User manual for
15 April 2014
The European Centre for Disease Prevention and Control (ECDC) expert directory referred to in this document as “the Directory” is the centre’s registry for experts who applied to participate in the centre’s activities and assist in provision of scientific advice.
External experts submit and maintain their own profiles. The system supports the approval workflow, the expert search process and the annual renewal of profiles.
This manual is intended to assist users who have not yet authenticated. Depending on the role users will have access to a more detailed user manual after authentication.
It’s recommended reading this document sequentially since every chapter is based on the previous.
The Directory is accessible from the following link: https://expertdirectory.ecdc.europa.eu
The Directory is available 24 hours per day, all days of the year. Occasional maintenance tasks that may impact on service availability will be performed on weekdays after 20:00 (Central European Time).
An expert profile can be changed only by the “external expert” and changes take effect immediately. All other users will have read only access to the information contained in the profile.
ECDC’s designated “expert approvers” approve the profiles before they can be seen official in searching results.
ECDC’s accredited “expert seekers” (internal or external) may only search and view the profiles of “external expert” for official use.
Experts may unsubscribe at any time taking effect immediately.
When an expert unsubscribes all the versions of his profile (DRAFT, APPROVED, DISAPPROVED or AWAITING APPROVAL) and registration information are deleted physically from the system. There is no possibility to recover profiles after Expert unsubscribed.
System “administrator” can delete a profile if the content is inappropriate However, it will not be possible to modify the content of expert profiles.
Access to profiles is explained in Annex I - Data Protection Notice. All external experts must agree to the data protection notice before creating their profiles in the Directory.
This document refers to users depending on their role in the Expert Directory. Therefore it’s important to have a good understanding of the specified account types and user roles below:
Any scientific expert from any Country who has expertise in areas of interest for ECDC’s activities and is not employed by ECDC. Each user with this role will be owner and responsible for his own profile in Expert Directory. Experts are subject to a transparent approval process before becoming visible to “expert seekers”.
“internal expert seeker”
Any employee of ECDC, who needs to search the Expert Directory to retrieve external experts to engage in ECDC’s activities. These users need to be validated by the administrator before being able to perform searches. “internal expert seekers” will have access to all approved “external experts”.
“external expert seeker”
Official workers of competent bodies (formally linked with ECDC) in the Member States, who need to search the Expert Directory to retrieve external experts to engage in activities of their organisation. These users need to be validated by the administrator before being able to perform searches. “external expert seekers” will have access only to approved “external experts” who indicated that wish to share their profiles with the Member States.
ECDC staff designated with the role of expert approver. Users with this role will follow a well-defined approval process to approve or not the profiles of external experts who submitted their profiles for approval.
Very limited of internal users in ECDC will have access to administrator accounts to manage the data categories, users and perform technical and administrative tasks.
To understand the notification messages and reminders sending by Expert Directory via emails, it is also important to have an exact view about the possible statuses of profiles:
The status of a profile is DRAFT until hasn’t been submitted. On this state it is invisible for ”expert seekers”.
Expert may fill in the initial information of his profile by importing data from LinkedIn. The imported profile will replace the previous one but still remain in DRAFT state.
When the “external expert” submits the profile for approval, the status changes from DRAFT to AWAITING APPROVAL and profile becomes visible for “expert approvers” (Note: Still not visible for “expert seekers”.)
The status changes from AWAITING APPROVAL to APPROVED after approval by ECDC’s designated “expert approvers” and the profile becomes available on searches performed by “expert seekers”.
The status changes from AWAITING APPROVAL to DISAPPROVED due to any of the following reasons:
· There is no relevant Education in the CV;
· There is no relevant work experience in the CV;
· There are no relevant publications in the CV;
· The declaration of interest is not completed.
In case of disapproval the “external expert” is also informed about the reasons of disapproval and profile can be modified to meet the required criteria. The modified profile need to be submitted again for approval.
Designated “expert approvers” may change the status from APPROVED to DISAPPROVED if the profile hasn’t been updated for more than one year.
Two years after submission without updates, the profile becomes FROZEN and invisible for “expert seekers”. If the “external expert” performs an update to the profile and submit it for approval the two year period is reset. Automatic e-mail reminders will be sent reminding the “external expert” to update the profile and informing that the profile will be FROZEN. Profiles in FROZEN state are still available to be updated; in that case the profile moves from FROZEN to DRAFT.
By unsubscribing expert can remove physically the profile from Expert Directory. When expert unsubscribes all the versions of the profile (DRAFT, APPROVED, DISAPPROVED, FROZEN or AWAITING APPROVAL) are physically from the system along with registration information. In reality DELETED is a virtual state of a profile is never stored in this state.
Experts receive email messages every time when status of his profile is changed.
Before taking any further action in the Directory users must create an account to get access to the system. After account creation users use their credentials (e-mail address and password) to authenticate and access their account.
Users can create a new account from the home page by clicking on register your profile by clicking here! .
Please see the video tutorial how to create a new account.
Users will receive an e-mail message after a successful registration. The password needed for authentication is part of the message sent to the e-mail address provided.
The internal expert seekers can register as ECDC staff on the same way, however administrator needs to approve their account before use. The password is sent by the result of approval. “External expert seekers” need to request account creation by e-mail.
One can login by typing in the email address and password.
Please see the video tutorial how to authenticate.
After logging in for the first time the system enforces a change of password to increase the security on accessing the accounts. The password needs to be at least 8 characters long and each character can be any alphanumeric character.
At any time the user may decide to change the password. To do that there is an option on the right upper corner of the screen as displayed in the image below.
In case the incorrect password message is displayed at login screen, the system offers you, to send a new generated password, to the given email address by clicking on the underlined “Forgot your password?” question.
Please see the video tutorial how to recover your password.
The mail will be sent to you is the following:
Expert Directory has been tested in the following browsers:
· Mozilla Firefox 14.0.1, 15.0.1
· Internet Explorer Version 8 and Version 9.0.8
· Google Chrome 21, 22.0.1229.79 m
· Safari 5.1.7 for Windows 7
Your personal data relating to ECDC Expert Directory will be processed under Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data.
Controller of the processing is the Chief Scientist of ECDC.
Purpose of the processing is to identify a pool of experts, skilled and knowledgeable, in the areas of ECDC’s remit organized in a directory. The Candidate Expert Directory can serve as a pool of candidates for scientific panels, working groups or other tasks related to ECDC mandate.
Legal basis of the processing is Regulation (EC) No 851/2004 (ECDC Founding Regulation). In particular, according to Article 3.2(b), ECDC shall provide scientific opinions, and, according to Article 6, ECDC shall seek to maintain scientific excellence among others by setting up ad hoc scientific panels. Moreover, the data subject has unambiguously consented to the processing operation.
The categories of data processed are:
(1) identification data, namely first name, last name, academic title, date of birth, gender, country, organization, department, job title;
(2) contact information, namely e-mail, phone, alternative phone, availability.
(3) competence, namely profession, general expertise, specific skills, specific disease expertise, specific pathogen expertise, activities, language skills;
(4) Curriculum Vitae (preferably in Europass format);
(5) Declaration of Interest;
(6) Sharing scope, i.e. give your explicit consent whether you wish to share your profile with Member States and/or EU bodies;
(7) Profile validation data (filled in by the administrator);
You will be included in the directory, if your profile matches ECDC needs. To this end, a validation process takes place. This validation is done based on five evaluation criteria: (1) at least a higher education degree in the areas of ECDC's remit; (2) relevant work experience in the areas of ECDC's remit; (3) relevant publications’ record compatible with his work experience in the areas of ECDC's remit; (4) Proven English communication skills; (5) Valid declaration of Interest uploaded. The result of the validation will be communicated to you via e-mail.
Please note that the Member States’ use of the database is not specifically regulated in a legal instrument, but as far as data protection is concerned, it is subject to the provisions of Directive 95/46/EC.
Your data will be disclosed to the administrator of the database, who will have access to all data for management purposes. Expert profiles will be made available to ECDC public-health-expert staff with a work-related interest in the database. Furthermore, in the sharing scope settings you can choose to share your profile with Member States and/or EU bodies. Please note that the Member States’ use of the database is not specifically regulated in a legal instrument, but as far as data protection is concerned, it is subject to the provisions of Directive 95/46/EC. Finally, names of candidates selected for participation in scientific panels will be published on ECDC’s webpage.
You have the right to access and rectify your data directly at all times on-line using your personal credentials. Furthermore, you have the right to block and erase your data, by either using the on-line tool (this action takes effect immediately), or request the Controller via email (firstname.lastname@example.org) (in this case, blocking/erasure may take up to two weeks).
You will receive on a yearly basis reminders to update or confirm your data, and in case you fail to reply, your profile will be idle until the moment you proceed into submitting an updated version.
Without prejudice to any judicial remedy, you may lodge a complaint with the European Data Protection Supervisor, if you consider that your data protection rights have been infringed by ECDC.
[ ] I agree with the data protection notice.