REGULATIONS FOR GRANTING PATRONAGE OF THE POLISH NATIONAL AGENCY FOR ACADEMIC EXCHANGE NAWA OR PARTICIPATION OF NAWA DIRECTOR IN THE HONORARY COMMITTEE

Chapter 1

Rules of the NAWA patronage or the participation of NAWA Director or Deputy Director in the honorary committee

1. The NAWA patronage or NAWA Director’s participation in the honorary committee is a distinction that emphasizes the special nature of undertakings directly related to NAWA’s area of statutory activity.
2. The range of the undertaking covered by the patronage should be at least regional. In particularly justified cases, local range is permitted. The undertaking should serve to promote or create a positive image of Polish science and higher education in terms of internationalization.
3. The acceptance of the NAWA patronage or NAWA Director’s participation in the honorary committee does not imply a declaration of NAWA Director’s personal participation, financial or organizational support. Nor does it in any way constitute a surety of a financial nature.
4. NAWA Director will not grant patronage or accept an invitation to join the honorary committee of an undertaking if it is of a commercial, lobbying or advertising nature. In addition, an application for the patronage of an undertaking that involves the payment of a fee by the participant will be considered on a case-by-case basis and may result in the patronage not being granted.

Chapter 2

The procedure for the NAWA patronage or NAWA Director’s participation in the honorary committee

1. In order to be granted the NAWA patronage or NAWA Director’s participation in the honorary committee, the organizer is required to send the following:
1) an application for the NAWA patronage or NAWA Director’s participation in the honorary committee completed in accordance with the specimen provided in Appendix 1 to these Regulations (the specimen application is also available on the NAWA website www.nawa.gov.pl);
2) other documents as deemed necessary by NAWA.
2. A scan of the application or other documents must be submitted no earlier than 180 days and no later than 60 days prior to the planned undertaking date by e-mail to: This email address is being protected from spambots. You need JavaScript enabled to view it.. Applications submitted on paper will not be considered.
3. The application must be submitted by a person authorized to submit it.
4. In reviewing the application, NAWA evaluates the following:
1) whether the undertaking meets the requirements set forth in item 2;
2) whether the purpose and form of the undertaking justify the involvement of the NAWA Director authority;
3) in relation to undertakings of a scientific or opinion-forming character, their anticipated content-related level, and in particular:
a) the planned topics of speeches,
b) the selection and qualifications of speakers and invited guests,
c) the type of institutions that provide content-related support to the undertaking;
4) the risk of whether the undertaking is an overt or covert commercial, lobbying, or advertising activity;
5) the risk that the granted patronage or honorary committee participation will be used to promote products or services or in advertising or public relations activities of a commercial entity, particularly in a manner that suggests NAWA support for specific products, services or companies.
5. The applicant is notified of the decision on being granted the NAWA patronage or NAWA Director’s participation in the honorary committee by e-mail to the address indicated in the application.
6. The decision denying the NAWA patronage or NAWA Director’s participation in the honorary committee is discretionary, final, requires no justification, and is not subject to appeal.
7. NAWA grants its patronage to undertakings that are non-cyclical in nature and are held over a short period of time. For multi-component undertakings (e.g. a campaign, project), the organizer should identify one leading and most prestigious event/element that should be granted the NAWA patronage (e.g. an opening or closing conference).
8. In the case of cyclical undertakings, the NAWA patronage or NAWA Director’s participation in the honorary committee should be applied for each time.

Chapter 3

Terms and conditions related to the implementation of the NAWA patronage or NAWA Director’s participation in the honorary committee

1. The organizer of the undertaking under the NAWA patronage or with NAWA Director’s participation in the honorary committee informs the co-organizers and participants about the awarded distinction by placing the information and the logo of the Polish National Agency for Academic Exchange in all promotional and information materials related to the implementation of the undertaking.
2. The organizer may use the information about the granted patronage or NAWA Director’s participation in the honorary committee only after receiving a response from NAWA.
3. Information and promotional materials concerning the organized undertaking, on which the graphic symbol has been placed, should be sent (in electronic form to the address: This email address is being protected from spambots. You need JavaScript enabled to view it.) for approval by an employee of the Department of Communication and Promotion before their distribution. Acceptance or comments, if any, will be sent electronically to the applicant within 5 business days from the date on which the application is received by NAWA. When submitting materials for approval, please indicate the case number provided along with the notice informing about the acceptance of the patronage. Failure to do so will result in the revocation of the patronage.
4. Granting the patronage to an undertaking or participation in the honorary committee is connected with the organizer’s obligation to submit a report on the course of the undertaking to NAWA Director, no later than 30 days after the end of the undertaking. A general report, which must not exceed two A4 size pages, should include information on the number of the participants of the undertaking and the achievement of its objectives. A minimum of two photos documenting the undertaking must be attached separately to the report. The report in the .pdf format should be submitted in electronic form only to: This email address is being protected from spambots. You need JavaScript enabled to view it.. By submitting the materials, including photos, the organizer states that the materials may be published on the website of the Polish National Agency for Academic Exchange NAWA. The materials sent by the organizer, including photos, may not violate the rights of third parties.

Chapter 4

Withdrawing the patronage or resigning from the participation in the honorary committe

1. In special cases NAWA Director may revoke the decision on the granted patronage or participation in the honorary committee. The applicant is notified immediately by e-mail of the fact that the awarded distinction has been withdrawn.
2. If the patronage is withdrawn or NAWA Director resigns from participation in the honorary committee, the organizer is obliged to immediately withdraw from the use of the awarded distinction, including the use of the NAWA logo.

Chapter 5

Personal Data Protection

1. The Controller of personal data (within the meaning of the General Data Protection Regulation, GDPR) of persons involved in granting the patronage or in the participation in the honorary committee is NAWA (within the scope of the data processed via the ICT System (Article 14 of the Act of 7 July 2017 on the Polish National Agency for Academic Exchange); the Controller is NAWA Director.
2. Personal data (name, surname, contact details, other data provided as part of activities related to granting the patronage or to the participation in the honorary committee) will be used to take actions related to granting the patronage or to the participation in the honorary committee, including contacting persons representing the organizer of an undertaking (legal basis – Article 6(1)(e) of the GDPR) – “a task carried out in the public interest”. The provision of the data is voluntary but necessary for the organization of the patronage or the participation in the honorary committee (refusal to provide the data means that it is impossible to undertake activities related to granting the patronage or to the participation in the honorary committee).
3. The data will not be used for decisions based solely on automated processing of personal data, including profiling as defined in Article 22 of the GDPR.
4. The data will be used for the period necessary to carry out activities related to granting the patronage or to the participation in the honorary committee.
5. The data subject may submit an application to NAWA for the following: access to the personal data (information about the processed personal data and a copy of the data), rectification of the data (when they are incorrect), data portability (in cases specified in the GDPR), erasure or restriction of the processing of personal data – according to the principles set forth in the GDPR.
6. In addition to the rights mentioned above, the data subject may at any time object to the processing of data concerning them if the legal basis for the use of the data is a task carried out in the public interest.
7. The data subject also has the right to lodge a complaint with President of the Personal Data Protection Office if they determine that the processing of their personal data violates the provisions of law.
8. With all guarantees of data security, personal data may be transferred – in addition to persons authorized by NAWA – to other entities, including: entities authorized to receive them in accordance with the provisions of law, entities processing them on behalf of NAWA (e.g. technical service providers and entities providing consulting services to us) and other controllers (e.g. notary’s offices or law firms).
9. For any personal data protection issues, please contact NAWA’s Data Protection Officer by e-mail at: This email address is being protected from spambots. You need JavaScript enabled to view it..