What is the code of conduct? Why does Freie Universität need such a set of rules? In a three-part series of interviews, we asked members of the university to comment on certain aspects of the code of conduct from their unique perspectives. This interview is a conversation with Luise Grace Klass and Alette Winter about academic self-commitment, overlapping roles, and bias.

Luise Grace Klass is a veterinarian at the Institute of Parasitology and Tropical Veterinary Medicine at the School of Veterinary Medicine. She is working on her doctorate and is a member of the Department Council. 
Dr. Alette Winter heads the Graduate Center of the Department of Biology, Chemistry, Pharmacy. She is also the department’s diversity contact person. Winter holds a doctorate in chemistry and is a member of various bodies at Freie Universität including the Extended Academic Senate.

Ms. Klass and Ms. Winter, how effective do you find the university’s new code of conduct?

Luise Grace Klass: To be honest, only time will tell. This code of conduct is very new. I only became aware of it recently when I noticed a flyer about it in the break room of the department. In general, I think it is important for a university to have something of this nature at all. People often take respectful interaction for granted, but formulating a written document has a greater impact, and everyone can refer to it.

Alette Winter: I agree. The code of conduct is kind of a condensed version of many existing rules and regulations at Freie Universität: antidiscrimination, equal opportunities, good research practice, gender-inclusive language. These regulations function as laws within the university. The code of conduct itself does not have this status, but it is based on the various regulations. It was deliberately written as a shorter version because that increases the chances that it will actually be read.

But does the code of conduct solve actual problems?

Winter: No. A code of conduct creates a mindset, but it does not replace legal measures. As soon as there is a concrete situation, you have to consult the pertinent statutes: What happens in cases of scientific misconduct? What about discrimination? What about undisclosed bias? Answers to these questions cannot be found in the code of conduct, but rather in the specific regulations.

You mentioned scientific misconduct. What does that mean exactly?

Winter: First of all, it includes well-known examples such as plagiarism, data manipulation, and data theft. The German Research Foundation also mentions several others, for example, the abuse of power within research teams. The fundamental principle is crucial: science and academia have created their own rules of conduct. Anyone who violates these rules breaches this self-imposed agreement.

Klass: It is important to note that the code of conduct refers to academic integrity, not just research integrity. Universities employ a lot of different people, not just researchers, but also people in administration, teaching, and other services. The same standards should apply to everyone. We all have to disclose our roles and any potential conflicts of interest we might have. Discrimination is prohibited, and we should all follow the same standard procedures.

How do students learn about these rules and expectations?

Klass: For most students, they are often only tangentially discussed. Some departments offer research-oriented classes in which these rules play a role, but they are not required in every department.

Winter: It is different for doctoral students. Many departments at Freie Universität have introduced required classes dealing with good research practice, some of them right in the first year of doctoral work. After they have attended these special classes, we notice a shift. Many doctoral candidates then say, “Now I know my rights.” They also say, “Actually, our supervisors should be sitting here, too.” That is indeed the more difficult issue.

Why isn’t it made mandatory for professors?

Winter: Time is an important factor. And then there is the question of academic freedom, when it comes to research and teaching: professors cannot be compelled to attend these classes. It’s up to the professors themselves to pursue further training in this area.

Klass: Problems are more likely to arise when people find themselves in multiple roles: supervisor, reviewer, superior, and perhaps even the main contact for questions related to good scientific practice all in one. Conflicts of interest are inevitable in that case, and there isn’t really a place to go with concerns without immediately involving central authorities. And that is often perceived as a “major step” or sometimes even as “escalation.”

One point in the code of conduct is the issue of conflicts of interest in committees. What does that mean?

Klass: The rules are clearest regarding appointment committees. The guidelines provide concrete examples: Am I related to, connected by marriage to, or a close friend of the person? Have I published with the person or jointly acquired external funding during the past five years? If so, I must disclose this information. It is often sufficient to submit a written statement and the committee decides.

Winter: It becomes more difficult in smaller disciplines, where almost everyone knows each other. If I once happened to be the seventh co-author of a paper, am I biased or simply closely involved in the subject matter? It is desirable to have competent people in the committee. That is why transparency is so important – which is what the code of conduct ensures.

Can the code of conduct help in these types of conflicts?

Klass: Only to a certain degree. It does not state exactly what should happen when someone breaks a rule. There are both central ombudspersons and departmental ombudspersons at Freie Universität, and if necessary, an independent body outside the university. But these are lengthy, formal processes. Many people do not feel comfortable going there right away.

So is the code of conduct just nice to have?

Klass: Well, we’ll just have to see. Right now, people need to start putting it into action.

Winter: Its value will become apparent if employees or students invoke it and the university responds. If it is only displayed in the break room as a pretty poster, it will remain a mere marketing tool.

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Christopher Ferner conducted the interview. The original German version appeared in campus.leben, the online magazine published by Freie Universität Berlin.