Document Version: 2026.1
Effective Date: 1 January 2026
Period Covered: 2026–2030
Next Annual Review: September 2027
Mid-Term Review: 2028
Institution: GIRES,
the Global Institute for Research, Education & Scholarship
Location: Laarderhoogtweg 25,1101 EB, Amsterdam,
The Netherlands
Website: www.gires.org

1. Institutional Commitment

GIRES – Global Institute for Research, Education & Scholarship is committed to equality, dignity, academic freedom, inclusion, fairness and respect in all aspects of its research, educational, publishing, project, administrative and public-facing activities.

Gender equality is an institutional responsibility and an integral part of good governance, research integrity and a healthy academic environment. GIRES recognises that unequal opportunities, discrimination, gender stereotypes, structural barriers, harassment and gender-based violence can affect participation, career development, leadership, research, education and individual wellbeing.

GIRES therefore commits to preventing discrimination, promoting substantive equality of opportunity and maintaining an environment in which women, men and people of all gender identities and expressions are treated with dignity and respect.

This Gender Equality Plan (“GEP”) establishes GIRES’s institutional objectives, responsibilities, procedures and monitoring framework for the period 2026–2030.

The Plan has been designed in accordance with the Gender Equality Plan requirements applicable under Horizon Europe and with relevant European Union and Dutch equality, employment, occupational-safety and data-protection frameworks.

Gender equality at GIRES is understood in an inclusive and intersectional manner. Gender may interact with other characteristics and circumstances, including age, disability, race or ethnic origin, nationality, religion or belief, sexual orientation, gender identity, gender expression, sex characteristics, family or caring responsibilities, socioeconomic circumstances, employment status and other protected characteristics.

2. Scope

This Plan applies to GIRES’s institutional operations and, as appropriate to the nature of the relationship concerned, to:

• employees and other personnel;
• researchers and project personnel;
• trainees and interns;
• consultants and contractors;
• members serving institutional functions;
• board and committee members;
• volunteers;
• educators and trainers;
• editors and reviewers;
• speakers and invited experts;
• participants in GIRES-controlled activities;
• persons representing GIRES within national or international projects;
• persons participating in GIRES-controlled physical or digital working environments.

Employment rights described in this Plan apply according to the applicable employment law and contractual relationship. Persons who are not GIRES employees do not acquire employment status or employment rights solely through this Plan.

Nevertheless, GIRES’s principles concerning dignity, non-discrimination, harassment, professional conduct and safe participation apply to all persons participating in GIRES-controlled environments to the extent that GIRES has authority over those environments.

GIRES will also encourage project partners, contractors and collaborating organisations to uphold equivalent principles of equality and respectful conduct.

3. Legal and Policy Framework

This GEP is informed by and shall be interpreted consistently with applicable law, including, where relevant:

European Union framework

• Articles 21 and 23 of the Charter of Fundamental Rights of the European Union;
• Article 157 of the Treaty on the Functioning of the European Union;
• Directive 2006/54/EC on equal opportunities and equal treatment of women and men in employment and occupation, as amended;
• Directive (EU) 2019/1158 on work-life balance for parents and carers;
• Directive (EU) 2023/970 on equal pay through pay transparency and enforcement mechanisms;
• Directive (EU) 2024/1385 on combating violence against women and domestic violence;
• Regulation (EU) 2016/679 – General Data Protection Regulation (“GDPR”);
• the European Commission Gender Equality Strategy 2026–2030;
• relevant European Research Area policies on inclusive gender equality;
• the applicable Horizon Europe Work Programme and Gender Equality Plan requirements.

Netherlands framework

GIRES shall comply, where applicable, with:

• Article 1 of the Dutch Constitution;
• the Algemene wet gelijke behandeling – General Equal Treatment Act (AWGB);
• the Wet gelijke behandeling van mannen en vrouwen – Equal Treatment of Men and Women Act;
• relevant provisions of Book 7 of the Dutch Civil Code concerning employment and equal treatment;
• the Arbeidsomstandighedenwet – Working Conditions Act and associated rules concerning psychosocial workload;
• the Wet arbeid en zorg – Work and Care Act;
• applicable flexible-working legislation;
• applicable Dutch data-protection legislation supplementing the GDPR;
• other mandatory Dutch employment, equality, health-and-safety and anti-discrimination legislation.

Where legislation is amended during the lifetime of this Plan, GIRES shall interpret and, where necessary, update the Plan to remain consistent with applicable law.

GIRES also commits to implementing applicable requirements arising from the Dutch transposition of Directive (EU) 2023/970 and voluntarily adopts its central principles of objective and gender-neutral pay structures, transparency and equal pay within its own organisational capacity.

4. Horizon Europe GEP Requirements

GIRES expressly commits to the four process-related requirements established for Gender Equality Plans under Horizon Europe.

4.1 Public Document

This GEP is a formal institutional document.

It shall:

• be formally approved by GIRES’s top management;
• be signed or formally adopted by the authorised institutional representative;
• be publicly available on www.gires.org;
• be communicated internally to relevant personnel and institutional members;
• be made available to funding authorities or auditors where required.

Substantive revisions shall be dated and version-controlled.

4.2 Dedicated Resources

GIRES shall allocate proportionate human and organisational resources for the implementation of this Plan.

A Gender Equality and Inclusion Coordinator (“GEP Coordinator”) shall be designated by GIRES management.

The function may be combined with another institutional governance or administrative role where this is appropriate for the size and structure of GIRES, provided that sufficient working time, authority and access to management are available.

Resources may include:

• dedicated staff working time;
• equality and unconscious-bias training;
• external specialist advice where necessary;
• accessibility measures;
• data collection and analysis;
• confidential support or external consultation concerning sensitive cases;
• preparation of monitoring and evaluation reports.

The allocation of resources shall be reviewed annually.

4.3 Data Collection and Monitoring

GIRES shall maintain an evidence-based approach to gender equality.

Sex- and/or gender-disaggregated information shall be collected where lawful, proportionate, necessary and meaningful for institutional monitoring.

Depending on the size of the relevant population and the availability of lawful data, indicators may cover:

• personnel distribution;
• employment or contractual category;
• full-time/part-time status;
• leadership and decision-making roles;
• board and committee participation;
• recruitment and appointment;
• paid project roles;
• career progression where applicable;
• remuneration;
• participation in professional-development activities;
• participation in training;
• statutory family or care leave where relevant;
• research/project leadership;
• speakers, trainers and expert participation;
• reported equality or harassment concerns.

GIRES shall prepare an annual internal GEP monitoring review.

A public summary may be issued where the available data allow meaningful reporting without creating a risk of identifying individuals.

Because GIRES operates with relatively small teams in certain categories, protecting individual privacy shall take precedence over publication of very small datasets.

Personal data shall be processed according to the GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, security and confidentiality.

Collection of sensitive or special-category information shall not be undertaken merely for statistical completeness. Where such information is necessary, GIRES shall establish an appropriate legal basis and safeguards.

Individuals shall, wherever appropriate, be able to select options such as “prefer not to say”, and reporting categories shall be designed as inclusively as reasonably possible.

4.4 Training and Awareness Raising

GIRES shall provide proportionate gender-equality awareness and capacity-building activities.

Training shall address, as appropriate:

• gender equality;
• direct and indirect discrimination;
• unconscious and structural bias;
• inclusive recruitment and appointment;
• gender stereotypes;
• intersectionality;
• equal pay principles;
• respectful communication;
• harassment and sexual harassment;
• gender-based violence;
• bystander awareness;
• responsibilities of managers and decision-makers;
• integration of sex and gender considerations into research.

Persons participating in recruitment, personnel decisions or significant project-selection processes should receive appropriate guidance or training.

New personnel shall be informed of the GEP and related policies during onboarding.

Refresher training or awareness activity shall normally occur at least once during every two-year period, with additional training provided where organisational needs or legal developments justify it.

5. Work-Life Balance and Organisational Culture

GIRES seeks to maintain an organisational culture in which professional responsibilities can, where reasonably possible, coexist with family, caring and personal responsibilities.

No person shall be treated less favourably because of pregnancy, childbirth, maternity, parenthood, lawful parental or care leave, or the exercise of another protected statutory right.

For employees covered by Dutch employment law, GIRES shall respect applicable statutory rights concerning, among other matters:

• pregnancy and maternity leave;
• partner/birth leave;
• parental leave;
• adoption and foster-care leave;
• care leave;
• emergency leave;
• pregnancy-related workplace protection;
• reasonable requests relating to working hours or flexible working where provided by law.

GIRES shall not treat the lawful use of such rights as demonstrating reduced commitment, reliability or professional ambition.

Where operationally possible, GIRES supports flexible and hybrid working arrangements, especially where these facilitate participation by persons with care responsibilities or other legitimate needs.

Meetings should, where practicable:

• be scheduled within reasonable working hours;
• provide reasonable notice;
• take different time zones into account for international teams;
• avoid unnecessary expectations of evening, weekend or holiday availability.

Professional performance shall principally be assessed by agreed responsibilities, quality and outcomes rather than unnecessary expectations of constant availability.

6. Gender Balance in Leadership and Decision-Making

GIRES recognises that inclusive decision-making benefits from diverse experiences and perspectives.

GIRES shall periodically review gender representation in:

• governance structures;
• committees;
• research leadership;
• project leadership;
• evaluation or selection panels;
• editorial roles;
• academic and scientific committees;
• invited expert groups.

Appointments shall remain based on competence, suitability, integrity and the requirements of the role.

At the same time, GIRES shall take reasonable steps to ensure that structural practices do not systematically disadvantage one gender.

Where substantial underrepresentation exists, GIRES may use lawful and proportionate measures such as:

• broader outreach;
• diversified recruitment or nomination channels;
• active encouragement of applications;
• development and mentoring opportunities;
• review of potentially exclusionary appointment practices.

Any positive-action measure shall comply with applicable Dutch and EU law and shall not result in unlawful discrimination.

GIRES will seek meaningful gender balance rather than symbolic or token representation.

7. Recruitment, Selection and Career Development

GIRES is committed to fair, transparent and merit-based recruitment and appointment procedures.

For paid vacancies and comparable selection processes, GIRES shall seek to ensure that:

1. job titles and vacancy wording are gender-neutral;
2. essential and desirable criteria are relevant to the role;
3. unnecessary requirements that may indirectly exclude groups are avoided;
4. candidates are assessed against consistent criteria;
5. decisions are based on qualifications, experience, competence and legitimate organisational requirements;
6. questions concerning pregnancy, plans to have children, family status or other irrelevant protected personal circumstances are not used in selection;
7. records sufficient to demonstrate a fair process are retained where appropriate;
8. conflicts of interest are declared and managed.

Where practical, selection panels should include more than one decision-maker.

Career-development, project, training, editorial and leadership opportunities shall be communicated and allocated without gender discrimination.

Part-time working, parental leave, maternity leave, care responsibilities or other protected circumstances shall not in themselves be treated as evidence of lower merit or commitment.

8. Equal Pay and Pay Transparency

GIRES supports the principle of equal pay for equal work and work of equal value.

Remuneration decisions shall be based on objective and gender-neutral factors, which may include:

• skills and qualifications;
• relevant experience;
• responsibility;
• complexity of work;
• effort;
• working conditions;
• scope of duties;
• project requirements;
• objectively justified market or contractual circumstances.

Gender shall not determine remuneration.

Where equivalent work is remunerated differently, GIRES should be able to identify an objective and lawful explanation for the difference.

To prepare for and, where applicable, exceed emerging European and Dutch pay-transparency requirements, GIRES will seek to:

• state the remuneration or remuneration range for paid vacancies before remuneration is negotiated, where reasonably possible;
• avoid requesting applicants’ previous salary history;
• use gender-neutral role descriptions;
• document the main criteria used in establishing remuneration;
• periodically review remuneration for unexplained gender differences;
• provide employees with pay information where required by applicable law.

Where statutory reporting thresholds do not apply to GIRES because of organisational size, GIRES may nevertheless conduct proportionate internal equality reviews.

9. Gender Dimension in Research, Education and Innovation

Gender equality within GIRES extends beyond organisational composition to the content and methodology of research, education and innovation.

For research and innovation activities, particularly European-funded projects, project teams shall consider whether sex and/or gender are relevant to:

• research questions;
• theoretical frameworks;
• methodology;
• sampling;
• participant recruitment;
• data collection;
• data analysis;
• technology design;
• AI or algorithmic systems;
• interpretation;
• educational materials;
• communication;
• impact assessment;
• dissemination.

Where sex or gender is relevant, it should be incorporated appropriately into research design and analysis.

Where it is not relevant, project teams should be able to explain this conclusion where required by a funding programme.

GIRES encourages researchers to consider intersectionality where relevant and methodologically justified.

Gender analysis shall not be added artificially to research where it has no scientific relevance. The purpose is to strengthen research quality, validity and societal relevance.

10. Education, Conferences, Publishing and Public Activities

As a research and educational institute, GIRES shall seek to reflect equality principles throughout its academic and public activities.

When organising conferences, courses, workshops, symposia, publications, expert panels and similar activities, GIRES shall make reasonable efforts to:

• provide fair opportunities for participation;
• avoid discriminatory selection criteria;
• encourage diversity among speakers and experts;
• prevent stereotypes or discriminatory treatment;
• provide accessible and respectful participation environments;
• ensure that moderators and organisers understand GIRES’s Code of Conduct;
• respond appropriately to harassment or discriminatory behaviour occurring during physical or online activities.

Gender balance should be considered across the overall programme of activities rather than used mechanically to override academic expertise or thematic relevance in an individual event.

11. Gender-Based Violence, Harassment and Sexual Harassment

GIRES maintains a zero-tolerance approach to gender-based violence, discrimination, harassment and sexual harassment.

This applies to conduct occurring in connection with GIRES activities, including:

• offices and workplaces;
• conferences and educational activities;
• research environments;
• project meetings;
• travel connected with GIRES activities;
• online meetings;
• email;
• messaging services;
• GIRES-controlled digital platforms;
• professional social-media interactions connected with GIRES activities.

Prohibited behaviour includes verbal, non-verbal, physical and digital conduct that constitutes harassment or sexual harassment under applicable law or creates a threatening, hostile, degrading, humiliating or offensive environment.

Prohibited conduct may include, depending upon the circumstances:

• unwanted sexual comments or advances;
• sexualised messages or images;
• inappropriate physical contact;
• gender-based insults or degrading remarks;
• repeated unwanted approaches;
• intimidation;
• threats;
• stalking;
• coercion;
• retaliation following rejection of unwanted conduct;
• discriminatory treatment because of sex, pregnancy, gender identity, gender expression or sex characteristics.

Conduct need not be physically violent in order to constitute a violation.

12. Reporting and Support

Any person who experiences or witnesses conduct potentially falling within this Plan is encouraged to raise the matter.

GIRES shall maintain at least one clearly communicated reporting route.

Where feasible, GIRES shall designate an appropriately independent confidential contact/adviser (vertrouwenspersoon or equivalent function) for concerns involving discrimination, harassment or inappropriate conduct.

A person may seek confidential advice without automatically initiating a formal investigation, except where GIRES is legally required to act or where an immediate and serious safety risk exists.

A person reporting misconduct:

• is not required to confront the alleged perpetrator personally;
• may seek informal advice before deciding whether to make a formal complaint;
• may proceed directly to a formal complaint;
• shall be treated respectfully;
• shall be informed, where reasonably possible, about the process available.

If a complaint concerns the GEP Coordinator, the matter shall be referred to another appropriate decision-maker.

If a complaint concerns senior management or creates another conflict of interest, GIRES shall seek an independent internal or external person to oversee or advise on the handling of the matter.

13. Handling of Complaints

Complaints shall be managed fairly, promptly, impartially and proportionately.

GIRES shall normally:

1. acknowledge a formal complaint within five working days, where contact details permit;
2. assess immediate safeguarding or conflict-of-interest requirements;
3. explain the procedure to the parties concerned;
4. appoint an impartial person to consider the matter where investigation is necessary;
5. give the person against whom allegations have been made a reasonable opportunity to respond;
6. consider available evidence fairly;
7. document the outcome;
8. implement proportionate measures where a violation is established.

Complex cases may require more time. No artificial deadline shall compromise procedural fairness or the proper examination of evidence.

Interim safeguarding measures may be implemented where reasonably necessary. Such measures are precautionary and do not constitute a finding of wrongdoing.

Confidentiality will be respected as far as reasonably and legally possible. Absolute confidentiality cannot be guaranteed where disclosure is necessary to investigate a complaint, protect individuals, obtain professional advice or comply with legal obligations.

14. Protection Against Retaliation

GIRES prohibits retaliation against a person because they have, in good faith:

• raised an equality concern;
• reported harassment;
• submitted a complaint;
• supported another person making a complaint;
• participated in an investigation;
• exercised statutory equality or family-leave rights;
• requested information or raised questions concerning equal remuneration.

Knowingly making a deliberately false allegation may itself constitute misconduct. An allegation that cannot be substantiated is not, by itself, evidence that it was made dishonestly or maliciously.

15. Outcomes and Corrective Measures

Where misconduct or discrimination is established, GIRES may take measures proportionate to the seriousness of the behaviour, applicable law and the individual’s relationship with GIRES.

Measures may include:

• guidance or mandatory training;
• a formal warning;
• change or removal of responsibilities;
• removal from an event, committee or project role;
• suspension of access to GIRES-controlled activities or systems;
• termination or non-renewal of a contractual relationship where lawful;
• employment-related disciplinary action where applicable;
• suspension or termination of membership or affiliation;
• permanent exclusion in sufficiently serious cases;
• referral to appropriate authorities where required or justified.

GIRES may also take organisational corrective action where a case reveals a structural weakness, even where individual misconduct is not established.

16. External Rights and Remedies

GIRES’s internal procedures do not remove or restrict any person’s legal rights.

Depending on the circumstances, individuals may be entitled to contact external bodies such as:

• the Netherlands Institute for Human Rights (College voor de Rechten van de Mens);
• an anti-discrimination service;
• the Netherlands Labour Authority;
• the police;
• a court or other competent authority;
• a trade union, legal representative or professional adviser.

Nothing in this Plan requires a person to exhaust GIRES’s internal procedure before using an external remedy where the law permits otherwise.

17. Gender Equality in Partnerships and EU-Funded Projects

GIRES shall incorporate gender-equality considerations into European and internationally funded projects where appropriate.

Project managers shall:

• comply with applicable grant-agreement gender-equality obligations;
• assess gender considerations in staffing and research content;
• encourage balanced participation in project decision-making;
• communicate applicable codes of conduct;
• identify project-specific risks relating to discrimination or gender-based violence;
• ensure that complaints involving project activities can be appropriately escalated.

GIRES will not duplicate the institutional responsibilities of project partners. Each partner remains responsible for its own employees, internal governance and legal obligations unless the relevant consortium agreement provides otherwise.

19. 2026–2030 Action Plan

Action 1 – Institutional Governance

Action: Maintain an approved, publicly accessible and current GEP.
Responsibility: GIRES Management / GEP Coordinator
Frequency: Continuous; annual review.

Action 2 – Equality Data

Action: Establish and maintain a proportionate gender-equality monitoring dataset.
Responsibility: GEP Coordinator with appropriate data-protection oversight
Frequency: Annual.

Action 3 – Recruitment

Action: Apply gender-neutral vacancy wording and documented objective selection criteria to relevant paid recruitment.
Responsibility: Management / Recruitment Decision-Makers
Frequency: Every recruitment process.

Action 4 – Pay Equality

Action: Review remuneration decisions for objective justification and prepare for applicable Dutch pay-transparency obligations.
Responsibility: Management / Administration
Frequency: At appointment and annual review.

Action 5 – Training

Action: Deliver or provide access to equality, bias and anti-harassment awareness activities.
Responsibility: GEP Coordinator
Frequency: Onboarding and periodic refresher training.

Action 6 – Research and Innovation

Action: Include assessment of the sex/gender dimension in relevant EU-funded research design.
Responsibility: Project Leads / Researchers
Frequency: At proposal and project-design stage.

Action 7 – Organisational Culture

Action: Review working practices for unnecessary barriers affecting work-life balance and participation.
Responsibility: Management / GEP Coordinator
Frequency: Annually.

Action 8 – Leadership

Action: Review gender representation in major decision-making and academic structures.
Responsibility: Management
Frequency: Annually.

Action 9 – Safe Environment

Action: Maintain clear confidential support and formal reporting routes for harassment and discrimination.
Responsibility: Management / Designated Confidential Contact
Frequency: Continuous.

Action 10 – Evidence of Implementation

Action: Maintain evidence demonstrating implementation of the GEP.
Responsibility: GEP Coordinator
Frequency: Continuous.

Evidence may include training records, anonymised monitoring data, policy-review records, recruitment templates, relevant meeting minutes, annual GEP reviews and records demonstrating implementation of agreed actions.

20. Accountability

Ultimate institutional responsibility for this Gender Equality Plan rests with GIRES management.

The GEP Coordinator is responsible for supporting implementation, monitoring progress, identifying areas requiring attention and bringing relevant matters to management.

Project managers and persons exercising recruitment, supervisory or decision-making authority are responsible for applying the principles of this Plan within their functions.

Every person participating in GIRES activities shares responsibility for maintaining an environment based on dignity, equality and respectful professional conduct.

21. Relationship with Other GIRES Policies

This Plan should be read together with applicable GIRES policies, including the:

• Code of Conduct;
• Code of Ethics;
• Non-Discrimination provisions;
• Anti-Harassment Policy;
• Privacy Policy;
• Data Protection procedures;
• applicable Terms and Conditions;
• research-ethics and project-specific procedures.

Where two GIRES policies address the same issue, they should be interpreted consistently.

Where an internal policy conflicts with mandatory Dutch or European Union law, the applicable mandatory law prevails.

22. Review and Continuous Improvement

This GEP is a living institutional framework.

Its implementation shall be reviewed annually.

A more substantial mid-term assessment shall normally take place during 2028 and shall consider:

• progress against indicators;
• monitoring data;
• changes in GIRES’s organisational structure;
• experience from complaints or equality concerns;
• feedback from personnel;
• developments in EU-funded research requirements;
• changes in Dutch or European Union legislation;
• lessons learned from implementation.

The Plan may be amended before the scheduled review where legislation, organisational circumstances or identified risks require earlier action.

A successor Gender Equality Plan shall be prepared before the end of the 2026–2030 period.

23. Adoption and Publication

This Gender Equality Plan was formally adopted by the authorised management of GIRES – Global Institute for Research, Education & Scholarship and enters into effect on 10 September 2026.

GIRES confirms its institutional commitment to implementing the actions contained in this Plan and to allocating proportionate resources for their implementation and monitoring.

For GIRES – Global Institute for Research, Education & Scholarship

Name: ______Dr. Konstantinos Karatzas ___________

Position: Director / Authorised Legal Representative

Signature: ___________Singed Digitally___________

Date: ______________ 1 January 2026_____________

Gender Equality Plan 2026–2030
Document Version 2026.1 – Effective 1 January 2026
GIRES – Global Institute for Research, Education & Scholarship
Amsterdam, The Netherlands