Authorization to study externally
10 WHO staff members are expected to take the lead in managing their own careers. No prior authorization is normally required for staff members to undertake a masters, doctorate or other diploma in their own time and in their personal capacity, while employed by WHO. If special leave of absence for training or research, or study leave is to be involved, a written request should be submitted to Director Human Resources Management (HRD), in accordance with the procedures described in section III.14.1, paragraphs 250–300 and 420–490. If any third party beside the educational institution is to be involved in any capacity other than that of providing education (e.g. a funding agency), approval by the Office of Compliance and Risk Management and Ethics (CRE) of the proposed arrangements, in consultation with the Office of the Legal Counsel (LEG) as necessary, is required.
Clearance and use of the WHO affiliation
Staff members
20 Any dissertation or thesis that relates to a staff member's current or former responsibilities at WHO, or that reflects the Organization's work, and that will be made public, must be cleared before publication and dissemination in accordance with the procedures described in section VIII.1.4, paragraphs 10–80. Any articles resulting from the dissertation or thesis must also be cleared by WHO in accordance with these procedures, as well as those described in section VIII.6.3.
30 Any dissertation or thesis that relates to a staff member's current or former responsibilities at WHO, or that reflects the Organization's work, and that will not be made public, must be cleared by the staff member's director, in consultation with the assistant director-general or regional director concerned, as appropriate, through a written request.
40 Staff members should issue the dissertation or thesis under their own name, with the following explanatory text (to be adapted as necessary).
The author has been studying for [his/her] [masters/doctorate/other diploma (specify)] alongside [his/her] employment at the World Health Organization. The author alone is responsible for the views expressed in this [thesis/dissertation]. These views do not necessarily represent the decisions or policies of the World Health Organization.
50 Dissertations or theses written by staff members on subjects having no relationship to the work of the Organization are not subject to clearance and are the personal responsibility of the author (see section VIII.6.3, paragraph 90). In case of doubt, staff members should consult CRE.
Former staff members
60 Dissertations or theses written by former staff members that relate to their previous responsibilities at WHO, or that reflect the Organization's work, are also subject to clearance (see Article 1.6 of the WHO Staff Regulations). Clearance must be obtained from the director working in the area most closely related to the work in question, in consultation with the assistant director-general or regional director concerned, as appropriate, through a written request.
Use of materials belonging to WHO or third parties
70 Staff members wishing to reproduce or adapt any materials published by WHO in a dissertation or thesis must obtain permission, in accordance with the procedure described in section VIII.6.6. They may not use unpublished work or data without written permission from the director of the department concerned at WHO headquarters or the Director of Programme Management concerned (or equivalent) in regions. The director (or Director of Programme Management or equivalent) should confirm with WHO Press (or the regional publications office) that WHO is legally entitled to grant such permission. The materials should be appropriately cited and a bibliographical reference included in the reference list (see section VIII.7.2).
80 Written permission is also required for reproducing or adapting any published third-party materials in a dissertation or thesis (see section VIII.6.4). The materials should be appropriately cited and a bibliographical reference included in the reference list (see section VIII.7.2).
90 Unpublished data collected by WHO from Member States and other information known to staff by reason of their official position (see Article 1.6 of the WHO Staff Regulations) must not be used in a dissertation or thesis.
Interviews and surveys of WHO staff members
100 Exceptionally, staff members may be permitted to conduct interviews or surveys within WHO for the purpose of a dissertation or thesis, subject to prior approval by the assistant director-general or regional director concerned. In deciding whether approval should be given, the assistant director-general or regional director should consider whether the interview or survey would be in the interests of the Organization, whether the aims and objectives of the interview or survey are in line with those of the Organization, and whether the involvement of WHO staff time and/or other resources is appropriate, in consultation with CRE as needed.
110 Before conducting an interview or survey for the purpose of a dissertation or thesis, staff members must identify themselves and explain the purpose of the interview or survey. They must also obtain written informed consent from the staff members to be interviewed or asked to complete the survey. The staff members concerned should understand how the information will be collected and used, and who will own copyright.
120 If staff members decide to participate in such an interview or survey, they should act in their capacity as WHO staff members and give the official WHO position on the topic (as opposed to their own personal view). They must not disclose any confidential information about the Organization. They should also inform their supervisor that they are to be interviewed.
130 It should be ensured that any information obtained during interviews or surveys of WHO staff members for the purpose of a dissertation or thesis is collected on a confidential basis and does not reveal the identity of the participants.
Research regulations and standards
140 It is the responsibility of staff members to ensure that they follow all relevant international research regulations and the highest standards in the conduct of research.
Use of extracts of a dissertation or thesis produced by a WHO staff member
150 If WHO wishes to use extracts of a dissertation or thesis produced by current or former staff members, including in any WHO publications, and the staff members or former staff members agree, there should be an exchange of letters confirming the arrangement and granting WHO the following licence (to be adapted as necessary).
All intellectual property rights to the dissertation/thesis/article resulting from the dissertation or thesis produced by [insert name] are vested in [insert name]. [Insert name] herewith grants to WHO a perpetual and irrevocable, non-exclusive, worldwide, royalty-free, sub-licensable licence to use and publish such work, or parts thereof, in any manner, any form and format, and for any purpose that WHO may deem appropriate, without any obligation on WHO's part to make any payments to [insert name] or to any other party whatsoever.
