A Research Information System (RIS) is a platform that consolidates all scientific data of a university in one place. It serves to capture, manage, and make accessible the wide range of information generated in connection with research. Research activities can be efficiently documented or published, and research results are made visible.

The RIS consists of two areas: 

• Internal RIS database: Here, you can track of your own research activities, such as projects, and manage your publications. This information remains within the university and can be used for reports or internal evaluations.
• Public RIS portal: In this area, selected information (reports, publications, prizes, projects) from the internal database is published and made accessible worldwide. This allowes your research results to be visible and discoverable internationally .

The data recorded in the Research Information System (RIS) follows the Core Data Set for Research (Kerndatensatz Forschung, KDSF), a standardized model designed to ensure uniform documentation of research activities in Germany. Consequently, the RIS at the University of Cologne only includes data that adheres to this standard. This includes:

• Publications: Researchers enter and regularly update their own publications.
• Research Projects and External Funding: These details are imported from primary systems, such as finance or project management systems, and are automatically made available in the RIS.
• Awards and Patents: Achievements such as scientific awards or patent applications are also included in the RIS.

Most of the data in the RIS originates from various primary sources at the University of Cologne, such as the SAP system, and is therefore not actively managed within the RIS but merely represented. This applies, for example, to areas like projects and third party funding, where data is automatically imported and made visible the RIS. In certain areas, such as publications, the RIS serves as a management tool: an initial set of publications was imported from Web of Science (WoS). However, researchers must actively review and continuously update these records to maintain their publication lists and keep them current.

Using the RIS is intended for all members of the University of Cologne who are involved in scientifiy activities. In addition to its use by researchers, the RIS can also be utilized by administrative staff and university management for reporting and analyzing research activities.

The RIS operates with a clearly defined rights and roles concept to control data accessibility and ensure that your information is adequately protected. This concept guarantees your right to data privacy and safeguards your own data. Here are example permissions for key roles in the RIS:

Individuals in the role of researcher have, among other things:

• Access to all internal organizational units and researchers at the university
• Insight into all publications, projects, and patents with university-wide visibility
• The ability to create, edit, and delete their own publications

Individuals in the role of dean have, among other things:

• Access to all internal and external organizational units and researchers at the university
• Insight into the data of their own organizational unit without restrictions
• The ability to generate comprehensive list reports and BI access to various data

Individuals in the role of controlling (faculty) have, among other things:

• Insight into internal and external organizational units and researchers at the University of Cologne
• Access to all relevant financial and publication data
• Management of projects and infrastructures within their own organizational unit
• The ability to generate comprehensive list reports and BI access to various data

For more detailed and further information regarding the rights and roles concept in the RIS, please refer to the detailed document in section "important documents" or contact the RIS team (fis@verw.uni-koeln.de). Accessible projects are published in the public RIS portal and are available to everyone.

This differentiated rights concept ensures that sensitive data remains protected and that only necessary information is made accessible. All measures related to data protection and data security have been taken in close coordination with the staff council.

FIS users retain control over their own data in the RIS system. Particularly in the area of publications, researchers can determine which information is visible and who has access to it during data entry. Through the visibility settings, for example, you can decide whether a publication should be accessible only within the university or also publicly available. The status of publications provides information about the current state of a publication in the FIS, indicating its visibility, such as in progress, validated, or published.

In addition, the consent form on the RIS homepage gives you the option to actively decide whether your data should be transferred to the public research portal. Your information will only be made globally visible with your explicit consent. You can withdraw your consent at any time using the consent form, which is permanently visible on the homepage. This way, you maintain control over your data and can individually specify how and where your research results are presented.