Rector's Directive No. 12/2021 ****************************************************************************************** * Rules for the Internal Governance of the Rectorate of Charles University ****************************************************************************************** ****************************************************************************************** * PART ONE – FUNDAMENTAL PROVISIONS ****************************************************************************************** *========================================================================================= * *========================================================================================= ------------------------------------------------------------------------------------------ Article 1 ------------------------------------------------------------------------------------------ The Rules for the Internal Governance of the Rectorate of Charles University (“the Rectora details of the internal organisation of the Rectorate in accordance with Article 14 (4) of of Charles University (“the University”). ------------------------------------------------------------------------------------------ Article 2 ------------------------------------------------------------------------------------------ 1.The Rectorate is the executive apparatus of the University. 2.The registered seat of the Rectorate is in Prague. 3.The Rectorate uses an official round stamp with the national emblem of the Czech Republi “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 carried out under the University Constitution, the Rectorate tasks as stipulated by the Rector or the Bursar within the scope of the Bursar’s powers (A ****************************************************************************************** * PART TWO – ORGANISATIONAL UNITS OF THE RECTORATE ****************************************************************************************** *========================================================================================= * *========================================================================================= ------------------------------------------------------------------------------------------ Article 4 ------------------------------------------------------------------------------------------ The following basic organisational units are established in the Rectorate: a.Rector’s Office; b.Bursar’s Office; c.Departments of the Rectorate; d.Internal Audit and Control Office. *========================================================================================= * Title I – Rector’s Office *========================================================================================= ------------------------------------------------------------------------------------------ Article 5 - Rector’s Office ------------------------------------------------------------------------------------------ 1.The Rector’s Office arranges for the execution of decisions of the Rector and, where app other bodies of the University. 2.The Rector’s Office supports the activities of Rector and also, if required, the activit University bodies. 3.The Rector’s Office supports the activities of the Rector’s Board and the Extended Recto 4.The Rector’s Office also supports the activities of the Board of Trustees of the Univers 5.The Rector’s Office is managed by the Head of the Rector’s Office. The position of the H Rector’s office is filled through a competitive hiring process launched by the Rector in the University’s Competitive Hiring Process Code. 6.The Head of the Rector’s Office manages the activities of the Rector’s Office and is acc operation to the Rector. Other powers of the Head of the Rector’s Office are stipulated The Head of the Rector’s Office undergoes a regular evaluation carried out by the Rector 7.The Rector’s Office is divided into: a.The Rector’s Secretariat; b.The Rector’s Board Office; c.The Office of Analyses and Strategies; d.The Organisational Office; e.The Records Management Office; f.Other organisational units established by the Rector. 8.For the purposes of employment relations, the University’s Academic Senate Office is als part of the Rector’s Office. The Data Protection Officer and the Director for the Protec Confidentiality, who are directly subordinated to the Rector, are also considered part o Office. 9.The Rector’s Secretariat provides administrative support for the discharge of the office the Head of the Rector’s Office. 10The Office of Analyses and Strategies ensures the performance of tasks of the University the activities of the Rector and the members of Rector’s Board in the following areas in a.The preparation of analytical documents serving to set the strategy for the future dev the University and for setting its medium- and long-term objectives as well as the pre documents for the assessment of the achievement of the objectives; b.The preparation of major strategic documents of the University; c.The preparation of major position documents of the University; d.The evaluation of strategic documents of the Czech Republic, European Union, OECD, etc materials of key institutions of national and European Research and Education Areas. 11The Organisational Office in particular ensures the operation of the historical part of building, the Blue and Green Lecture Halls, and the University hotel, and the organisati held by the bodies of the University or the faculties, and supports the activities of th Trustees and the History Board of the University. 12The Records Management Office ensures in particular: a.The receipt, registration, and distribution of all documents delivered to the mail roo Rectorate; b.The sending of documents dispatched by the Rectorate; c.The digitalisation of analogue documents directed to the Rectorate; d.The distribution of data messages delivered to the data box of the University; e.The coordination (management) of the Records Management Office at the Rectorate and ce units of the University and at the same time provides, within the framework of the Rec certain other units of the University, guidance on methodology in its field of activit f.The activities of the central files management office of the Rectorate and certain oth University, including the administration and discarding of documents and files stored files management office. 13The Records Management Coordinator of the University is considered part of the Records M for organisational purposes. 14The positions of the head of the Office of Analyses and Strategies, the Organisational O Records Management Office are filled through a competitive hiring process launched by th accordance with the University’s Competitive Hiring Process Code. The Head of the Rector Bursar is appointed as chair of the selection commission by the Rector. In special cases decide, upon the advice of the Head of the Rector’s Office, not to apply the University’ Hiring Process Code. The Head of the Rector’s Office must justify such proposal in writi 15The Data Protection Officer and the Director for Protection of Confidentiality are appoi Rector. *========================================================================================= * Title II – Bursar’s Office *========================================================================================= ------------------------------------------------------------------------------------------ Article 6 - Bursar ------------------------------------------------------------------------------------------ 1.The Bursar is appointed by the Rector based on a competitive hiring process in accordanc University’s Competitive Hiring Process Code. The Bursar is removed from office by the R 2.The Bursar decides on matters of the University and acts on its behalf in the matters li 13 (3) and (4) of the Constitution of the University within the scope of these Rules for Governance. 3.The Bursar convenes regular meetings of the heads of departments of the Rectorate and ma meetings of all employees of the Rectorate or groups of them. ------------------------------------------------------------------------------------------ Article 7 - Bursar’s Office ------------------------------------------------------------------------------------------ 1.The Bursar’s Office provides administrative and also, if required, advisory support for the function of the Bursar. 2.The activities of the Bursar’s Office are managed by the Bursar. 3.The Bursar’s Office includes the Office of Strategic Investment Projects, which manages to the Albertov Campus project and the New building of the Institute of the History and Charles University in Motol project, as well as tasks related to the technical supervisi investment projects designated by the Rector, the Vice-Rector for Development, and the B *========================================================================================= * 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’s activities. 2.The following workplaces are established at the Rectorate: a.Student Affairs Department; b.Department of Quality of Education and Accreditations; c.Department of Science and Research; d.International Relations Department; e.Press and PR Department; f.Finance Department; g.Legal Department; h.Public Procurement Department; i.Project Support Department; j.Department of Construction; k.CU POINT, l.Centre for Lifelong Learning; m.Human Resources Department; n.Security and Occupational Safety Department. 3.The departments of the Rectorate perform coordination, advisory, information, registrati conception activities, and also provide guidance on methodology to the units of the Univ respective fields of activities. 4.In addition to the direct support for the activities of the Rector and the relevant memb Rector’s Board, the departments of the Rectorate are involved in supporting the activiti and the Head of the Rector’s Office. 5.The departments of the Rectorate are further structured as required into offices, units, other organisational units not mentioned in these Rules, which are established by the Bu consultation with the head of the department. ------------------------------------------------------------------------------------------ Article 9 - Student Affairs Department ------------------------------------------------------------------------------------------ 1.The Student Affairs Department performs the tasks of the University and supports the act Rector, Vice-Rector for Education, Vice-Rector for Conception and Quality of Education, Projects and Publishing, Vice-Rector for Research, and other members of the Rector’s Boa the Rector in these fields in particular: a.Study documents and registers; b.Admissions procedure and admissions appeals procedure; c.Decisions on the rights and duties of students; d.Social security of students, bursaries and scholarships, prizes awarded to students; e.Fees for study; f.Recognition of foreign education; g.Performance of legal operations in the field of study; h.Rigorosum examination; i.Support for the development of study programmes in foreign languages; j.Support for international collaboration in education, in particular within the 4EU+ Al other strategic partners. 2.The Student Affairs Department is divided into the: a.Legal Decisions Office; b.Study-Related Fees Office; c.Documents, Registers and Recognition of Foreign Degrees Office; d.Doctoral Studies Office; e.Legal and Methodological Support Office. ------------------------------------------------------------------------------------------ Article 10 - Department of Quality of Education and Accreditations ------------------------------------------------------------------------------------------ 1.The Department of Quality of Education and Accreditations supports the activities of the Vice-Rector for Conception and Quality of Education, and other members of the Rector’s B by the Rector in these fields in particular: a.Ensuring the process of the internal approval of study programmes within the instituti accreditation by the Internal Evaluation Board; registration and administrative suppor applications for the accreditation of study programmes and applications for institutio accreditation filed with the National Accreditation Bureau for Higher Education (“NAB” related activities as required by the NAB; b.Ensuring the creation and implementation of study programmes in cooperation with a for education institution and the implementation of Cotutelle agreements; c.Ensuring the process of the internal evaluation of the quality of educational activiti programmes offered by the University; d.The creation of study programmes (study programme characteristics, profile of the grad provision of personnel, etc.) for the purpose of granting the authorisation to impleme programme within the institutional accreditation or an application for accreditation; e.Evaluation of the quality of educational activities and other related activities (stud of teaching, evaluation of the quality of qualification theses, etc.). 2.The Department of Quality of Education and Accreditations supports the activities of the Evaluation Board of the University. ------------------------------------------------------------------------------------------ Article 11 - Department of Science and Research ------------------------------------------------------------------------------------------ 1.The Department of Science and Research performs the tasks of the University and supports of the Rector, Vice-Rector for Research, Vice-Rector for Projects and Publishing, Vice-R Academic Appointments, Vice-Rector for European Affairs, and other members of the Rector designated by the Rector in these fields in particular: a.Gathering, processing, and presentation of outputs of scientific, research, and other activities; b.Evaluating the University’s creative activities; c.Administrative support for the internal grant system of the University and its operati d.Science and research programmes offered within or outside the sector; e.Prizes awarded to academic and research staff (national and international); f.Associate professorships and full professorships and research degrees; g.Honorary doctorates, Visiting Professors, Professor Emeritus, degrees awarded in memor h.International programmes and international cooperation in science and research, includ Union programmes in this field; i.Activities of the European centre and the 4EU+ Alliance; j.Conception activities of the University in science and research; k.Implementation of the University’s system of funding for science and research; l.Support of post-doctoral researchers; m.Support of research infrastructure and centres. 2.The Department of Science and Research supports the activities of the Research Board of ------------------------------------------------------------------------------------------ Article 12 - International Relations Department ------------------------------------------------------------------------------------------ 1.The International Relations Department performs the tasks of the University and supports of the Rector, Vice-Rector for International Affairs, and Vice-Rector for European Affai fields in particular: a.In the field of university cooperation, ensuring cooperation with international partne I.Bilateral agreements; IIUniversity networks; b.In the field of international cooperation, the use of: I.Cultural agreements; IIInternational higher education training programmes, in particular the programmes of Union; IIInternational governmental and non-governmental organisations; c.c) University mobility projects (e.g., Mobility Fund). 2.The International Relations Department is divided into the: a.International Cooperation Office; b.European Office, which ensures student and staff mobility within the programmes of the c.Centre for Strategic Partnerships, which ensures mutual pedagogical and research relat the University and international universities involved in strategic partnerships; it i accountable for its activities to the Vice-Rector for International Affairs. ------------------------------------------------------------------------------------------ Article 13 - Press and PR Department ------------------------------------------------------------------------------------------ 1.The Press and PR Department performs the tasks of the University and supports the activi Rector and Vice-Rector for Public Affairs, and other members of the Rector’s Board desig Rector in the following fields in particular: a.Ensuring and providing information within the University and externally; b.Communication with mass media; c.Presentation of the activities of the University and of events organised including the promotional materials, periodicals and gifts and souvenirs, awarding prizes; d.Expanding and maintaining a database of textual, photographic, and electronic material e.Marketing support for achieving the strategic objectives of the University. 2.The Press and PR Department is divided into the: a.Spokesperson’s Office; b.Public Affairs Office; c.Marketing Office; d.Unimedia Office. ------------------------------------------------------------------------------------------ Article 14 - Finance Department ------------------------------------------------------------------------------------------ 1.The Finance Department performs the tasks of the University and supports the activities and the Bursar in the following fields in particular: a.Within the framework of the University: I.Preparing the draft budget of the University and a breakdown of non-investment contr subsidies from the state budget for operation; IIEnsuring internal approval of investment plans and their submission to the Ministry Youth and Sports including the final evaluation; IISettlement with the state budget, tax duties, contact with the relevant Tax Office, administrative agenda of payments; IVDischarge of the function of an entity for the purposes of accounting for the Univer central accounting office, the processing of statements and the relevant accounting compliance with the reporting obligations; V.Preparing of drafts and updates of internal University regulations governing financi and wages at the University; VIMethodology guidance and advisory activities for the University units in the field o accounting; b.Within the framework of the Rectorate: I.Processing of the budget of the Rectorate and the breakdown of the relevant part of contributions and subsidies from the state budget for operation; IIEnsuring internal approval of investment plans; IIDischarge of the function of accounting office for the Rectorate and the processing parts of statements and finance documents; IVPreparing drafts in the field of financial management and wages at the Rectorate. • 2.The Head of the Finance Department is the Chief Economist of the University. ------------------------------------------------------------------------------------------ Article 15 - Legal Department ------------------------------------------------------------------------------------------ The Legal Department performs the tasks of the University and supports the activities of t Bursar in the following fields in particular: a.Proper discharge of legal operations; b.Involvement in the preparation of internal University regulations; c.Advisory activities for the University units in legal matters. ------------------------------------------------------------------------------------------ Article 16 - Public Procurement Department ------------------------------------------------------------------------------------------ The Public Procurement Department performs the tasks of the University and supports the ac Rector and the Bursar in the following fields in particular: a.Coordination of activities in the field of public procurement; b.Preparation of conceptions of public procurement at the University; c.Methodology guidance and advisory activities for the units of the University in the fiel procurement; d.Performance of centralised purchasing tasks based on internal University agreements. ------------------------------------------------------------------------------------------ Article 17 - Project Support Department ------------------------------------------------------------------------------------------ The Project Support Department performs the tasks of the University and supports the activ Rector, the Vice-Rector for Development, and the Bursar in the following fields in particu a.Project operations in the field of non-investment development funded from the European s investment funds, in particular: I.Monitoring of individual calls for tenders and the related requirements; IIRegistration of project applications and projects implemented; IICoordination and management of so-called University-wide projects; 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 nationa supporting investment construction, including the construction of University campuses; IICoordination and supervision of the preparation, submission, and implementation of thi project application; IICoordination of monitoring and final reports; c.Development programmes of the Ministry of Education, Youth and Sports for public higher institutions; d.Preparation, coordination, and evaluation of the Institutional Plan and the Strategic Ma Programme of the University; e.Projects funded within the framework of Education Policy Fund of the Ministry of Educati Sports; f.Coordination and supervision of project sustainability; g.Information, methodological, and administrative assistance for faculties and other units fields. ------------------------------------------------------------------------------------------ Article 18 - Department of Construction ------------------------------------------------------------------------------------------ The Department of Construction performs the tasks of the University and supports the activ Rector, the Vice-Rector for Development, and the Bursar in the following fields in particu a.Conceptions of the medium- and long-term development of the University in particular in major investment and infrastructure projects; b.Preparation and ensuring of investment construction, renovation, modernising, and repair and equipment; c.Preparation of regular management reports for large investment projects; d.Gathering of information on and the creation of passports (“pasportizace”) for immovable projects (“generel”) of faculties and units; e.Registration of immovable things of the University; f.Preparation of documents for allocation (“dislokace”) within the University; g.Technical support to faculties and other units of the University. ------------------------------------------------------------------------------------------ Article 19 - CU POINT ------------------------------------------------------------------------------------------ 1.The CU POINT Department performs the tasks of the University and supports the activities Vice-Rector for Public Affairs, Vice-Rector for European Affairs, Vice-Rector for Educat members of the Rector’s Board designated by the Rector in the following fields in partic a.Gathering, processing, and publishing of information on study and lifelong learning; b.Provision of information on the possibilities of study abroad and within the framework international programmes and processing of the related operations; c.Provision of information on other activities of the University; d.Support for students and staff of the University from abroad, e.Organisation of promotional events in relation to the study offer for applicants from Republic and abroad` f.Provision of advisory services (psychological, professional, social-legal, study-relat g.Support for special-needs students and employees; h.Work with graduates; i.Further education of students and employees; j.Operation of the University’s Card Service Centres; k.Manufacture, sale, and distribution of the University’s gifts and souvenirs. 2.The CU POINT is divided into the: a.Information Services Office; b.Carolina Centre; c.Office of Services for Employees and Graduates; d.University Cards Centre. 3.The Information Services Office gathers, processes, publishes, and provides information activities of the University, presents the study offer to applicants, and supports the e students in soft skills. 4.The Carolina Centre provides services to special-needs applicants, students, and employe disability or are at a socio-economic disadvantage, including psychological, social, and advisory services. 5.The Office of Services for Employees and Graduates supports operations related to employ the Staff Welcome Centre, and work with graduates – the Charles University Alumni Club. 6.The University Cards Centre coordinates the University’s Card Service Centres and relate ------------------------------------------------------------------------------------------ Article 20 - Centre for Lifelong Learning ------------------------------------------------------------------------------------------ The Centre for Lifelong Learning performs the tasks of the University and supports the act Rector, the Vice-Rector for Education, and other members of the Rector’s Board designated the following fields in particular: a.Coordination of lifelong learning activities at the Rectorate and the University; b.Methodology guidance and advisory activities; c.Preparation of conceptions in the field of lifelong learning; d.Quality of lifelong learning and the evaluation of lifelong learning programmes; e.Implementation of lifelong learning programmes for professional and lay participants; f.Involvement in the promotion of lifelong learning; g.University-wide registration of lifelong learning programmes; h.Support for the activities of the Lifelong Learning Board of the University; i.Implementation of education activities for the University’s staff. ------------------------------------------------------------------------------------------ Article 21 - Human Resources Department ------------------------------------------------------------------------------------------ The Human Resources Department performs the tasks of the University and supports the activ Rector and the Bursar in the following fields in particular: a.Methodology for personnel management within the University; b.Hiring of employees and hiring policy conceptions within the Rectorate and other designa University; c.Administration of employment relations and other personnel operations within the Rectora designated units of the University; d.Development of human resources within the Rectorate; e.Preparation of a draft catalogue of types of work for the University and changes thereto ------------------------------------------------------------------------------------------ Article 22 - Security and Occupational Safety Department ------------------------------------------------------------------------------------------ The Security and Occupational Safety Department performs the tasks of the University and s activities of the Rector and the Bursar in terms of security and occupational safety in th fields in particular: a.Protection of confidential information; b.Administration and registration of round stamps with the national emblem, and expert sea University; c.Security and safety methodology within the University; d.Occupational health and safety; e.Fire protection; f.Crisis management and protection of inhabitants; g.Administration and registration of rectangular stamps for the Rectorate; h.Peaceful use of nuclear energy and ionising radiation; i.Internal security, that is the protection of buildings and physical protection; j.Terrorism and hybrid threats; k.Handling of genetically modified organisms and genetic products; l.Communication with the respective bodies of the state and public administration. ------------------------------------------------------------------------------------------ Article 23 - Heads of Departments of the Rectorate ------------------------------------------------------------------------------------------ 1.The positions of the heads of departments of the Rectorate are filled through a competit process launched by the Rector in accordance with the University’s Competitive Hiring Pr Bursar, Head of the Rector’s Office, or the Vice-Rector responsible for the respective d appointed as chair of the selection commission by the Rector. In special cases, the Rect upon the advice of the Bursar, not to apply the University’s Competitive Hiring Process must justify such proposal in writing. 2.The head of department of the Rectorate manages the activities of the department. 3.The head of department is accountable to the Rector and the relevant Vice-Rector for the of the department; this does not apply to the Finance Department, Legal Department, Publ Department, Human Resources Department, and Security and Occupational Safety Department, of the department is accountable to the Rector and the Bursar for the activities of the 4.The heads of the departments are subordinated to the Bursar in employment and economic m the point of view of the internal governance of the Rectorate. 5.The heads of departments undergo a regular evaluation. *========================================================================================= * Title IV – Internal Audit and Control Office *========================================================================================= ------------------------------------------------------------------------------------------ Article 24 - Internal Audit and Control Office ------------------------------------------------------------------------------------------ 1.The Internal Audit and Control Office performs the following tasks at the University: a.Internal audit; b.Audits of the performance of the internal administration of the University and its uni c.Audits of the financial management of the University and its units; d.Investigation of complaints; e.Activities related to Act No. 106/1999 Sb., to regulate free access to information, as f.Provision of guidance on methodology in its field of activities. 2.The Internal Audit and Control Office is directly subordinated to the Rector. 3.The position of the Head of the Internal Audit and Control Office is filled through a co process launched by the Rector in accordance with the University’s Competitive Hiring Pr special cases, the Rector may decide to not apply the University’s Competitive Hiring Pr 4.The Internal Audit and Control Office is divided into: a.Internal Audit Department; b.Control Department; ****************************************************************************************** * PART THREE – TRANSITIONAL AND FINAL PROVISIONS ****************************************************************************************** *========================================================================================= * *========================================================================================= ------------------------------------------------------------------------------------------ Article 24 - Transitional provision ------------------------------------------------------------------------------------------ The staffing of positions prior to the date of effect of this directive is not prejudiced directive. ------------------------------------------------------------------------------------------ Article 25 - Final provision ------------------------------------------------------------------------------------------ 1.The organisation chart of the Rectorate is annexed hereto. 2.Rector’s Directive No. 73/2017, 32/2018, 10/2019, 32/2019, 17/2020 are hereby repealed. 3.This Directive becomes effective on 1 April 2021. 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 110/2019 Sb., to regulate the processing of personal data. Section 71 of Act 412/2005 Sb., to regulate the protection of confidential information. The role of the Records Management Coordinator of Charles University is provided for in Ar the Rector’s Directive No. 60/2018 – Records Management Rules of the University. Article 3 of the Competitive Hiring Process Code of Charles University. E.g., Act No. 239/2000 Sb., Act to regulate the Integrated Rescue System, Act No. 240/2000 Act, Act No. 585/2004 Sb., the Defence Act, and Act No. 412/2005 Sb., Act to regulate the confidential information and security eligibility. Article 3 of the Competitive Hiring Process Code of Charles University. Act No. 320/2001 Sb., to regulate financial control.