BDRI Policies & Guidelines
Table of content
1. Terms
2. Data Protection Policy
3. Staff Roles and Responsibilities
4. Operational Objectives
5. Disciplinary Procedures
6. Honesty and Cooperation Policy
7. Educational Fees Policy
8. Provision of Reference Policy
9. Use of Research Data Policy
10. Thesis Writing Policy
11. Onsite Educational Programs: Insurance Policy
12. Onsite Educational Programs: Damage and Loss Policy
13. Onsite Educational Programs: Photography, Videography and Sound Recording Policy
14. Onsite Educational Programs: Code of Conduct Policy
15. Onsite Educational Programs: Health and Safety Policy
16. Onsite Educational Programs: COVID-19 Policy
17. Internship Program: Financial aid Policy
18. Internship Program: Early arrival and late departure Policy
19. Internship Program: Arrival time Policy
20. Onsite educational programs guidelines
21. Review and Modification of these policies and guidelines
1. Terms
BDRI: Bottlenose Dolphin Research Institute, located at Avenida Beiramar 192, 36980 O Grove, Spain. Throughout this document, "we" and "us" refer to BDRI.
Educational program: Refers to various programs provided by BDRI.
- Onsite educational programs: include long-term internships (www.thebdri.com/internships.html), short-term internship (www.thebdri.com/volunteers.html), and researcher for a day (www.thebdri.com/researcher.html)
- Remote educational program: Comprises remote thesis (www.thebdri.com/thesis.html) and online training courses (www.thebdri.com/courses.html)
Student: Any individual enrolled in a BDRI educational program who has completed a BDRI registration form. Throughout this document, "you" refers to the student.
BDRI facilities:
- BDRI shared-accommodation
- BDRI research centre: Avenida Beiramar 192, 36980 O Grove, Pontevedra, Spain
- BDRI research boats
BDRI furnishing: furniture of BDRI shared-accommodation, BDRI research centre and BDRI research boats.
BDRI equipment: includes, but not limited to: computers, keyboards, computer mice, hard drives, pen drives, cameras, binoculars, scopes, tripods, GPS, refractometer, pH meter, wind speed meter, microscopes, stopwatches, notebooks, datasheets, backpacks.
BDRI staff: Bruno Díaz López, Séverine Methion, Olga Mosca, Nathalie Dunel Roig, Joyce Gabriela Azenha Neves.
Labwork: Any voluntary work at the BDRI office, situated at Avenida Beiramar 192, 36980 O Grove, Spain.
Fieldwork: Any voluntary activity organized by the BDRI that occurs outside of the BDRI office. This includes, but is not limited to, land-based and boat-based surveys.
2. Data Protection Policy
i. What is the purpose of this document?
The BDRI is committed to protecting the privacy and security of your personal information (‘personal data’). This privacy policy describes how we collect and use your personal data during and after your internship/volunteering with us, in accordance with the EU’s General Data Protection Regulation (GDPR) and related data protection legislation. Your privacy is important to us. Access to your personal data is subject to strict security controls and we will not share it with third parties. It applies to all current and former participants. It is important that you read this policy, together with any other privacy policy we may provide on specific occasions when we are collecting or processing information about you, so that you are aware of how and why we are using the information. We may update this policy at any time.
ii. What is personal data?
When we refer to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified, whether directly or indirectly. It does not include data where your identity has been removed (anonymous data). When we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure, deletion or retention.
iii. Who is using your personal data?
The BDRI is the “data controller" of the information that we hold about you as a current or former participant of the internship or volunteering program. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.
iv. The types of data we hold about you
The information we hold about you may include the following:
- Personal details such as name, address, telephone number, email address, nationality, date and place of birth, sex and gender identity
- Emergency contact information (where you have voluntarily provided it in the “registration form”)
- Fiscal code (only for Spanish, Portuguese and Italian participants; where you have voluntarily provided it)
- Personal background information collected during the admissions process e.g. education and employment information (where you have voluntarily provided it in the “registration form”)
- Fees and financial support records (including records relating to the education program fees paid, financial support, and scholarships)
- Information captured in your student record including evaluation, supervision, teaching activities and examination (including thesis, dissertation and oral presentation)
- Information about disciplinary actions (including misconduct), dispensations from regulations, and any appeals and complaints raised during your educational training
We may also hold the following “special categories” of more sensitive personal data:
- Information about your health, including any disability and/or medical condition (where you have voluntarily provided it in the “registration form”).
This information will only be used in the event of a medical emergency, by authorized emergency personnel.
v. How did the BDRI obtain your data?
We collect the vast majority of the information directly from you, through the application process and during registration. We may also collect additional information from third parties, including colleges, former schools and higher education institutions, and government departments and agencies. We will collect and generate additional information about you throughout the period of your training.
vi. How the BDRI uses your data
We process your data for a number of purposes connected with your training, including teaching, assessment and supervision, financial support, research related administration, discipline. These are some of the circumstances where it is necessary for us to process your data (these circumstances are not mutually exclusive; we may use the same information under more than one reason):
- Because we have a contract with you
We need to process your data in order to meet our obligations and exercise rights under our contract with you. Information processed for this purpose includes, but is not limited to, the data listed in section iv.
- We are a research and education centre
As indicated above, we need to process your data for the purpose of teaching and other related activities, such as assessment and supervision. Teaching is a task that we perform in the public interest in order to fulfill our responsibility for promoting the advancement of learning. Information processed under this heading includes, but is not limited to, the data listed in section d.
- Change of purpose
We will only process your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent.
Please note that we may process your data without your knowledge or consent, where this is required or permitted by law.
vii. Special category data
Special category data require a higher level of protection. Listed below are examples of processing activities that we regularly undertake with respect to these types of data. In addition to the activities listed below, it may sometimes be necessary to process this sort of information for exceptional reasons, for example, because it is necessary to protect your vital interests or those of another person.
- Health (Including disability)
We will process data about your health where it is necessary to make reasonable adjustments for disability. Processing of this nature is necessary to meet contractual and other legal obligations. There may also be situations where we ask for your explicit consent to share information about your health.
viii. Retention Period
We will retain your data only for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.
Category Retention period
Special categories (including information about your health, any disability and/or medical condition): End of placement
Emergency contact information: End of placement
Personal data (including nationality, date of birth, gender): Permanent
Contact details (including address, telephone number): Permanent
Fiscal code: Permanent
Personal background information (i.e. previous experiences): Permanent
Name and Email address: Permanent
Fees and financial support records: Permanent
Information captured during participation: Permanent
Examination records (thesis, viva, dissertation): Permanent
Disciplinary information: Permanent
ix. Your rights
Under certain circumstances, by law you have the right to:
- Request access to your data (commonly known as a “subject access request"). This enables you to receive a copy of your data and to check that we are lawfully processing it.
- Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
- Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data when you have exercised your right to object to processing (see below).
- Object to the processing of your data. This enables you to ask us to stop normal data processing (in order to meet our public interest tasks and legitimate interests) because there is something about your particular situation that makes you object to regular processing.
- Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example, if you want us to establish its accuracy or the reason for processing it.
Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfill our legal obligations if we were to stop. However, where you have consented to the processing, you can withdraw your consent at any time by emailing the relevant department. In this event, we will stop the processing as soon as we can. If you choose to withdraw consent it will not invalidate past processing.
If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, please contact the BDRI’s Information Compliance Officer at info@thebdri.com. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
x. Keeping your data up-to-date
It is important that the data we hold about you is accurate and current. Please keep us informed of any changes that may be necessary during your time at the BDRI.
3. Staff Roles and Responsibilities
BDRI staff members oversee data collection, organization, analysis, and provide supervision and training to students. Our staff researchers boast extensive experience in the study area, animal behavior, research protocols, safety measures, and logistics.
-
Dr. Bruno Díaz López – Founder, Director & Chief Biologist: Overseeing overall research project goals and team direction.
-
Dr. Séverine Methion – Research & Staff Manager: Responsible for staff training and supervision, organizing the weekly research program, supervising students' work.
-
Ms. Olga Mosca, Ms. Nathalie Dunel Roig, and Ms. Joyce Gabriela Azenha Neves – PhD student, Research Staff: Overseeing and training students, managing daily schedules. Responsible for students' coordination during both labwork and fieldwork.
Intern coordinators - Train students both in the field and at the lab under the supervision of Bruno Díaz López, Séverine Methion, Olga Mosca, Nathalie Dunel Roig, and Joyce Gabriela Azenha Neves.
Our staff members:
- - Assign roles and lead students.
- - Provide detailed instructions on assigned tasks.
- - Ensure compliance with safety procedures.
- - Plan and execute goal-oriented action steps.
- - Organize work groups effectively.
- - Enforce rules and resolve routine issues.
- - Assess participant performance.
- - Implement disciplinary actions as necessary (section 5. Disciplinary Procedures).
Written evaluations, verbal feedback, and grades are provided upon request from students, off-site supervisors, or third parties. All staff opinions contribute to these assessments.
4. Operational Objectives
The BDRI is dedicated to fostering truth, knowledge, and education through research, mentoring, and knowledge dissemination. Within our educational community, free inquiry and expression are essential to achieving these aims. Students in our programs share the responsibility of upholding an environment conducive to this freedom.
Regulations and disciplinary measures are implemented to safeguard student well-being, support our educational mission, and establish behavioral norms. Disciplinary proceedings, subordinate to guidance and rational counseling, ensure fair treatment, providing ample opportunities for students to present their case and appeal decisions. Actions leading to disciplinary measures are based on predefined standards of conduct.
The outlined policies and guidelines serve to clarify accepted conduct standards. Specific protocols are also in place and briefed upon students' arrival at our center for on-site education programs.
Our students, all adults above 18 years old, bear responsibility for their choices and consequences. We strive to provide a safe, stimulating, and educational environment. Therefore, adherence to these guidelines is crucial, and failure to comply or jeopardize others' safety will result in disciplinary action.
5. Disciplinary Procedures
BDRI Policies and Guidelines apply to all educational programs, facilities, and activities including labwork and fieldwork. Violation of any policy and guideline will lead to disciplinary action. BDRI reserves the right to interview, investigate, conduct searches, and confiscate evidence, contraband, alcohol, drugs, and contact local authorities when necessary. The BDRI director is responsible for developing and managing these systems. To ensure the integrity, reliability, and performance of our center, adherence to BDRI Guidelines and Policies is mandatory for all students.
Remote educational program:
Violations of BDRI Policies and Guidelines will lead to immediate dismissal from the BDRI program, with no chance of re-enrollment or refund. Furthermore, the student will be prohibited from utilizing BDRI data for any projects.
Onsite educational programs:
Violations of any BDRI Policies and Guidelines may result in one or more of the following disciplinary actions for onsite students. The applicability and exact nature of each penalty, in ascending order of severity, are:
- Verbal warning: An informal admonition that may be taken into account in judging the seriousness of any future violation.
- Written warning: A formal admonition that will be taken into account in judging the seriousness of any future violation.
- Disciplinary probation: A more serious admonition assigned for a definite amount of time. It implies that any future violation, of whatever kind, especially but not exclusively during that time, may be grounds for suspension, or in especially serious cases, expulsion from the BDRI educational program. Disciplinary probation will be considered when evaluating the seriousness of any subsequent violation, even if the probationary period has ended. Such violations may result in suspension or expulsion from the BDRI shared-accommodation without eligibility for a refund during the suspension or expulsion period.
- Expulsion: Permanent removal from the BDRI educational program without hope of readmission and refunding.
All BDRI staff and students are expected to understand and actively support our behavioral standards outlined in written materials and onsite orientations. While staff is responsible for upholding these standards, the BDRI Director, in consultation with staff when necessary, holds authority over formal disciplinary actions for students. Minor behavioral issues resulting from misunderstandings will be addressed with warnings or probationary measures. However, any behavior significantly compromising BDRI Policies and Guidelines may result in immediate expulsion from the program.
BDRI reserves the right to contact professors or parents in cases of severe unsafe behavior or actions that may jeopardize a student's participation in our educational program. If a student is expelled, the BDRI will no longer be responsible for them, and any outstanding financial obligations remain in effect.
6. Honesty and Cooperation Policy
Students are required to uphold honesty and transparency in all their interactions and official engagements with BDRI, including adhering to contracts, agreements, and accurately completing official forms and documents for BDRI personnel. Deliberate breaches of this commitment will be treated as severe offenses. Repeated violations or consistent breaches will be considered exceptionally serious. Students are also expected to fully cooperate in the disciplinary proceedings.
7. Educational Fees Policy
Emitted quotations are valid only for the quoted dates. Prices are quoted and payments shall be made in Euro (€). Payment deadlines are clearly outlined in the quotation document. Failure to make payments by the specified due dates will result in an additional charge of 2% of the remaining unpaid amount being added to the account balance for each subsequent day the payment is overdue. Unless otherwise expressly stated in the quotation, the quotation is valid for a period of ten (10) days after it is issued. If the first bank transfer is not received by the BDRI within 10 days after the quotation issue date, the quotation may require confirmation or adjustment.
When initiating a bank transfer, students may incur fees charged by both their bank and our bank. It is the student's responsibility to cover these fees.
Once the fee for one of our educational program is paid, it is considered non-refundable. We aim to provide comprehensive information before enrollment to ensure clarity and prevent misunderstandings regarding the program. It is our priority to offer all necessary details and address any concerns to avoid situations where individuals may seek a refund due to unforeseen circumstances. Regardless of circumstances, including withdrawal from the program, change in personal plans, expulsion from the educational program, or other reasons, the educational fee will not be reimbursed or refunded.
8. Provision of Reference Policy
As part of our commitment to fostering a professional and respectful working environment at BDRI, we wanted to clarify our policy regarding the provision of reference (e.g. letters of recommendation; letters of reference). We believe that references play a pivotal role in our students' professional development and future aspirations, and we are more than willing to support our former students in this endeavor. To provide students with the best reference possible, it is essential that we have a clear and organized process in place.
Our policy regarding references is as follows:
- Minimum 30-Day Notice: To ensure that we can provide a thoughtful and well-prepared letter, we kindly request a minimum 30-day notice. This notice period allows us the necessary time to craft a meaningful letter that accurately reflects the student's contributions and abilities during its participation in one of our educational program. The purpose of this notice is to ensure that the letter serves its intended purpose effectively and maintains the high standards of professionalism that we uphold at BDRI.
- No Misconduct: References will be provided to students who have adhered to the policies, standards, and code of conduct of BDRI during their training. We expect all students to adhere to our code of conduct, follow company policies, treat colleagues and staff with respect, and maintain a high level of professionalism during their training. Misconduct, such as ethical violations, inappropriate behavior, or failure to meet the terms of the training (e.g. internship), may result in the withholding of a letter.
- Timely Reference for Accuracy: Requesting references after a significant period (more than two years) from the conclusion of a training program may poses challenges for your supervisor. Providing accurate and relevant information becomes more challenging as time passes, potentially impacting the quality and effectiveness of the reference. To ensure that references are meaningful and reflective of your abilities and achievements, we kindly request that you refrain from requesting references from supervisor after an extended period. Instead, we encourage you to approach individuals who can offer recent and firsthand insights into your academic or professional performance.
- Open and Constructive Communication: We value open and constructive communication with our students. If a student intends to request a reference, we encourage the student engage in open and transparent communication with its supervisor. This dialogue will help us understand your specific needs, the context in which the reference will be used, and the skills you wish to highlight. Additionally, it is crucial that the student provide the following documents and information, as they will help us better understand its career aspirations and tailor the letter accordingly:
- An updated copy of CV or resume.
- A copy of the cover letter or personal statement that the student will submit with the application.
- A paragraph (maximum of 3 sentences) detailing why the student is applying for the position and why they should be selected.
- A link or document describing the position the student is applying for.
- The start and end dates of the student's training (e.g. onsite internship) with us.
- The title of the BDRI project the student was involved in (if any), along with a copy (in PDF format) of the final work (thesis, report, or dissertation)
- Any additional information or specific achievements the student would like us to highlight in the letter.
Failure to provide these documents or information will prevent us from assisting the student in fulfilling the role of a referee.
We take the provision of recommendation letters seriously and view it as a partnership between our students and our organization. We are committed to helping our students in your professional development and future endeavors.
9. Use of Research Data Policy
Purpose: This policy outlines the guidelines and restrictions for the utilization of research data provided by the BDRI to students. The objective is to ensure the responsible and ethical use of research data solely for academic purposes within the framework of their thesis or academic projects.
Scope: This policy applies to all students granted access to research data from the BDRI for the explicit purpose of their academic thesis or educational projects.
Policy Statement
Data Access and Use: Students are provided access to research data from the BDRI exclusively for academic purposes related to their thesis or educational projects.
Data Ownership: All data originating from the work done by students in collaboration with BDRI are the property of the BDRI. This includes scientific data, pictures, videos, reports, sketches, plans, and all other documents provided by the BDRI.
Data Confidentiality: Students are required to maintain strict confidentiality regarding the research data provided. Under no circumstances should the data be shared, distributed, or disclosed to third parties without explicit consent from the BDRI.
Purpose Limitation: The research data obtained from the BDRI is to be used solely for the completion of the student's thesis or designated academic projects. Any other use outside this scope is strictly prohibited.
Data Security Measures: Students must employ adequate security measures to safeguard the research data against unauthorized access, loss, disclosure, or alteration. This includes storing data on secure and password-protected devices or platforms.
Data Retention and Return: Upon completion of the academic thesis or project, students must return all original copies of research data, including any copies or extracts, to the BDRI. Any personal notes or extracts created by the students must be destroyed securely. Students will not retain copies of data, pictures, videos, reports, plans, sketches, or any other confidential information without prior written approval from Bruno Díaz López, Director of BDRI.
Equipment Ownership: The equipment used to record data and results during an onsite internship (notebooks, computer hard-drives, and other memory media) is property of the BDRI.
Ownership of Findings: Any findings, ideas, or processes made by students while collaborating with BDRI will be property of the BDRI and must be disclosed to Bruno Díaz López, the BDRI director.
Confidentiality: Students are strictly prohibited from using or disclosing any scientific data or confidential information related to BDRI to unauthorized individuals during or after their collaboration.
Return of Materials: At the conclusion of their collaboration, students must deliver all documents, pictures, and videos related to research at BDRI to BDRI staff without prior request.
Ethical Conduct: Students must adhere to ethical guidelines and academic integrity standards when using the provided research data. Plagiarism, unauthorized manipulation, or falsification of data is strictly prohibited.
Legal Compliance: Students are expected to comply with all relevant laws, regulations, and policies concerning data protection and intellectual property rights during the use of research data.
Enforcement: Failure to comply with this policy may result in the withdrawal of data access privileges, academic penalties, or other disciplinary actions as deemed appropriate by the BDRI.
Acknowledgment: By accessing the research data provided by the BDRI, students acknowledge and agree to abide by the terms and conditions outlined in this policy.
Review and Modification: The BDRI reserves the right to review, update, or modify this policy as necessary. Any changes will be communicated to the concerned students in a timely manner.
This policy aims to ensure the ethical, secure, and limited use of research data provided by the BDRI, aligning with academic integrity and data protection standards.
10. Thesis Writing Policy
At the BDRI, we are committed to fostering high-quality scientific research through collaborative thesis projects involving supervision by our researchers and, in most cases, BDRI data. To ensure the academic integrity and success of these projects, we have established the following policy for thesis review:
Thesis Review
Supervision and Collaboration: BDRI students undertaking thesis projects under our supervision must maintain close communication with its supervisor throughout the research and writing process.
Submission of Drafts: Students are required to submit regular draft versions of their thesis to BDRI for review and feedback. This submission process is essential for maintaining the quality and accuracy of the research.
Feedback Timeline: Upon submission of a draft thesis, students should allow up to 15 days to receive comprehensive feedback and comments from BDRI supervisor.
Consideration in Schedule: Students should factor in the 15-day feedback period into their thesis writing schedule. Planning ahead and submitting drafts in a timely manner will enable students to benefit fully from the guidance and expertise of BDRI researchers.
Responding to Feedback: Once the BDRI supervisor has reviewed a draft, tracking changes and including comments in the file, students must respond to each comment within the file itself using the "Reply to Comment" feature in Word (or similar software) and track all changes in the manuscript using the "Track Changes" feature.
Iterative Process: Thesis review at BDRI is an iterative process aimed at refining the research methodology, analysis, and interpretation. Students are encouraged to engage actively with the feedback provided by BDRI researchers to enhance the quality and scientific rigor of their work. Failure to incorporate feedback may result in the cessation of supervision by BDRI researchers.
Final Thesis
For individuals wishing to develop their thesis in collaboration with the BDRI, the final manuscript must receive written approval from BDRI's Director before submission to the University/School (if any). Additionally, a PDF copy of the approved final thesis must be forwarded to the BDRI via email at internship@thebdri.com.
The following statement should be included at the outset of the thesis:
"This thesis has been conducted in collaboration with the Bottlenose Dolphin Research Institute BDRI, represented by Bruno Díaz López, who has officially authorized the use of data for the elaboration of this thesis. This is an unpublished thesis intended solely for consultation purposes and for copying portions for personal use. Any other use is subject to copyright laws, mandating explicit source specification when utilizing results from this thesis."
In the acknowledgment section, include the following:
"Funding for this research was provided by the Bottlenose Dolphin Research Institute BDRI. The success of this study owes much to the guidance of Dr. Bruno Díaz López and Dr. Séverine Methion, the cooperation of Olga Mosca, Nathalie Dunel Roig, Joyce Gabriela Azenha Neves, and all BDRI volunteers who generously dedicated their time to laboratory and field work. Data collection adheres to the prevailing laws of the country in which it was conducted, Spain."
Ownership and Use of Data:
The BDRI retains ownership of all work products developed and research data collected by students during their participation in the educational program and/or during the elaboration of the thesis. Use of this data in the thesis necessitates prior permission from the BDRI Director.
The authorization to utilize data solely for the thesis does not grant students the right to use this data for any other purpose. Sharing of thesis data with any other individual (e.g., intern, student, professor) is strictly prohibited.
The use of BDRI data for undisclosed personal benefit, commercial applications, or any purpose beyond the scope of the thesis/report is not permitted.
Prior written authorization from BDRI's Director is required for using pictures of BDRI properties (e.g., equipment, materials, boats), and wildlife.
Regarding the publication or presentation of the data in scientific conferences or public contexts, the determination of authorship (main author and co-authors) rests entirely with the BDRI Director.
Citations such as "Personal communication," "BDRI unpublished data," or similar ways of presenting data collected and analyzed by others are acceptable only upon approval from the involved parties; written authorization may be necessary from the BDRI Director.
Use of generative AI and AI-assisted technologies
At the BDRI, we emphasize the importance of learning fundamental research and writing skills through hands-on experience. The primary goal of writing a thesis is for students to develop their ability to effectively search for sources, read and comprehend them, and learn how to articulate your findings and ideas in writing. In instances where students incorporate generative artificial intelligence (AI) and AI-assisted technologies within their writing process, it is advised that these tools be employed solely for the enhancement of readability and language. Use of such technology should be subject to human oversight and control, with students meticulously assessing and editing the outcomes, considering that AI may generate content that appears authoritative but could be inaccurate, incomplete, or biased. We strongly discourage the use of AI for reference search purposes and to generate original textual content; (1) as it is crucial for students to learn how to independently find, read, and analyze scientific sources and (2) because AI tools can sometimes generate inaccurate information or invent sources that do not exist, which can compromise the integrity of student research.
The first drafts of a student thesis should be entirely AI-free. Once students have completed their initial drafts and they have been reviewed and approved by the BDRI supervisor, students may seek permission to use AI tools to improve the manuscript. This can include:
- Grammar and Style: Utilizing AI to enhance the clarity and coherence of the writing.
- Language Translation: Using AI for translating content if necessary.
Please note that any use of AI must be in line with these guidelines. If the use of AI is found to be inappropriate or outside the approved scope, we will follow BDRI Policies and inform the university accordingly.
Students are required to openly acknowledge the use of AI and AI-assisted technologies in their thesis. A statement to this effect shall be included within the thesis. It is important to note that students bear ultimate responsibility and accountability for the thesis content.
The disclosure statement should be appended at the conclusion of the thesis in the main manuscript file, preceding the References section. The statement should be housed within a section titled "Declaration of Generative AI and AI-assisted Technologies."
Statement: "During the thesis writing, I used [NAME OF TOOL / SERVICE] to [PURPOSE]. Subsequent to using this AI tool, I reviewed and amended the content as necessary, assuming full responsibility for the thesis content."
This declaration excludes the use of basic tools for tasks such as grammar checking and spell checking.
Should there be no disclosure required, students must include the statement "I have not used Generative AI and AI-assisted Technologies."
By adhering to this policy, BDRI students can maximize the value of their thesis projects, leveraging BDRI's resources and expertise to produce impactful research outcomes in the field of marine mammal science.
We encourage all students to reach out to their designated BDRI supervisors for further guidance and support throughout the thesis writing process.
This policy applies to all thesis projects (both onsite and remote) conducted in collaboration with BDRI.
11. Onsite Educational Programs: Insurance Policy
Health Insurance:
Onsite students participating in BDRI educational programs must possess health insurance valid within the European Union (Spain). Not all insurance policies cover medical expenses outside one's home country, especially medical evacuations. It's crucial for students to verify if their insurance policy extends coverage to Spain or purchase additional coverage if needed. While participating in onsite educational programs, students are required to sign a statement acknowledging the research and working conditions and assume full responsibility for associated risks. If students require medical attention, a BDRI staff member can assist with translation during medical facility visits. However, students are responsible for all incidental expenses incurred during these visits, such as travel and meals.
Personal Property Insurance:
The BDRI bears no responsibility for the personal property of students and staff. Students may consider reviewing their existing travel insurance policies or acquiring additional coverage for personal belongings.
12. Onsite Educational Programs: Damage and Loss Policy
Students are advised to handle all BDRI property with care and are responsible for any damage, loss, or breakage of BDRI's facilities, furnishings, and equipment. BDRI property should be maintained and returned in its original condition, allowing for normal wear and tear. Routine checks are conducted on all BDRI property and furniture to detect damages. Students must promptly report any damage or loss to BDRI staff.
Within 72 hours of notification, BDRI staff will assess any negligence regarding the damage or loss. Any intentional damage, defacement beyond normal wear and tear, or loss will incur charges payable by the responsible student(s) for restoration or replacement of affected items. This includes equipment, furniture, books, technology devices, laboratory materials, and other resources provided by BDRI. Failure to cover costs for damaged or lost items may result in financial liability and institutional action.
Efforts to identify the student(s) responsible for damage to BDRI property (facilities, furnishings, and equipment) are appreciated. If the responsible student(s) cannot be identified, charges may be divided among all students present in the facility or during the activity.
- For student part of the Internship Program:
Damage deposit and billing:
A damage deposit of €50 (cash only) is required to BDRI students enrolled in the internship program upon arrival, should any damage be caused at BDRI property during the one's internship. The deposit will be refunded at the conclusion of one's internship if no damages or losses were caused by the student. The return of the deposit will only be processed in person. In the event that a student fails to request the deposit back, the deposit will not be refunded.
If it is determined that a student concerned is liable for a loss or damage, the BDRI staff will inform the person as to the findings. If the loss or damage is greater than the damage deposit, the student must pay the difference to the BDRI within five (5) days and the damage deposit will not be refunded. If the reimbursement is not done within five (5) days, BDRI Disciplinary Procedures will apply.
Lost/Stolen or Unreturned Key Charge:
A charge of €20 Euros will apply for each set of two (2) keys if not returned or lost during the student's stay or during check-out from BDRI facilities. Students leaving the BDRI apartment for any duration during their internship must leave all apartment keys at the facilities, including weekends or holidays.
13. Onsite Educational Programs: Photography, Videography and Sound Recording Policy
The BDRI has established specific policies governing photography, videography, and sound recordings conducted within BDRI facilities or during BDRI activities, which encompass labwork and fieldwork (such as land-based and boat-based surveys). BDRI staff members hold the authority and responsibility to manage, permit, or refuse such activities in line with the BDRI's management and missions. These activities are subject to strict regulations and necessitate close supervision.
Students are not allowed to bring cameras, taking photos/videos, or recording sounds during fieldwork unless specifically directed to do so by a BDRI staff member. This rule is in place for two important reasons:
- Primarily, cetaceans benefit from legal protection as outlined in the Spanish law (https://www.boe.es/buscar/doc.php?id=BOE-A-2008-516). This law explicitly prohibits approaching cetaceans by boat within a 60-meter radius (and limits approaches within 500-meter radius), approaching them by air within a distance of less than 500 meters (including the use of drones), and engaging in swimming activities near cetaceans. As such, the BDRI holds an official research permit granted by the Spanish Government, exclusively designated for the study of marine mammals. This authorization imposes restrictions on photography, videography, and sound recordings, permitting only BDRI staff members onboard BDRI research vessels to engage in these activities to maintain strict adherence to legal protocols. Any audiovisual material acquired during our fieldwork, facilitated by the research permit authorized by Spanish authorities, is strictly reserved for scientific purposes.
- Secondly, the primary purpose of student involvement in fieldwork is to gain hands-on experience in collecting essential data on marine mammals. The foremost priority is to learn fundamental skills such as identifying cetaceans using binoculars and scopes, distinguishing between different species, observing and interpreting animal behaviors, as well as recognizing additional variables like bird species and boat identification and counting. Furthermore, students learn to measure environmental factors like wind speed and water temperature, use GPS devices, and effectively record field observations promptly and accurately. Speed and efficiency are critical components of this learning process. Therefore, refraining from photography/videography/sound recording allows students to concentrate on acquiring these indispensable skills crucial for their learning and the success of the research activities. This policy supports the BDRI's research and educational objectives.
- Photography, videography and sound recording conditions
The BDRI attempts to cooperate with those who wish to photograph, film or record sounds on BDRI facilities and/or during BDRI activities provided such photographs, videos and sound recordings do not interfere with the educational, research or administrative functions of the BDRI. Prior authorization by the BDRI director is therefore required for photography, videography and sound recordings on BDRI facilities and/or during BDRI activities. A copy of photographs, videos and sound recordings (hereafter, audio-visual documents) taken by students on BDRI facilities and/or during BDRI activities must be given to a BDRI staff member before departure.
The BDRI encourages individuals interested in photographing, filming, or recording sounds at BDRI facilities or during fieldwork, provided such actions do not disrupt the educational, research, or administrative operations of the BDRI. Prior approval from the BDRI director is mandatory for all photography, videography, and sound recordings conducted within BDRI premises or during fieldwork. Students are required to submit copies of all photographs, videos, and sound recordings (referred to as audio-visual documents) captured on BDRI premises or during fieldwork to a BDRI staff member within 48 hours of the recording.
- Restriction of images
Students should be aware that all audio-visual documents taken on BDRI facilities and during fieldwork are for personal use only. Likewise, all audio-visual documents provided by the BDRI to students are for personal use only. Prior written authorization by the BDRI director is required for any type of diffusion (including, but not limited to the web and social networks).
- Photography, videography and sound recording for non-personal use
Photography, videography and sound recording destined for other than personal use is subject to limitation. Commercial photography, videography and sound recording on BDRI facilities and/or during BDRI activities is not permitted without prior written consent of the BDRI director. Likewise, commercial use of BDRI photographs, images, videos or sound recordings, in any form, including, but not limited to advertising and merchandising, requires prior written consent of the BDRI director.
The following restrictions apply to photography, videography and sound recording destined for other than personal use:
The intended use of the photograph, video or sound recording must be stated explicitly in writing and submitted to the BDRI director. The statement of intended use must include the product or service, the intended market, the medium, any accompanying text or other images, and how an image of the BDRI would be used. In cases of motion pictures, a brief synopsis — including the names of the actors and the full script or appropriate script excerpts — must be submitted.
Neither BDRI properties nor persons present on BDRI properties who are not the subject of the shoot may be photographed in such a way as to render them identifiable.
Once the first condition has been met and the others stipulated, conditional permission to photograph, film or record sounds will be granted or denied. If conditional permission is granted, the applicant must submit the exact date or dates of filming in advance, and any anticipated requirements for personnel, equipment, or other assistance from BDRI. If the plans change in any significant detail from the original application, permission may be withdrawn.
The BDRI reserves the right to restrict or deny the use of cameras and sound recorders at all times if, in BDRI’s judgment, such use might be detrimental to the research work carried out or harmful to the reputation of BDRI or to its educational and research purposes.
14. Onsite Educational Programs: Code of Conduct Policy
- Local Laws Policy
BDRI stands in compliance with all local laws. Any breach of a local law will lead to BDRI's disciplinary actions and may additionally expose interns to local penalties, including fines, arrest, or deportation.
- Non-discrimination Policy
BDRI strictly prohibits all forms of harassment based on race, color, religion, sex, age, sexual orientation, national origin, physical or mental disability, or economic status. Any form of racial, ethnic, sexual, or religious disparagement that creates tension is unacceptable and will not be tolerated.
- Sexual Harassment Policy
At BDRI, every member and student has the right to a work and study environment free from any form of sexual harassment. It is our commitment to thoroughly investigate and resolve reported cases of sexual harassment promptly.
Every individual associated with BDRI bears the responsibility of upholding an environment that is respectful and devoid of sexual harassment in all its manifestations.
- General Equipment Use Policy
Prior permission from a BDRI staff member is mandatory before connecting personal computers, laptops, printers, or any other devices to the network. The responsibility for borrowed equipment, whether on or off premises, lies with the borrower until it is returned. Students are expected to maintain the condition of any BDRI furnishing they utilize.
It is crucial to avoid exposing equipment to food, liquids, excessive sunlight, heat, cold, humidity, or magnetic fields, as these factors can damage the equipment and disrupt its functionality.
- Cell Phone Policy
To maintain focus during labwork, cell phones must be kept on silent mode and should not distract students from their tasks. Making calls, texting, surfing the internet, or gaming during work hours is not permitted. Cell phone usage is strictly prohibited while working in the field unless explicitly permitted by a BDRI staff member. During fieldwork, cell phones must either be switched off or set to airplane mode and kept inside personal bag unless specifically directed to do so by a BDRI staff member .
- Headphones Policy
Students are strongly discouraged from using headphones during labwork. While we discourage you from using headphones, you are permitted to listen to music using headphones provided that you are courteous to your fellow interns and disable all external audible cues or alarms and keep the music at a level that it will not be heard by your neighbor.
- Laptop Policy
Students are prohibited from using their personal laptops during labwork unless explicitly authorized by a BDRI staff member. If permission is granted to work on their laptops during labwork, students must strictly engage in the specific task assigned, typically involving data analysis or organizational work. Writing emails, texting, surfing the internet, or gaming during labwork is not permitted.
- Onsite Communication Policy
Communication between BDRI staff members and students throughout the internship, particularly while they are not together, will primarily occur through email and WhatsApp.
Email:
All students are expected to check their email daily (while not working) throughout the educational program. Important announcements will be communicated via email. Additionally, all discussions concerning the thesis (if any) should be conducted through email with the BDRI supervisor.
WhatsApp Messages:
Updates regarding the daily schedule will primarily be shared through WhatsApp. Therefore, it is essential for all students to regularly check their phones (while not working) and the WhatsApp application daily. If a BDRI staff member addresses a query to a student through WhatsApp, a prompt response is required.
- Illness Policy
If a student is unwell, they must notify any BDRI staff member at least one (1) hour before the start of the working day via email, phone call, or message. Additionally, an official email must be sent to internship@thebdri.com. Students engaged in the internship through a school or university agreement should also inform their institution accordingly.
- Days Off and Visitor Policy
If a student wishes to take days off during the internship, they must send a request via email to internship@thebdri.com. All requests for days off should be communicated and approved in advance. BDRI will consider these requests based on the program schedule and the overall dynamic of the group.
All visits by students' friends or relatives to BDRI facilities must be scheduled in advance. Interested visitors should contact BDRI after the program commencement. Overnight stays at the BDRI apartment are not permitted. For security reasons, visitors are not permitted on BDRI properties without prior consent from the BDRI director. This policy is in place to enhance the safety, security, and privacy of both students and staff.
15. Onsite Educational Programs: Health and Safety Policy
Safety is paramount at BDRI, and we are dedicated to mitigating potential risks to the best of our ability. Identifying hazards, reducing exposures, and planning effective responses to incidents are vital steps in ensuring a safe environment. Our location and research activities may pose unique risks, distinct from those encountered on a typical campus. BDRI is deeply committed to managing these risks to align with the objectives of our international, field-based programs.
To uphold safety standards, we have established behavioral norms outlined in the BDRI Risk Assessment documents. It is imperative that students thoroughly understand these safety standards before committing to our educational programs. This proactive approach is fundamental in safeguarding the well-being of our students, staff, and our facility.
- Smoking Policy
It is forbidden to smoke inside any BDRI facility and during fieldwork. It is forbidden to smoke around the BDRI office. Violation of this policy will result in immediate expulsion.
- Alcohol Policy
No alcohol is permitted at BDRI facilities or during fieldwork. No abuse of alcohol is permitted on BDRI facilities including the BDRI or during fielwork. Violation of this policy will result in immediate expulsion.
- Drug Policy
Use or possession of any drugs that are illegal is prohibited. Illegal drugs are defined by Spanish laws. BDRI has a zero tolerance illegal drug policy – violation of this policy will result in immediate expulsion.
- Boating Policy
BDRI students may not go aboard a BDRI research boat without a BDRI approved operator. BDRI has additional boat specific protocols including maximum occupancy, approved seating, personal flotation devices, radio protocols, rescue and first aid equipment in compliance with all local regulations.
- Swimming/Diving Policy
Swimming and diving is not allowed during fieldwork and is always at students’ own risk.
16. Onsite Educational Programs: COVID-19 Policy
Newly arriving students (including fully vaccinated people) must present a negative COVID-19 viral test before entering BDRI facilities (and therefore before starting the onsite educational program). The COVID-19 viral test must be an at-home antigen test taken upon arrival to BDRI facilities in the presence of a BDRI staff member. If the result of the test is positive, the student will need to find alternative accommodation until negative.
If a student is tested positive for COVID-19 during the educational program, the student will have to wear a face mask at all times when in BDRI facilities and during fieldtrips.
Once in Spain, be aware that it might become compulsory to a wear face mask in some indoor places (e.g., public transports; pharmacies; medical centres…).
Please be aware that your country of origin, as well as Spain, might have different COVID-19 travel requirements for departure and arrival. We advise you to check this information on the respective government websites and be prepared accordingly.
BDRI preventive measures against COVID-19
- The BDRI office is closed to the public
- The surfaces at the BDRI office are cleaned daily
- The BDRI office is ventilated daily for 30 minutes
BDRI staff and students are asked to:
- always wash their hands with soap for > 20 seconds upon arrival to the office
- always cover their mouth and nose with flexed elbow or tissue when coughing or sneezing
- always wash their hands after coughing or sneezing
- always throw tissue into closed bin immediately after use
BDRI staff and students are advised to wash their hands frequently, maintain a healthy lifestyle, maintain social distancing with people external to the project, and seek immediate medical advice if they feel unwell.
BDRI students will be informed onsite about further preventive measures.
17. Internship Program: Financial Aid Policy
If a student receiving financial aid fails to comply with BDRI Policies and Guidelines during the internship, this aid will be immediately withdrawn. In such a scenario, the internship may be terminated prematurely, or the student must reimburse the financial aid within five (5) days.
18. Internship Program: Early arrival and late departure Policy
- Early arrival
Students who arrive prior to their assigned move-in date will be charged €25 per night; students must request permission (by email) to BDRI staff to arrive early. In general, students may not arrive more than two days prior to their assigned move-in date, and permission is dependent on space being available in the apartments. Students who arrive, or are found on BDRI facilities during the early arrival period without prior approval, will be charged €100 per night.
- Late departure
Extensions, if given, must be approved in advance by the BDRI staff and students will be charged €25 for each additional night. Students who do not properly check out of the BDRI apartment will be charged an improper check out fee of €100. Any of the students' possessions remaining on the premises after an intern’s check-out time will be considered abandoned.
19. Internship Program: Arrival time Policy
Students can arrive to the BDRI facilities from 11am to 11pm (note: during working days, BDRI staff might be in the field and therefore unable to greet student at their arrival time; students must let BDRI know of the arrival time in advance in order for us to let them know when and where to meet). If a student expect to arrive earlier than 11am or later than 11pm, please contact us by email. If a student arrive much later than 11pm, the student might have to find alternate accommodation and meet us the day after.
If students leave the BDRI apartment for one or more days (on weekends or holidays) during their internship period, they are required to leave all apartment keys at the facilities and to return to the apartment between 11am and 11pm.
Student leaving the BDRI apartment for one or more days, including weekends or holidays during their internship period, are required to leave all apartment keys at the facilities.
20. Onsite Education Programs Guidelines
a. Workplace Ethics
Integrity and Accountability
At BDRI, integrity is key. We value honesty, responsibility, and professionalism. It's vital to attend workdays punctually, make an honest effort, and take accountability for your actions. Even when things go wrong, being forthright and working towards resolutions professionally is expected. Dedication and a strong work ethic are equally crucial qualities.
Respectful Workplace
Respect is fundamental. We foster an environment where everyone is treated with dignity, regardless of position. Key behaviors include:
- - Respect, civility, and courtesy towards all.
- - Honest, effective, and collaborative work.
- - Valuing and acknowledging everyone's contributions.
- - Prompt and courteous responses to requests for help or information.
- - Respectful verbal communication, managing disagreements constructively.
- - Adhering to rules, addressing dissatisfaction through proper channels.
- - Promoting a cooperative culture for high-quality outcomes.
Disrespectful Behavior
Certain actions are not tolerated, including:
- - Threatening, abusive, or demeaning language.
- - Making violent threats or engaging in intimidating behavior.
- - Displaying racial, gender, or cultural biases.
- - Sharing offensive jokes or teasing.
- - Using sarcasm as a personal attack.
- - Spreading rumors or engaging in disruptive behavior.
Teamwork and Collaboration
Working at BDRI involves diverse teamwork experiences. This includes adapting to an English-speaking environment and understanding diverse perspectives. Though teamwork may be challenging, the benefits are substantial:
- - Collaborative learning and knowledge sharing.
- - Enhancing skills beyond individual assignments.
- - Achieving more in a team and achieving higher quality results.
- - Emphasizing teamwork in professional development.
Expectations from students
We expect students to:
- - Adhere to BDRI guidelines, policies and ethics.
- - Familiarize themselves with our programs and history.
- - Follow staff guidance and complete assigned tasks.
- - Seek help and update progress regularly.
- - Maintain safety standards.
- - Communicate openly and address conflicts professionally.
- - Contribute efficiently to our programs.
b. Lab Work Guidelines
- - Be punctual.
- - Wash hands thoroughly upon arrival.
- - Maintain a respectful noise level and minimize distractions.
- - Keep the workspace tidy.
- - Silence mobile phones.
- - No food or drinks on computer tables; drinks must be sealed. Food allowed only in the corridor.
- - Store away personal laptops when not in use.
- - No personal pen drives on BDRI computers without prior authorization.
- - No file copying without permission.
- - Do not remove lab materials, equipment, or books without authorization.
- - Organize and tidy up after work, including computers and stationery.
- - Turn off computers and screens after finishing work, including during lunch.
Lunch Break
- Duration: 30 minutes, at your preferred time. Lunch can be inside or outside, but maintain a quiet environment for others working. Keep food and drinks away from computers. Clean up any spills and wash borrowed utensils. Feel free to use BDRI cutlery, but kindly ensure to clean it afterward and return it to its designated place.
Breaks: Students may take a few short breaks during the day, either indoors or outdoors, ensuring zero disruption to others working nearby. Before using the boiler to prepare tea or coffee, please ask a staff member if it can be turned on (running too many electrical items simultaneously may cause a power surge, disrupting work). Clean up after yourself (tray, cup, spoon). Dispose of used tea bags properly. Ensure cleanliness in the area after preparing tea or coffee. Feel free to use BDRI cutlery, but kindly ensure to clean it afterward and return it to its designated place.
c. Fieldwork
Fieldwork constitutes any endeavor conducted outside the BDRI office premises, encompassing, but not limited to, land-based and boat-based surveys. Participation in fieldwork is optional; students are not obliged to take part in any such activities if they choose not to. Prior to engaging in any fieldwork organized by the BDRI, students must complete and sign a disclaimer form.
d. Guidelines and Protocols for Land-Based Data Collection
The land-based observation points are situated about 2 km away from the BDRI research center, accessible by a 30 minute walk.
Safety, Responsibility, and Accuracy
For all safety-related concerns and decision-making regarding work activities, the coordinator holds the final decision. Cooperation and respect for the coordinator's directives, especially during busy times, are expected from everyone.
The data collected during our fieldwork forms the foundation for scientific analysis and conclusions. Accuracy is paramount, and seeking advice whenever uncertain is strongly encouraged.
Team Composition
The BDRI staff determine the composition of fieldwork teams. Please inform us in advance if you're unable to participate in any assigned field activity. Contact any staff member or your intern coordinator if you're not feeling well enough to work in the field.
Guidelines
- Always carry a copy of your identity document.
- Be prepared for at least 6 hours of continuous data collection.
- Wear suitable clothing (layers, comfortable shoes).
- Bring sufficient food, water, sun cream, cap, sunglasses, and jackets, as work hours might extend beyond the initial estimate.
- While working, only one person at a time may consume food. Breaks are not permitted during fieldwork activities, except for consuming food or water.
e. Guidelines and Protocols for Boat-Based Data Collection
Safety, Responsibility, and Accuracy
Regarding safety and work commencement or cessation, the captain's decision on board is final. Cooperation and respect for their instructions, even during busy times, are expected from everyone.
Our work aboard forms the foundation for data analysis and scientific conclusions. Therefore, striving for accuracy is crucial. Don't hesitate to seek advice if uncertain about any task. Staying focused on the work is important for safety reasons.
Team Composition
The fieldwork teams' composition is determined by BDRI staff. If you are unable to participate in a field activity, please inform us as soon as possible. Contact any staff member, or your intern coordinator, if feeling unwell and unable to work in the field.
Guidelines
- Walk cautiously on the docks due to potential hazards. Keep both hands free while boarding the research vessel.
- Switch your mobile phone to airplane mode (or turn it off) and store it in your bag.
- No jumping or running on board.
- Carry seasickness medication if needed. Inform the staff immediately if feeling seasick during a boat trip.
- Always carry a copy of your identity document.
- Be prepared for at least 6 hours of continuous data collection.
- While onboard, only one person at a time may consume food. Breaks are not permitted during fieldwork activities, except for consuming food or water.
- Mandatory wear: non-marking shoes with white or beige soles that leave no colored marks.
- Swimming at sea, sunbathing, or sitting with legs over the side of the vessel is prohibited.
- Bring ample food and water, as work hours may extend beyond the initial estimate.
- Essential items: sun cream, cap, sunglasses, jackets, and a face mask.
Onboard our research vessel 'Benur':
-
No onboard bathroom, so limit fluid intake before boarding.
-
Limited space: one backpack for all team members (carry only essential items).
Additional safety measures will be communicated during your time on board.
f. Internship Program: Shared-accommodation cleaning and maintenance guidelines
The BDRI is committed to providing a pleasant living environment where all students feel comfortable in a clean, tranquil apartment. Each student bears the responsibility of maintaining cleanliness, orderliness, and a peaceful atmosphere. In case of any issues with apartment facilities or appliances, please inform us promptly. BDRI staff will conduct routine checks of the apartment.
NOISE
Everyone is responsible for avoiding excessive noise, especially during study or sleeping hours (23:00-8:00). Loud parties, music, or speaking loudly are prohibited during these hours. Additionally, when entering or leaving the apartment, please be considerate of other building occupants in corridors and stairwells.
BEDROOMS
Everyone must keep their bedrooms and beds clean and tidy, avoiding leaving clothes or food on the floor. Each bed is provided with one pillow and pillowcase, one duvet and duvet cover, one mattress cover, and one fitted sheet. Always use a pillowcase and duvet cover and ensure the mattress has a cover underneath the sheet. Extra bed sheets are available; if needed, it is your responsibility to wash, hang, fold, and store them. Also, remember to ventilate the room daily for fresh air.
BATHROOMS
It's the responsibility of all students to maintain cleanliness in the bathrooms after use, ensuring no hair in the shower/bath, no makeup in the sink, and no clothes left on the floor. Hang the bath mat after use and leave the window/door open. Also, if you finish the toilet paper, remember to replace it.
KITCHEN
Each student must keep the kitchen clean and tidy after use, including cleaning surfaces and doing the dishes promptly after cooking and eating. There are three bins under the sink: one for regular trash, one for paper, and one for aluminum + plastic. Dispose of trash in street bins daily (dark green for regular trash, blue for paper, yellow for plastic + aluminum, light green for glass). Be mindful not to take other students' food from the fridge, and discard any expired or unwanted food. Everyone is responsible for maintaining cleanliness in their designated cabinet space.
OVEN & MICROWAVE
Use these appliances moderately, ensuring they are turned off and cleaned after use. Avoid putting metal or aluminum in the microwave.
LIVING ROOM
Responsible usage of the living room entails cleaning all surfaces after use, not leaving personal items when leaving the area, and putting away laundry. The sofa/couch should be covered with the blue cover at all times. Respect other occupants; if someone is studying, maintain a quiet environment.
GARBAGE
Dispose of trash from the kitchen and bathrooms regularly and ensure proper recycling.
HEATERS
Moderate use of heaters is encouraged, and they should be switched off when leaving the apartment for the day.
WINDOWS
Avoid placing items like shells or plates on window ledges and refrain from sitting on any window ledge.
WALLS
Drilling holes or using adhesive/glue on walls is prohibited. Glow-in-the-dark stars are also not permitted. In case a mosquito is killed on the wall, clean it immediately to prevent stains.
WINDOW SHUTTERS
Ensure the proper care of the window shutters by handling them with care when opening and closing.
ALCOHOL, DRUGS, TOBACCO
Prohibit the use of illegal drugs and excessive alcohol inside the apartment. Smoking is strictly forbidden indoors, including near windows or balconies.
CLEANING SCHEDULE
The cleaning duties are divided among residents and outlined in the cleaning schedule. A monthly cleaning schedule is posted on the kitchen wall, detailing the names of individuals responsible for cleaning, along with their assigned dates and areas.
- Emptying kitchen garbage bins and taking out the trash.
- Putting away dry dishes and cleaning the dish drying rack.
- Emptying and cleaning the sponge holder.
- Initiating laundry (kitchen towels, bath mat, bedsheets, etc.) and/or putting it away when dry (FOLD before storing).
- Hanging the bath mat to dry in both bathrooms.
- Checking that all common areas are clean and tidy.
- Ensuring windows are open for fresh air.
- Ensuring all lights, heaters, oven, and appliances are switched off when leaving the apartment.
Please note that the apartment is regularly checked by BDRI staff. If a heater is found turned on when no one is in the apartment, a charge of €5 will be imposed on the person who left the heater on. If the responsible individual cannot be identified, the resident in charge of daily maintenance will be charged €5 for not fulfilling their responsibility of ensuring all heaters are turned off upon leaving the apartment.
General apartment cleaning is conducted twice a week (Wednesdays and Sundays), with specific tasks assigned to different students:
- 1 person: kitchen
- 1 person: fridges & freezer + microwave, oven & toaster + balcony (if any)
- 1 person: living room + entrance + corridor + bedrooms
- 1 person: bathroom 1
- 1 person: bathroom 2
KITCHEN
Sweep and mop floor
Clean all surface areas (including stovetop and backsplash)
Clean the sink
Clean the cabinet under the sink and all bin buckets
Put the kitchen towels in the washing machine if necessary
Clean the dish rack and sponge holder
BALCONY WASHING MACHINE (if any)
Sweep and mop floor
Dust surfaces
Clean the soap residue on top of the washing machine
FRIDGES & FREEZER
Take out all items in the fridges and the freezer
Throw away unused/rotten food (ask everyone before to confirm)
Clean all shelves
MICROWAVE, OVEN & TOASTER
Clean them
LIVING ROOM, ENTRANCE, CORRIDOR, BEDROOMS
Sweep and mop floor (including underneath tables & sofas)
Dust all surfaces
Shake the sofa (blue) covers
BATHROOMS
Sweep and mop floor
Clean the toilet
Clean the toilet brush
Clean the sink
Clean the shower/bath (this includes the walls)
Empty the trash
Clean the shower curtain
Clean all surface areas
Put the bath mat in the washing machine every Sunday
Always leave the door/window open
These guidelines are put in place to ensure a comfortable and well-maintained living environment for all students at the BDRI apartment.
21. Review and Modification of these Policies and Guidelines
BDRI reserves the right to review, update, or modify these policies and guidelines as necessary. Changes will be reflected on this webpage. We encourage students to regularly check this webpage for any updates or changes to these policies and guidelines.
Feel free to contact us for additional information
Follow us
