1. Introduction

The Diversity, Equity and Inclusion Strategy of the Center for Solid State Physics and New Materials (CSSPNM) has been developed as part of the Horizon Europe project The Hidden Phases in 2D Quantum Materials (HIP-2D-QM), WP 1, under Task 1.5. This ensures that the Center not only strengthens its internal employment approach, but also aligns with project-wide commitments to promote inclusivity and excellence in science.

CSSPNM recognizes Diversity, Equity and Inclusion (DEI) as fundamental values for advancing scientific excellence, collaboration, and innovation. CSSPNM has already made progress in this regard, by establishing the Diversity and Gender Dimension Board (DGDB), on 26 March 2024, to define indicators for monitoring the current state, and devise actions leading to the improvement of the availability of equal opportunities in science in CSSPNM. The Institute of Physics Belgrade had also established Gender Equality Plan in 2024, aligning with Horizon Europe.

This DEI Strategy operationalizes these commitments, ensuring compliance with Horizon Europe and positioning CSSPNM as a leading entity in promoting inclusive research environment in Serbia and the European Research Area.

2. Existing Research Level and Resources

The Center is Serbia’s leading research entity specializing in the fundamental and applied aspects of solid-state physics and the development of advanced materials. At the start of the Project, the team consisted of 42 scientists, with a gender distribution of 66% female and 34% male, in accordance with the legal definitions of gender as outlined in the Legislation of the Republic of Serbia. Out of the Center’s four research units, two (2D Materials and Nanostructured Materials) were led by female researchers, while the other two (Quantum Materials and Electronic Materials) were led by male researchers.

 

The Institute strictly adheres to the Code for Research Position Titles and the rules for career advancement as defined by the Ministry of Science, Technological Development, and Innovation of the Government of the Republic of Serbia, as well as those recognized by the Scientific Fund of the Republic of Serbia. According to this classification, research (academic) titles, ranked from senior to junior, are as follows: Principal Research Fellow PRF (equivalent to Full Professor), Senior Research Associate SRA (Associate Professor), Research Associate RA (Assistant Professor), Research Assistant (Teaching Assistant), and Junior Research Assistant (Junior Teaching Assistant). The last two positions include PhD candidates (graduate students, GS) where the junior status implies the candidacy reflected in their thesis research topic confirmation has not yet been fulfilled. The other positions are post-PhD titles. Notably, within this system and per existing legislative regulations of the Republic of Serbia there are no, or at least it is not possible to delineate, institutionally financed limited term positions that are equivalent to postdoctoral researchers (PDR), which are the standard in some other research ecosystems. It is possible to define such positions within the scope of national and international projects.

 

The distribution of researchers in the Center as a whole according to this classification scheme is as follows:

 

• Principal Research Fellows (PRF): 14 (9 female, 5 male)
• Senior Research Associates (SRA): 10 (6 female, 4 male)
• Research Associates (RA): 13 (10 female, 3 male)
• Research Assistants (GS): 3 (2 female, 1 male)
• Junior Research Assistants (GS): 2 (1 female, 1 male)

 

Across the Center’s research units, the distribution is:

 

• Quantum Materials (QM): 12 researchers (3 PRF + 1 SRA + 6 RA + 2 GS)
• Nanostructured Materials (NSM): 6 researchers (1 PRF + 4 SRA + 1 RA)
• 2D Materials (2DM): 11 researchers (3 PRF + 2 SRA + 4 RA + 2 GS)
• Electronic Materials (EM): 13 researchers (7 PRF + 3 SRA + 2 RA + 1 GS)

 

After the start of the project (November 1^st 2024), a new research unit (Structural Analysis) was established, bringing the total number of research units to 5. On current date (December 2025), with new employments and retirements, the gender distribution and role distribution per research unit, and are depicted in Figures 1a and b, respectively.

• Quantum Materials: 13 researchers (9 female, 4 male)
• Nanostructured Materials: 6 researchers (3 female, 3 male)
• 2D Materials: 10 researchers (6 female, 4 male)
• Electronic Materials: 13 researchers (10 female, 3 male)
• Structural Analysis: (3 female, 1 male)

Fig. 1a: Gender Distribution by Unit.

Fig. 1b: Role Distribution by Unit.

 

 

 

The gender distribution per Research Unit and per Research Position Title is summarized in Table 1 and depicted in Figure 2a and 2b.

 

	QM (F + M)	NM (F + M)	2D (F + M)	EM (F + M)	SA (F + M)
PRF	2+2	1+0	0+3	5+3	0+1
SRA	1+0	0+2	1+0	3+0	0+0
RA	5+1	2+1	5+1	1+0	0+0
GS	1+1	0+0	0+0	1+0	3+0

Table 1: Gender Distribution per Unit and per Research Position Title, depicted in Fig. 2a and 2b.

 

Fig. 2a: Gender-Role Distribution by Unit

Fig. 2b:  Total Gender-Role Distribution.

 

 

3. DGDB –Governance and Responsibilities

Here, we outline the structures and responsibilities established within CSSPNM to oversee the implementation of DEI objectives, emphasizing accountability, transparency, and alignment with IPB’s institutional frameworks.

DGDB, as established on 26.03.2024, is a permanent body with a 5-year mandate, chaired by Dr. Bojana Višić. Deputy chair is Jovan Blagojević. It is responsible for compliance monitoring, proposing initiatives, and raising awareness. The board members have a balanced representation across CSSPNM laboratories, as well as in gender. Meetings should take place at least twice per year in a hybrid (onsite/online) setting, with quorum required. Decisions are taken by simple majority and meeting minutes documented.

4. Strategic Objectives

To create an inclusive environment, CSSPNM has defined five overarching strategic objectives. This section introduces these objectives, showing how they address challenges in work-life balance, leadership, recruitment, research integration, and the prevention of discrimination.

CSSPNM commits to advancing DEI across five priority areas:

1. Gender Balance in Leadership and Decision-Making
   Increase participation of women and underrepresented groups in leadership roles, boards, and committees.
2. Equity in Recruitment, Retention and Career Progression
   Ensure transparent, unbiased hiring and promotion processes, with targeted support for underrepresented groups.
3. Integrating Gender and Diversity in Research and Teaching
   Encourage researchers to incorporate sex, gender, and diversity perspectives into scientific projects.
4. Work-Life Balance and Organizational Culture
   Promote flexible work arrangements and family-friendly policies, fostering a culture of respect, inclusion, and psychological safety.
5. Prevention of Discrimination, Harassment and Bias
   Establish clear procedures and awareness measures to ensure a safe and inclusive environment.

5. Action plan centered around five priority areas

The action plan translates objectives into concrete measures. This chapter introduces the structure of the plan and explains how specific actions, timelines, responsibilities, and indicators will ensure the long-term success of DEI initiatives.

 

     5.1 Gender Balance in Leadership and Decision-Making

Objective	Action	Responsibility	KPIs	Success Measure
Ensure balanced decision-making	Minimum 40% underrepresented gender in boards/committees	DGDB + IPB	Composition data	Achieve ≥40% representation
Track progress	Annual reporting on leadership composition	DGDB	Annual DEI report	Published data used in reviews
Build leadership skills	Inclusive leadership training	DGDB + External trainers	Training sessions held	80% participants report improved awareness

 

   5.2 Equity in Recruitment, Retention and Career Progression

Objective	Action	Responsibility	KPIs	Success Measure
Minimize bias	Diverse selection committees	DGDB	Committee composition data	≥30% women/underrepresented groups
Ensure fairness	Transparent recruitment criteria and panels	DGDB + IPB HR	Recruitment guidelines adopted	100% job calls include DEI statement
Identify gaps	Monitor attrition and recruitment by gender/diversity	DGDB	CSSPNM data	Annual DEI report includes disaggregated data

 

   5.3 Integrating Gender and Diversity in Research and Teaching

Objective	Action	Responsibility	KPIs	Success Measure
Comply with Horizon Europe	Training on integrating gender/diversity in research proposals	DGDB + External experts	Number of trainings; attendance	≥1 trainings per year
Increase visibility	Promote diverse role models at seminars	Seminar organizers	% of female/foreign/minority speakers	≥40% invited speakers diverse

 

   5.4 Work-Life Balance and Organizational Culture

Objective	Action	Responsibility	KPIs	Success Measure
Identify barriers	Annual staff survey on inclusiveness and work-life balance	DGDB	Survey response rates; satisfaction index	>70% staff report inclusive culture
Support diverse needs	Flexible work arrangements (remote, part-time)	DGDB + IPB HR	Number of requests granted	Increase in usage without career penalty
Reduce barriers for researchers with children	Advocacy for childcare support	DGDB + IPB	Staff perception of institutional advocacy	Improved staff feedback on childcare support

 

   5.5 Prevention of Discrimination, Harassment and Bias

Objective	Action	Responsibility	KPIs	Success Measure
Provide safe mechanisms	Establish confidential reporting channels	DGDB + IPB	Existence of contact persons	At least 1 contact point
Define procedures	Adopt internal anti-harassment rules	DGDB + IPB Legal	Rule adopted	Policy published on website
Monitor experiences	Biennial anonymous harassment survey	DGDB	Survey participation; results	Reduction in reported incidents over time

 

 

6. Monitoring, Evaluation and Reporting

In order to achieve steady improvement, we require continuous and careful monitoring. This chapter explains how progress will be tracked, which indicators will be used, and how regular evaluations will guide adjustments to ensure accountability and measurable results.

• Indicators: % women in leadership; % underrepresented groups among staff; number of DEI trainings; number of inclusive projects; reported/resolved discrimination cases;
• Surveys: Yearly surveys, in order to determent the main issues the researchers face, which are to be incorporated into updated KPIs;
• Annual DEI Report: Prepared by DGDB; submitted to CSSPNM leadership and IPB; published on the CSSPNM DGDB website;
• Reviews: Mid-term review (2026) and final evaluation (2029) will be carried out to update strategy.

 

7. Dissemination and Awareness

Raising awareness and making DEI progress visible is crucial for cultural change. This section outlines how CSSPNM will communicate its efforts internally and externally, highlighting transparency and engagement with the broader scientific community.

• Dedicated DEI webpage on CSSPNM’s site, linked with IPB portal.
• Annual DEI reports and best practices published openly.
• Celebrations of International Days (Women in Science Day, Pride Month, Diversity Day).
• Partnerships with national/international institutions for DEI events

 

8. Resources and Sustainability

For DEI actions to have impact, adequate resources and long-term commitment are needed. This chapter introduces the funding strategies, institutional support, and sustainability measures that will guarantee lasting change.

• Budget line for DEI initiatives (trainings, campaigns, data collection).
• External funding (Horizon Europe, COST, bilateral projects).
• Embedding DEI into all project proposals for long-term sustainability.

 

9. Conclusion

This DEI Strategy translates institutional values into measurable actions, ensuring compliance with European standards while fostering a fair, inclusive, and innovative research environment. By 2029, CSSPNM aims to become a regional model for equity and inclusivity in physics research, strengthening both scientific excellence and social responsibility