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THE EMPLOYEE PORTAL

Fewer shelves, but no less content - space created for change in the university library

Long rows of shelves with dusty books and desks with individual workstations characterized the image of the library for a long time. But digitalization, sustainability, new teaching formats and modern working environments are also bringing many changes to the library sector. So what does a library of the 21st century look like? What must it be able to do? What does transformation mean? Linda Thomas, Head Librarian, presents her ideas for a modern university library in the “Otto ist Transformation” campaign by city marketing organization “Pro Magdeburg e.V.”.

Our library is also facing major transformations. For a good year and a half, users have been experiencing the changes up close day after day - hammering, sawing, sanding, erecting and dismantling scaffolding, moving furniture back and forth. “The building project will officially last until October,” says Linda Thomas, but she also knows that some of the remaining work, including parquet work, could take until the end of the year. Most of the new and modern furniture is already on site, but is not yet usable, as carpenters, electricians and steelworkers are still carrying out finishing work in a number of areas. 

There are many individual and group workstations to make you feel at home.	The last shelving systems are currently being dismantled.

  For example, three of the new room-in-room systems on the second floor currently still have a walk-on roof. In future, the individual and group work rooms will also be bookable from home. The last shelves are currently being dismantled and desks are being moved around the building and then reconnected. So there is still a lot going on in the university library. “We are in the final spurt, but we still need a little patience,” Linda Thomas asks for understanding. “Just because something looks finished doesn't necessarily mean it's finished, which is why some areas are unfortunately still closed for use. However, as soon as areas are finally finished, they will be put into use wherever possible,” assures Linda Thomas. 

Photos: Hannah Theile and Anna Friese

Dr. Anne Herbik took over the project coordination of EU GREEN at our university in July 2024. Nine universities from all over Europe have joined forces to form the EU GREEN university alliance - a European university network for sustainable growth and inclusive education. The aim is to establish a Europe-wide education and research network in the field of sustainable development. Ines Perl spoke to the new project coordinator about her tasks, the challenges she faces, the benefits EU GREEN brings for OVGU and its employees and what EU GREEN means to her personally.

The European University Alliance EU GREEN, of which OVGU is a member, was launched almost two years ago. Where does the university alliance stand now and where does OVGU stand in this network?

EU GREEN here at OVGU, but also in its European orientation, stands for diversity, for values such as freedom and democracy. EU GREEN has set itself the goal of promoting sustainable development in higher education and strengthening cooperation between the member universities. Sustainability means meeting the needs of the present in a way that does not limit the opportunities of future generations.

Since its launch almost two years ago, the Alliance has implemented various initiatives to promote research, teaching and exchange in the field of sustainability. These include the development of joint degree courses, research projects or mobility programs aimed at providing all university members with a broader perspective on environmental and social challenges.

As OVGU, we are an active partner within EU GREEN on an equal footing with eight other universities in France, Italy, Ireland, Spain, Sweden, Poland, Portugal and Romania, contributing our expertise in relevant areas and working towards the alliance's common goals. This includes participating in projects, organizing events, etc. - always with the aim of developing innovative solutions for sustainable development. To this end, we regularly exchange ideas - whether in on-site meetings or online. After one and a half years of EU GREEN, OVGU is on a par with universities in Western, Central and Eastern Europe. Regionally anchored, but with a shared European (values) message.

You are the new project coordinator at OVGU. What are your tasks as coordinator and what are your biggest challenges at the moment?

Everyone in our team or at the European partner universities has different backgrounds, whether personal or professional. What unites us is the so-called “European idea - the European idea” and our enthusiasm for it. In team meetings with our European partners, we speak English with different accents: English-Italian, English-French, English-Romanian, English-German. Integrating this diversity into a message that reaches everyone is one of the many challenges. In addition, we need to secure resources, inspire people to actively participate, make EU GREEN visible at OVGU, launch projects and events, really put sustainability into practice and measure our successes. It is important to define clear goals and regularly review progress.

And it is precisely thanks to the openness of the partners involved and the many committed individuals that a lot can be achieved. I am always grateful for that!

“Our campus will change because the European idea will be much more present,” said the Rector. How will EU GREEN and the European idea be felt on campus, in the daily work of each individual member of the university?

The OVGU campus is already very international. More than 30 percent of current students come from abroad. EU GREEN also means - we do not exclude anyone from international countries outside the EU with the “European idea” - that we want to strengthen the European idea and European cooperation at university level and make this idea visible within OVGU and on campus.

Many people today automatically say: “I see myself as a European”. Despite all the European integration, there are still some hurdles for students in the recognition of their achievements - for example, the examination taken in Ireland at our partner university ATU (Atlantic Technological University) would of course also be a recognized examination at OVGU in the future with EU GREEN. A lot is set to change in the coming years through close multilateral cooperation. Transnational study programs are to be established, joint research projects initiated and sustainable administrative processes created. This is one of the goals of EU GREEN. This will have a direct impact on students and every member of the university - be it in the course of studies, in joint degree programmes, in administration and organization within the university.

Specifically, what are the benefits of EU GREEN for employees?

Certainly participation and the opportunity to be part of a great European idea. Whether it's trips to “Staff Weeks” in Ireland or Italy or European exchanges within the team, access to new infrastructure and resources, the facilitation of work processes. You can take part, get involved, be part of it - through ideas, through everyday work, even if you are not directly involved in EU GREEN as an employee. We offer projects at OVGU that are not limited to Magdeburg and our university, but include all partners. We look forward to ideas from our employees: Europe as a network, the European idea, globalization, sustainability and innovation in general arise from having curiosity, being open-hearted, also treading new unknown paths - thinking “out of the box”. EU GREEN benefits from this, OVGU employees benefit from this, and the location and the city of Magdeburg also benefit from this in the long term.

How can employees get involved in the work of the network?

Specifically: As EU GREEN, we announced a photo competition in spring 2024. The theme was “Diversity and inclusion”. OVGU students and employees were able to take part. The best works will now be awarded prizes in October 2024. As EU GREEN, we are also present at the OVGU's “Market of Opportunities” in October, and for those who are already actively involved with us, we regularly organize an “active meeting”. Employees who do not yet know us are very welcome to come along, get an insight into our work and take part in future or current projects.

What does EU GREEN mean to you personally?

Perhaps two principles of mine that are also important to EU GREEN and will come into play: Even in difficult moments, I want to lead projects to success and bring people together to achieve more. Only together can we bring EU GREEN to life! It is worth it! I would like to take this opportunity to say a huge thank you. All the committed people at OVGU - you are the superheroes who fly through the halls of sustainability without a cape but with unwavering commitment. Thank you for volunteering for the Alliance! You are like the secret ingredients in a grandiose recipe - without you, the whole thing would just be a bland mixture of water and flour. You bring the spice, creativity and good humor that we need to achieve our goals.

Your ideas bubble like sparkling wine and your energy is infectious. May your commitment never cease! And if you ever feel that the mountain is too high, remember: even the biggest mountain was not climbed in a day, but with a good dose of humor and a group of friends and colleagues who cheer each other on, support each other and share ideas!

Thank you very much for the interview, Dr. Herbik!

Participating in RoboCup is an exciting and enriching experience for everyone involved. RoboCup returned to Eindhoven, the Netherlands, in 2024 after exactly 11 years. With more than 2,000 participants from 45 countries in 300 teams and more than 50,000 visitors, RoboCup was an important global event in the robotics scene.

Team robOTTO at the RoboCup in Eindhoven (Photo: privat)

Among the many talented teams, the robOTTO team from our university (in German) stood out in the Industrial category in the @Work league. This league places high demands on the participating robots, which have to navigate autonomously in a 10 x 10 meter arena in order to recognize and grasp objects and transport them to specified locations. The arena is equipped with 0 to 15 cm high tables, walls and obstacles that restrict the robots' freedom of movement.

The challenges of the @Work league lie not only in precise navigation and path planning, but also in stable object recognition using well-trained neural networks. The robots must be able to plan alternative routes if the path is blocked by obstacles and recognize objects on different surfaces such as reflective foils or deceptive patterns. All of these tasks must be completed within a specified time, which puts the robots' speed and efficiency to the test.

Team robOTTO, which has been represented in the league since 2015, consisted of four OVGU employees and two students this year, who are affectionately known as the “OTTOs” by the other teams. Their robot “Euler” once again demonstrated its skills in safe and fast navigation as well as in recognizing and handling objects, even on difficult surfaces. The team mastered particularly challenging tasks, such as gripping objects under a shelf, with flying colors.

Robot “Euler” demonstrated its capabilities once again (Photo: privat)

It was an exciting neck-and-neck race with the SWOT team from Schweinfurt and the b-it-bots team from Bonn. In the end, team robOTTO took second place and proudly took the runner-up title home to Magdeburg. First place went to Team SWOT, which beat the competition with its superior hardware, while Team b-it-bots took third place.

Engagement far beyond the competition

However, robOTTO's commitment goes beyond the competition. For many years, the team has been significantly involved in the organization and further development of the @Work League and has the most active members on the league committee.

The robOTTO team is also actively involved in STEM education for young people. The team regularly inspires school classes and teachers with age-appropriate offers and practical application examples on mathematical and physical topics at the MINTMachen-Festival of the Magdeburg MINT Cluster MagdeMINT.

By regularly participating in public science events in the city of Magdeburg, such as the Tomorrow Labs Festival and the Long Night of Science, the robOTTO team engages in science communication in the field of robotics to get young and old interested in this future-oriented topic and to demonstrate the wide range of opportunities at our university.

The current competition has clearly shown that the team's hardware, which is over 10 years old, is in urgent need of a long overdue upgrade. Otherwise, second or even first place next year is no longer realistic. The robOTTO team is therefore currently looking for interested sponsors, particularly from the industry.

The team is also looking for committed young talent. All university students, regardless of faculty, can take part. The only requirement is enthusiasm and interest in robotics as well as a willingness to familiarize themselves with new topics. The team teaches interested students everything else.

The success and commitment of robOTTO at RoboCup 2024 are impressive proof of the team's outstanding work and the progressive research and education at our university.

Personal data of students, employees and other persons who are in contact with the university must be protected. The university must ensure that the provisions of the General Data Protection Regulation (GDPR) are complied with. For example, personal data may only be processed if this is done lawfully, transparently and for a specific purpose. In addition, technical and organizational measures must be taken to protect the data from loss, unauthorized access or misuse. In the research environment in particular, it is important that data may only be passed on to third parties if the data subject has consented or if there is another legal basis. The focus is on the data subjects and their rights. Since September 1, 2024, Dennis Winkler has been supporting the university in the implementation of data protection measures as Data Protection Manager. He talks to Ines Perl about his tasks, the data protection measures and why there is a data protection officer and a data protection manager at the university.

There is already a data protection officer at OVGU, so why do we need a data protection manager now?

The scope and complexity are constantly increasing due to the increasing digitalization of work processes, all of which must be implemented in compliance with data protection regulations. The potential risks for individuals are also increasing. A large number of regulations and legal requirements, which are constantly changing, lead to a high workload. A few years ago, the university already had a data protection manager who very successfully implemented processes at OVGU. The position had been vacant for some time and so we, the data protection officer Rita Freudenberg and I as her deputy, had to take on many additional tasks that are not part of the actual duties of data protection officers. As a result, the workload was high and time was short. I now have a full-time employee who can deal intensively with all data protection issues at the university. And so the separation between monitoring and implementing data protection has been re-established.

The new Data protection manager Dennis Winkler (Photo: Jana Dünnhaupt)

What are the main tasks of a data protection manager compared to a data protection officer?

Data protection officers and data protection managers complement each other, but have different tasks and roles. A data protection manager provides support with operational tasks and coordinates the practical implementation of data protection in day-to-day business. This includes, for example, the development and implementation of guidelines, i.e. specific measures and processes to ensure data protection on a day-to-day basis. However, this also includes raising employee awareness of data protection, analysing potential risks, identifying potential data protection gaps and drafting strategies to minimize these risks. Another task is the proper documentation of data protection measures and data protection incidents. This also includes keeping a register of processing activities carried out at the university.

The data protection officer, on the other hand, is primarily responsible for monitoring compliance with data protection regulations, advising the university as the responsible body on data protection issues, coordinating communication with our state data protection authority and conducting training courses. It therefore has an advisory and monitoring mandate and is independent and not subject to instructions. It is effectively a neutral auditor and advisor.

One of your main tasks is to support the implementation of data protection measures. What measures are these, for example?

On the one hand, these are technical measures. The data protection manager pushes for their implementation in collaboration with the information security officer. These include, for example, encryption to ensure confidentiality, the introduction of systems to restrict access, data backup to prevent data loss or the requirement for anonymization and pseudonymization.

Other measures include organizational measures. Data protection guidelines must be developed that regulate the handling of personal data and thus provide employees with clear guidelines. Everyone who works with personal data is also responsible for data protection. They may not be held responsible in the end, but this can also happen if a breach is culpable.

Another measure in which I can provide support is documentation, such as keeping a register of processing capabilities. The cooperation of the many data protection coordinators at the university is essential for this. The data protection manager provides support in carrying out data protection impact assessments for high-risk processing of personal data in order to identify risks and take measures to minimize them.

They also develop contingency plans in the event of a data leak or other data breach, including informing data subjects, all of course in close cooperation with the Data Protection Officer.

However, I would also like to mention one measure: The university needs a 'deletion concept' that specifies how long which data may and must be kept and when it must be deleted. This is important in order to comply with the principle of data minimization.

(Photo: Roman/ pixabay)

Are there legal requirements for the appointment of a data protection officer and are there comparable requirements for the data protection manager?

Yes, there are legal requirements for the appointment of a data protection officer, whereas there are no binding legal requirements for the role of the data protection manager in this form. The General Data Protection Regulation requires organizations and companies that regularly and systematically process personal data on a large scale to appoint a data protection officer. Public bodies such as OVGU, as a public corporation, are required to appoint such an officer. The data protection officer is independent and is not subject to any instructions with regard to their data protection-related tasks. They may not be disadvantaged due to the fulfillment of their tasks. The data protection officer must have the necessary expertise to ensure compliance with data protection regulations. Articles 37 to 39 GDPR describe the requirements for the appointment, tasks and duties of a data protection officer.

Ensure practical implementation of data protection regulations in everyday life

There are no legal requirements for the data protection manager as defined by the GDPR. A data protection manager is usually appointed voluntarily by the organization to ensure the practical implementation of data protection regulations and data protection guidelines on a day-to-day basis. He or she complements the work of the data protection officer by planning the operational and technical measures to ensure data protection and assisting in their implementation.

What specific concerns can employees or students turn to you as data protection manager?

I see myself as an important point of contact for employees and students when it comes to specific concerns about data protection. Employees can come to me if, for example, they have questions about how to apply the data protection guidelines correctly in their daily work or if they need support with specific issues. Employees may have questions about how long they need to retain certain personal data and when or how it should be deleted in order to comply with legal requirements.

I am happy to offer my help with the introduction of new IT systems due to the ongoing digitalization of administration or with questions regarding the processing of personal data in research projects.

Students can also contact me at any time. I can support them, for example, if they have to work with personal data themselves for final theses and have to create documents for this purpose, e.g. for surveys etc.

What are the biggest challenges for OVGU in implementing data protection measures?

The university faces a number of challenges when implementing data protection measures. These arise from the complexity of university operations, the diverse data processing procedures and the special requirements that universities have due to their research activities. Very different categories of data are processed at the university. From student data - enrolment, grades, examination results - to employee data and research data. Protecting all this data in different contexts is a major challenge. Universities often work with external partners and research institutions, which makes the processing and exchange of data more complex. Compliance with data protection regulations must be ensured in these collaborations, especially in the case of commissioned processing. The exchange of data in connection with EU GREEN currently poses a particular challenge.

Another important point is the balance between the General Data Protection Regulation and the freedom of research. Research projects that use personal data, e.g. from social science surveys, must be carried out in compliance with data protection regulations without unnecessarily hindering scientific work. In research, the anonymization and pseudonymization of personal data is often crucial to ensure data protection. This requires technical and organizational measures to ensure that data cannot be traced back to individuals.

OVGU processes and stores a large amount of data on IT systems, which makes it an 'attractive' target for cyberattacks. Implementing effective security measures such as encryption, firewalls, secure networks and regular security updates is a constant challenge.

Comply with data protection regulations even in cross-border projects

OVGU is internationally networked and participates in many cross-border projects that require the processing of personal data across national borders. The specific requirements of the GDPR and other international data protection laws must be taken into account here.

When managing students in exchange programs or communicating with international partner universities, it must be ensured that data protection regulations are also complied with when transferring data abroad.

Data protection regulations, in particular the GDPR, are subject to ongoing development and interpretation by courts and supervisory authorities. OVGU must continuously adapt to new legal requirements and recommendations, which requires additional resources and flexibility.

Digitalization has also picked up speed at OVGU and is intended to help simplify processes. However, more and more data is being collected and analyzed. How does this fit in with data protection?

Collecting and analyzing more and more data is not in conflict with data protection as long as data protection regulations are observed and measures are taken to protect personal data. The principle of data minimization must also be observed in the course of digitalization. This means that only the data that is required for a specific purpose is collected and processed. For example, only necessary information should be accessed in digital administrative processes and unnecessary data processing should be avoided. 

Personal data may only be processed for the purpose for which it was originally collected. In the context of digitalization, this means that the university must clearly define why certain data is being collected and that this data may not be used for other purposes without a legal basis. When introducing new digital systems, data protection must be incorporated into the design of the systems from the outset. This means that technical and organizational measures must be taken to ensure the protection of personal data. When developing or purchasing software, it should therefore always be checked whether it enables data protection-friendly configurations.

Digitalization at OVGU can certainly be in line with data protection if the data protection principles and legal requirements are observed. By using 'privacy by design' and establishing a secure technical and organizational framework, the university can implement digital processes that are both efficient and data protection-compliant.

Many thanks for the interview.

The STIMULATE research campus at Otto von Guericke University Magdeburg presented pioneering developments in magnetic resonance therapy medical technology at the “Medtech Innovations from Magdeburg, GER” event. The event, to which experts from science, industry and EU authorities were invited, took place at the Representation of the State of Saxony-Anhalt to the EU in Brussels.

The opening speech was given by Carmen Johannsen, Head of the Saxony-Anhalt Representation to the EU. In his subsequent keynote speech, Thomas Wünsch, State Secretary in the Ministry of Science, Energy, Climate Protection and the Environment of the State of Saxony-Anhalt, emphasized the importance of medical technology for the region and highlighted the innovative strength of Magdeburg as a research location.

Keynote speech by State Secretary Thomas Wünsch in Brussels. (Photo: Representation of Saxony-Anhalt)

Prof. Dr. Georg Rose then presented an overview of STIMULATE activities and results to date and Prof. Dr. Oliver Speck presented the latest advances in interventional magnetic resonance imaging (MRI). The focus was on the numerous innovations developed at the research campus in the field of MRI-guided interventions, which aim to bring this form of therapy into clinical routine and significantly improve clinical care for an ageing society.

Dr. Stefan Röll, CEO of Neoscan Solutions GmbH, which is also a partner in the STIMULATE research campus, presented his innovative MRI for very young children and thrilled the audience with the news that he had been commissioned by the Dutch government to develop the main component of the world's first human 14 Tesla MRI. The head of the Dutch consortium, Prof. D.G. David Norris from the Donders Centre for Cognitive Neuroimaging at Radboud University in the Netherlands, then provided details of this prestigious project and outlined the expected novel insights into the human brain with the help of this MRI ultra-high technology.

Acquiring funding from the EU

Tomasz Dylag, PhD, Head of the Health Industry Sector at the European Commission's Directorate-General for Research and Innovation, gave an overview of the EU's Innovative Health Initiative (IHI) in the field of people-centered healthcare. He also discussed the future HORIZON 2025 WORKPROGRAM of the EU Challenge Health, which has not yet been published, but for which the first calls for proposals are expected soon when the future EU Commission is in office. He pointed out paths for relevant applications within the framework of EU-wide consortia and offered support in the further process, referring to the usual success rates.

The event concluded with a joint panel discussion on the topic of “Imaging and Intervention”, moderated by Prof. Dr. Oliver Speck. The participants discussed the preparation and chances of success of EU funding applications and had the opportunity to exchange views on the latest developments in imaging and interventional medical technology.

 Panel discussion on “Imaging and Intervention” at the Representation of Saxony-Anhalt to the EU in Brussels (Photo: Representation of Saxony-Anhalt)

The event was an important step towards strengthening scientific exchange at European level and positioning the STIMULATE research campus - with significant participation from the Magdeburg medtech SME Neoscan Solutions GmbH - as a leading center for medical image-guided minimally invasive interventions in Europe. With a view to future developments in the EU, it was considered by all those involved to be very target-oriented. STIMULATE is planning a similar event in Brussels in 2025 with a focus on computed tomography (CT) in conjunction with minimally invasive medical intervention.

Author: DR. JASMIN LOTHER