Terms and Conditions

Last updated: January 1, 2024

1. Introduction

These Terms and Conditions (“Terms”) govern the use of services provided by iBehave Open Technology Support (iBOTS), part of the iBehave Research Network at participating German universities.

Service Provider:

• Organization: iBehave Open Technology Support (iBOTS)
• Institution: University of Bonn and iBehave Partner Institutions
• Email: contact@ibots.ibehave.de
• Website: {{ .Site.BaseURL }}

By registering for our courses, requesting consulting services, or using our website, you agree to these Terms.

2. Scope of Services

2.1 Training Services

We provide:

• Research Software Engineering Courses: Python, MATLAB, version control, data analysis tools
• Neuroscience-Specific Training: MNE-Python, CaImAn, PsychoPy, Arduino programming
• Best Practices Workshops: Code organization, testing, documentation, reproducibility
• Certification Programs: Participation certificates for qualifying attendees

2.2 Consulting Services

We offer:

• Technical Consulting: Code review, architecture design, performance optimization
• Implementation Support: Collaborative development, mentoring, troubleshooting
• Training Customization: Tailored workshops for research groups
• Best Practice Implementation: Workflow design, tool selection, standards adoption

2.3 Academic Nature

Our services are provided as part of our educational and research mission within the German university system.

3. Registration and Participation

3.1 Course Registration

• Eligibility: Open to researchers, students, and academic staff from all institutions
• Capacity: Courses have limited capacity; registration is first-come, first-served
• Confirmation: Registration confirmation will be sent via email
• Prerequisites: Some courses have prerequisite knowledge or prior course requirements

3.2 Registration Requirements

To register, you must provide:

• Full name and institutional affiliation
• Valid email address
• Academic level (student, postdoc, faculty, etc.)
• Relevant experience level
• Technical requirements confirmation

3.3 Waiting Lists

• If a course is full, you may join the waiting list
• We will contact wait-listed participants if spaces become available
• Waiting list position does not guarantee future placement

4. Course Delivery and Format

4.1 Course Formats

• Online Courses: Delivered via Zoom or similar platforms
• Hybrid Courses: Combination of online and in-person sessions
• In-Person Courses: Held at university facilities
• Self-Paced Materials: Supplementary resources and recordings

4.2 Technical Requirements

Participants are responsible for:

• Stable internet connection for online sessions
• Required software installation (guidance provided)
• Compatible hardware (computer, camera, microphone)
• Meeting minimum system requirements

4.3 Course Materials

• Open Access: Course materials are provided free of charge
• GitHub Repositories: Code examples and exercises available on GitHub
• Recordings: Session recordings may be provided (subject to consent)
• Certificates: Available to participants meeting attendance requirements

5. Attendance and Participation

5.1 Attendance Policy

• Minimum Attendance: 75% attendance required for certification
• Active Participation: Encouraged but not mandatory for certification
• Make-up Sessions: Not typically available due to interactive format
• Notification: Please inform instructors if you cannot attend

5.2 Course Completion

• Completion is based on attendance, not performance assessment
• No grades or academic credit are awarded
• Certificates of participation are provided for qualifying attendees

6. Fees and Costs

6.1 Free Services

Our training courses are provided free of charge as part of our educational mission, supported by:

• German research funding agencies
• iBehave Network resources
• Partner university contributions

6.2 Travel and Accommodation

For in-person courses:

• Participants are responsible for their own travel and accommodation costs
• We may provide recommendations for nearby lodging
• Some funding may be available for students (inquire directly)

7. Cancellation and Modifications

7.1 Course Cancellations by iBOTS

We reserve the right to:

• Cancel courses due to insufficient enrollment (minimum 5 participants)
• Reschedule courses due to instructor availability or technical issues
• Modify course content or format with reasonable notice
• Notice Period: At least 48 hours for cancellations, when possible

7.2 Participant Cancellations

• Notification: Please notify us as soon as possible
• No Penalty: No fees to cancel (courses are free)
• Waiting List: Cancelled spots will be offered to wait-listed participants

7.3 Course Modifications

We may modify courses for:

• Pedagogical improvements
• Technical updates
• Participant skill level adjustments
• Emergency circumstances (e.g., instructor illness)

8. Intellectual Property

8.1 Course Materials

• Open Source: Most materials are available under open licenses
• Attribution: Proper attribution to iBOTS is appreciated when reusing materials
• Third-Party Content: Some materials may be subject to third-party licenses
• Participant Work: You retain rights to your own work and projects

8.2 Recording and Documentation

• Course sessions may be recorded for educational purposes
• Recordings are not distributed publicly without participant consent
• Photos may be taken for promotional purposes (with notification)
• Participants may opt out of recording/photography

9. Code of Conduct

9.1 Professional Behavior

We expect all participants to:

• Treat instructors and fellow participants with respect
• Engage constructively in discussions and activities
• Respect diverse backgrounds and experience levels
• Follow academic integrity principles

9.2 Academic Environment

• Our courses maintain academic standards of discourse
• Discriminatory, harassing, or disruptive behavior is not tolerated
• Questions and constructive feedback are encouraged
• Collaboration and knowledge sharing are promoted

9.3 Consequences

Violation of our code of conduct may result in:

• Warning and opportunity for corrective action
• Removal from current course
• Exclusion from future iBOTS services

10. Liability and Warranties

10.1 Educational Purpose

Our services are provided for educational purposes only:

• No warranty of fitness for specific commercial or production use
• Recommendations are based on current best practices and may evolve
• Participants should evaluate advice within their specific contexts

10.2 Limitation of Liability

As a university-affiliated organization:

• Our liability is limited to the extent permitted by German law
• We are not liable for indirect, consequential, or incidental damages
• Maximum liability limited to the direct cost of services (typically €0 for free courses)

10.3 Technical Limitations

We make reasonable efforts to:

• Provide high-quality technical instruction
• Ensure course materials are accurate and up-to-date
• Maintain reliable technical infrastructure
• However, we cannot guarantee error-free content or uninterrupted service

11. Data Protection and Privacy

11.1 Personal Data

• Processing of personal data is governed by our Privacy Policy
• We comply with GDPR and German data protection laws
• Participant data is used only for educational purposes and service delivery

11.2 Communication

• We may contact participants regarding course updates and related opportunities
• Marketing communications require explicit opt-in consent
• You may unsubscribe from communications at any time

12. Consulting Services

12.1 Scope and Availability

• Consulting services are provided based on instructor availability
• Priority given to academic and non-profit organizations
• Services are advisory in nature, not professional software development
• Typically provided as collaborative mentoring rather than deliverable-based contracts

12.2 Collaborative Approach

Our consulting philosophy emphasizes:

• Knowledge Transfer: Teaching sustainable practices
• Capacity Building: Developing internal expertise
• Open Source: Promoting open, reproducible methods
• Academic Standards: Maintaining research integrity

12.3 Limitations

Consulting services:

• Are not professional software engineering contracts
• Cannot guarantee specific performance outcomes
• May have limited availability based on academic calendar
• Are provided as educational support, not commercial services

13. Governing Law and Disputes

13.1 Applicable Law

These Terms are governed by:

• German law (Deutsches Recht)
• European Union regulations where applicable
• University regulations for academic services

13.2 Dispute Resolution

In case of disputes:

1. Direct Communication: Contact us first to resolve issues amicably
2. University Procedures: Follow university complaint procedures where applicable
3. Legal Action: German courts have jurisdiction for legal proceedings

13.3 Severability

If any provision of these Terms is found invalid:

• The remaining provisions continue in full force
• Invalid provisions will be interpreted in a manner closest to the original intent

14. Changes to Terms

14.1 Modifications

We may update these Terms due to:

• Changes in our services or policies
• Legal or regulatory requirements
• Operational improvements
• Feedback from the academic community

14.2 Notification

• Significant changes will be announced via email and website notice
• Continued use of services indicates acceptance of updated Terms
• We will provide reasonable notice before changes take effect

15. Contact Information

For questions about these Terms:

• Email: contact@ibots.ibehave.de
• Subject: “Terms and Conditions Inquiry”

For course-specific questions:

• Include course name and session date in your inquiry
• Allow 2-3 business days for response during academic periods

For technical support:

• Contact us before or during course sessions
• Emergency technical support available during live sessions

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Acknowledgments

Our services are made possible by:

• Funding: German Research Foundation (DFG) and other research agencies
• Infrastructure: iBehave Partner Universities
• Community: Open source software communities and research software engineering networks
• Collaboration: Active researchers and students who share our commitment to reproducible research

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These Terms and Conditions are provided in English for accessibility. In case of conflicts with German law or university regulations, applicable German legal principles take precedence.

By participating in iBOTS services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.