16.2.3
Policy on Identifying and Engaging with Local Stakeholders
1. Purpose
This policy establishes the framework for identifying, engaging, and collaborating with local stakeholders external to the University of Thessaly. It aims to ensure that stakeholder engagement is systematic, transparent, inclusive, and aligned with the University’s mission, sustainability goals, and regional development objectives.
2. Scope
This policy applies to all University units, including:
– Academic departments and research centers.
– Administrative and technical services.
– University outreach, innovation, and entrepreneurship hubs.
– University-affiliated institutes and regional liaison offices.
It covers all forms of engagement with external local stakeholders, including:
– Public authorities and municipalities.
– Educational institutions and schools.
– Local businesses and industry partners.
– Civil society organizations and NGOs.
– Cultural, health, and environmental organizations.
– Community groups and residents.
3. Definitions
– Local stakeholders: Individuals, groups, or organizations external to the University that are affected by, or can influence, its activities.
– Engagement: The process of communication, consultation, collaboration, and partnership between the University and external stakeholders.
– Stakeholder mapping: The systematic identification and categorization of external stakeholders based on relevance, impact, and mutual interests.
– Partnership framework: The formal agreement or protocol governing cooperation between the University and stakeholders.
– Community engagement: Activities aimed at creating mutual social, cultural, environmental, or economic benefits for the local community.
4. Policy Statement
The University of Thessaly recognizes the importance of constructive collaboration with local stakeholders as a means of fulfilling its public mission, strengthening research impact, and promoting sustainable regional development. To this end, the University shall:
1. Maintain a formal stakeholder identification and mapping process at institutional and departmental levels.
2. Establish clear engagement procedures defining communication channels, responsibilities, and documentation.
3. Ensure that stakeholder engagement is inclusive, transparent, and mutually beneficial.
4. Promote long-term collaborations through memoranda of understanding (MoUs), partnership agreements, or joint initiatives.
5. Integrate stakeholder feedback into strategic planning and policy development.
6. Encourage interdisciplinary outreach addressing local challenges.
7. Regularly evaluate engagement outcomes and impact on society.
5. Implementation Responsibilities
The Office of Public Relations, under the supervision of the Rector’s Office, is responsible for implementing and monitoring this policy. Specific responsibilities include:
– Maintaining a Stakeholder Registry for all active partnerships and engagements.
– Coordinating stakeholder mapping and prioritization exercises.
– Facilitating cooperation between University units and local stakeholders.
– Developing communication protocols for outreach and consultation.
– Providing training and guidance to staff on stakeholder engagement.
– Ensuring that engagement activities align with the University’s Sustainability and Outreach Strategy.
– Reporting annually to the Governing Council and the Senate on stakeholder engagement performance.
Each faculty or department shall designate a Stakeholder Liaison Officer to coordinate local partnerships and report engagement outcomes.
6. Monitoring and Reporting
The University shall establish a Stakeholder Engagement Monitoring System to track:
– The number and type of partnerships established.
– Outcomes of joint projects and community impact.
– Feedback received from local stakeholders.
– Annual performance indicators (e.g., events, collaborations, outreach initiatives).
An annual Stakeholder Engagement Report shall be prepared by the Directorate of Public and International Relations and submitted to the Senate. Key outcomes will also be included in the University Sustainability Report and submissions for international rankings and accreditations (SDG 17).
7. Review and Amendment
This policy will be reviewed every three (3) years or earlier if required by new legislation, institutional priorities, or community needs. Revisions shall be proposed by the Directorate of Public and International Relations in consultation with the Sustainability Committee and approved by the Governing Council.
8. References and Compliance Frameworks
– Hellenic Authority for Higher Education (HAHE) – ESG 1.2 & 1.3 (Stakeholder Engagement and Governance)
– UN Sustainable Development Goal 17 (Partnerships for the Goals)
– European University Association (EUA) Guidelines on Community Engagement
– Greek Law 4957/2022 on Higher Education Governance
– University of Thessaly Strategic and Sustainability Plans
– ISO 26000: Social Responsibility Guidelines