Institution Data

Each report must be associated with at least one institution. If a record already exists in DEQAR, the institutions needs to be identified; otherwise, the institution must be created before a report can be submitted.

Finding Existing Institutions

DEQAR has records on a large number of higher education institutions (over 4000 institutions from 42 European countries) harvested from the ETER/OrgReg databases (available through Research infrastructure for research and innovation policy studies - RISIS or European Tertiary Education Register - ETER. More than 2000 additional institutions are already recorded in DEQAR based on other official sources (e.g. lists by national ministries) or have already been added by other agencies.

Existing institutions need to be identified by their DEQARINST ID, ETER ID or a local or national identifier (if available). All institution identifiers can be found through the administrative interface.

Important: The public DEQAR website does not show all institutions, but only those institutions for which at least one report is available. It is therefore important that you always search for institutions in the administrative interface or use the downloadable list, as DEQAR contains records on several hundreds of institutions for which no reports have been submitted yet.

Reports on existing institutions can be submitted directly, providing identifiers in CSV or JSON objects as described under Submission Object Data Elements: Institution(s) or by selecting the institution in the web form.

Institution Data Elements

If a record for an institution does not already exist in DEQAR it should be described with the elements below; required elements are marked by (*). Before a new record is created, data will be checked against institution data already in DEQAR. If a DEQAR institution record is identified as a match, the existing record will take precedence over submitted data.

ELEMENT NAME REQUIRED ONE/MANY EXAMPLE
Official Institution Name (*) yes one Graz University of Technology
Югозападен университет "Неофит Рилски"
Πληροφορίες για τους αλλοδαπούς φοιτητές: Είσοδος και προγράμματα
Official Institution Name, transliterated no one Yugo-zapaden universitet "Neofit Rilski”
Plirophoríes yia tous allodapoús phitités: Ísodos kai prográmmata
English Institution Name no one South-West University "Neofit Rilski", Blagoevgrad
Institution Acronym no one SWU
Institution Country (*) yes many (per) BG
BGR
Institution City no many (per) Sofia
Institution Latitude
Institution Longitude
no many (per) 48,208,356; 1,636,776
Institution QF-EHEA Level no many (per) 0 - short cycle
1 - first cycle
2 - second cycle
3 - third cycle
Institutional Website (*) yes one http://www.swu.bg

Name(s)

One and only one official institution name must be provided for each new institution record. Each official institution name that is in a non-Latin script should be accompanied by a transliterated version to support search and discovery. It is also recommended that agencies provide an English institution name for each new institution record. If provided, the English name will be used for display. An institution acronym may also be provided. (Note: alternative or other language institution names can be provided through the administrative interface.)

  • Official Institution Name (*) (name_official; required; string)
    The official name of each institution in the original alphabet must be provided for every new institution record. The official name will be indexed for search and may be used as the primary institution name in the search interface if no English institution name is assigned.
    e.g. Graz University of Technology
    e.g. Югозападен университет "Неофит Рилски"
    e.g. Πληροφορίες για τους αλλοδαπούς φοιτητές: Είσοδος και προγράμματα

  • Official Institution Name, transliterated (name_official_transliterated; not required; string)
    A romanised transliteration should be provided if the official institution name is in non-Latin script. If no romanised form is stored locally, then ISO romanisation standards can be used to created romanised forms. If transliteration is not provided, access to the institution record through the search interface will be more limited. For those languages included in the Python transliterate package transliterations can be generated automatically when supplying institution data in bulk. e.g. Yugo-zapaden universitet "Neofit Rilski”
    e.g. Plirophoríes yia tous allodapoús phitités: Ísodos kai prográmmata

  • English Institution Name (name_english; recommended; string)
    A single English institution name may be provided for any institution without an English official name. If provided, the English institution name will be used as the primary institution name in the search interface. While not required, providing an English name is strongly recommended to enhance the user experience.
    e.g. South-West University "Neofit Rilski", Blagoevgrad

  • Institution Acronym (acronym; not required; string)
    The official acronym for each institution may be provided. This will be indexed for search.
    e.g. SWU

Location

One or more countries must be provided for each new institution record. One city may be provided to correspond with each country along with an optional latitude and longitude. In the case that the institution is located in more than one city in the same country, then this would require a separate country/city entry for each city.

  • Institution Country (*) (country_id; conditionally required; string)
    The country/ies where each institution is located must be provided for every new institution record. Each country must be provided using either an ISO 3166 alpha2 or ISO 3166 alpha3 country code (see ISO 3166-1 standard), or using the DEQAR numerical ID. Institution countries will be indexed for search.
    e.g. BG
    e.g. BGR

  • Institution City (city; recommended; string)
    The city name, preferably in English, where the institution is located in each country may be provided for each institution record. If an institution is located in more than one city, then a separate country/city pairing should be entered for each city. Institution cities will be indexed for search. e.g. Sofia

  • Institution Latitude (latitude; not required; float)

  • Institution Longitude (longitude; not required; float)
    The exact latitude and longitude of the institution site or the general latitude and longitude of the city of the institution may also be provided for each institution record.
    e.g. 48,208,356; 1,636,776

Qualification Level

The institution QF-EHEA levels may be provided for each institution. If QF-EHEA levels are provided, then ALL levels covered by the institution should be recorded. QF-EHEA levels may be provided as either string values or DEQAR IDs.

  • Institution QF-EHEA Level (qf_ehea_levels; required; string)
    One or more institution QF-EHEA levels may be provided as either a DEQAR QF-EHEA level name or a DEQAR QF-EHEA level id for each institution record (see Framework for Qualifications of the European Higher Education Area. These are the qualification framework levels at which each institution may award degrees. (Note: if QF-EHEA levels are provided, then all levels covered by the institution should be provided at the same time.)
ID name
0 short cycle
1 first cycle
2 second cycle
3 third cycle

Website

One and only one website link must be provided for each new institution record. When possible, the root domain name of the institution website should be provided without language or other qualifiers.

  • Institutional Website (*) (website_link; required; string)
    The URL to the primary institution website or home page should be provided for every new institution record. The root domain name of the site should be used when possible.
    e.g. http://www.swu.bg

Identifier

You may provide a local or national identifier for the institution, which can later be used to identify this institution in report submission objects.

  • Institutional Identifier (identifier; not required; string)
    The identifier for this institution. Please note that identifiers must be unique within your agency or within the resource provided.
    e.g. HCERES21

  • Identifier Resource (identifier_resource; not required; string)
    If the identifier is not a local identifier of your agency but a national identifier (or other third-party identifier), please provide a short label designating the resource in order to distinguish it from other identifiers.
    e.g. DE-HRK

Dates

Founding and closing years or dates can be provided if known.

  • Founding date (founding_date; not required; date)
  • Closing date (closing_date; not required; date)
    Dates should be formated as YYYY-MM-DD and years should be given in four digits (YYYY). e.g. 2020-07-01

Hierarchical Relationship

  • Parent institution (parent_id; not required; string)
    If the institution is a faculty or independent unit of another institution, or is part of a grouping of institutions that is also recorded in DEQAR, ETER or OrgReg, you should specify the parent institution. The parent institution can be specified by its DEQARINST ID, optionally in numerical form without the prefix DEQARINST. e.g. DEQARINST4711

How to Provide Data

There are two ways to add missing institution records to DEQAR:

  1. Manually through the webform
  2. Bulk upload in spreadsheet format

Manually Adding Institutions

Before creating a new institution, please check carefully that the institution is not yet listed in the reference list of institutions. It is important to use the administrative interface to do so, as there are many institutions already recorded in DEQAR for which no reports have been uploaded yet. These are visible in the administrative interface, but not in the public interface.

If you are sure it has no record yet, a single institution can be created in the administrative interface.

Bulk Upload

If you identify that several institutions are missing, we strongly recommend you send us a spreadsheet for bulk upload.

Please supply the institution data using the template available in two formats:

You may save the spreadsheet in either format or as a CSV file. Send the filled spreadsheet to deqar@eqar.eu; we will check the list shortly and return your original file with the newly generated DEQARINST IDs added.