Social Safety
Goal 3: Improve communications within the institute
Action 7: Survey other institutes on how to improve transparency concerning processes on promotion, performance, and development, as well as information management.
Realization pathway:
- An initial round of investigations was conducted on best practices on information management within the institute.
- The PhD Guidance Committee was asked to review our thesis guidelines, to clarify the rules to supervisors and students. These will be discussed at a staff meeting, implemented, and communicated to the students.
- management will start with a regular “Observatory Email News” to improve the flow of information within the institute, and have an easily accessible record of information.
- we plan to reinstate the Observatory Seminars, probably in a different form. These seminars serve to discuss the latest news (both scientific and non-scientific) at our institute. Investigations are ongoing how to do this most effectively. Room availability is a challenge.
Action 8: Investigate how to improve information flows about potential issues and general work-floor climate to management. One avenue is to stimulate the Institute Council, which has representatives from all groups in the Observatory, to take a more pro-active role.
Realization Pathway:
- Institute Council members are now chosen with an election, with representatives from students, postdocs, scientific staff and support staff. This is aimed to increase the visibility of the Institute Council, and advocate it as a means to communicate with management.
- It is agreed with the Institute Council that the Scientific Director is present at meetings for the final 30 minutes, to allow efficient feedback with management.
- Creation of a easily accessible Social Safety website with all relevant information.
- Mariska Kriek has been appointed as associate director PhD and Postdoc affairs.
Action 9: Reevaluate the governance structure within our institute
Realization pathway:
- The Faculty of Science has initiated in 2022/2023 the restructuring of the governance of the institutes, including Leiden Observatory. Where previously all responsibility laid with the Scientific Director, this has been changed into a three-person board, shared responsibility (collegial governance) between Scientific Director, Director of Studies, and Director of Operations. This process was concluded in July 2024.
- We are discussing implementation of possible substructures in the Observatory to increase the feeling of belonging and support. We are currently thinking in the direction of a matrix structure using many elements that are already in place, such as galaxy coffee/meetings, exoplanet meetings, astrochemistry talks. Each matrix element has coordinators. Every Observatory member should be part of at least one matrix element.