 24 Cyber Security Department ------------------------------------------------------------------------------------------ 1.The Cyber Security Department is strategically managed by the Member of the Rector’s Boa and Security. The Cyber Security Department carries out tasks for the University and pro for the activities of the Rector and the Member of the Rector’s Board for Transfer and S field of cyber security of the University and in the field of communication with state a within the limits of its scope of responsibilities. ------------------------------------------------------------------------------------------ Article 25 Analyses and Strategies Department ------------------------------------------------------------------------------------------ 1.The Analyses and Strategies Department is strategically managed by the Vice Rector for S Development. The Analyses and Strategies Department carries out tasks for the University support for the activities of the Rector, Vice Rector for Strategy and Development, and the following areas in particular: a.preparation of analytical documents used for determining the strategy for the next dev the University and for the formulation of its objectives in the medium and long term, preparation of source documents for the evaluation of the fulfilment of these objectiv b.preparation of the main strategic documents of the University, including the evaluatio fulfilment of objectives; c.preparation of source documents for the Principles of Allocation of Contributions and Charles University; and d.University-wide surveys among students and graduates of Charles University. ------------------------------------------------------------------------------------------ Article 26 Records Management Department ------------------------------------------------------------------------------------------ 1.The Records Management Department is strategically managed by the Bursar. The Records Ma Department carries out tasks for the University and provides support for the activities and the Bursar in these areas in particular: a.reception, registration, and distribution of all documents arriving to the mail room o b.sending documents prepared at the Rectorate; c.digitization of analogue documents addressed to the Rectorate d.distribution of data messages delivered to the University data box; e.coordination (direction) of the records management service at the Rectorate and other of the University and, at the same, provision of guidance in the areas of its activiti Rectorate and other units of the University; f.performance of activities of the central files management office for the Rectorate and units of the University, including the administration and final disposal of documents archived there. ------------------------------------------------------------------------------------------ Title IV – Internal Audit and Control Department ------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------ Article 27 Internal Audit and Control Department ------------------------------------------------------------------------------------------ 1.The Internal Audit and Control Department carries out in particular the following activi University: a.internal audit; b.audits of internal governance at the University and its units; c.audits of financial management at the University and its units; d.investigation of complaints; e.performance of activities in connection with Act No.: 106/1999 Sb., to regulate free a information, as amended; f.provision of guidance in the area of its activities within the University; and g.protection of whistleblowers. 2.The Internal Audit and Control Department is directly subordinated to the Rector. 3.The position of the head of the Internal Audit and Control Department is filled on the b competitive hiring procedure conducted in accordance with the Competitive Hiring Process announced by the Rector. In cases worthy of special consideration, the Rector may decide Competitive Hiring Process Code will not apply. ------------------------------------------------------------------------------------------ PART THREE – TRANSITIONAL AND FINAL PROVISIONS ------------------------------------------------------------------------------------------ ------------------------------------------------------------------------------------------ Article 28 Transitional Provision ------------------------------------------------------------------------------------------ This Directive does not affect positions which had been filled before this Directive came ------------------------------------------------------------------------------------------ Article 29 Final Provision ------------------------------------------------------------------------------------------ 1.Rector’s Directive No.: 12/2021 is hereby repealed. 2.This Directive comes into effect on 1 May 2022. The Consolidated Rules come into effect on 1 March 2024. full .pdf for download [ URL "UKEN-1957-version1- rectors_directive_no_172022_as_amended_by_rectors_directive_no_102023_and_rector.pdf"] full .docx for download [ URL "UKEN-1957-version1- rectors_directive_no_172022_as_amended_by_rectors_directive_no_102023_and_rector.docx"] Translator’s note: Words importing the masculine include the feminine, and unless the cont requires, words in the singular include the plural, and words in the plural include the si Article 3 (5) of the University Constitution. Sections 2, 5 and 6 of Act No.: 352/2001 Sb., to regulate the use of state symbols of the Article 56 of the University Constitution. Article 14 (1) to (3) of the University Constitution. Section 14 of Act No.: 110/2019 Sb., to regulate personal data. Section 71 of Act No.: 412/2005 Sb., to regulate protection of secret information. Article 3 of the Competitive Hiring Process Code of Charles University. For example, Act No.: 239/2000 Sb., to regulate the integrated rescue system and to change amended, Act No.: 240/2000 Sb., to regulate crisis management and to change other laws (Cr amended, Act No.: 585/2004 Sb., to regulate compulsory military service and its provision as amended, and Act No.: 412/2005 Sb., to regulate the protection of classified informatio competence, as amended.