Guidelines for Working Groups
Contact: Rosanna Lewis
Check whether a working group already exists in the relevant field and, if so, liaise with the organisers to see if it would be appropriate to work together or not.
To set up a new working group, seek the support of at least one Law professor who works in the appropriate field. The Head of Department should approve the new working group and Rosanna Lewis should be informed.
Please remember that if a working group ceases its activity, you should inform Rosanna Lewis in order to have the information regarding the working group removed from the website.
Contact: Rosanna Lewis
Each working group is entitled to space on the Law website to publish important information regarding the group and its activities.
At the beginning of the academic year, working groups should forward the text to be published on the website to Rosanna Lewis.
Please note that this information should be complete and that no changes will be made to the working group pages during the year.
Contact: Rosanna Lewis
If you would like to book a room for your events, please provide Rosanna with the suggested date and time, and the preferred room. Rosanna will then check to see if a room is available, but will ONLY book them when the date and event have been confirmed.
In order to publish this event on Seminars and Events, please have the following information ready:
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Full title of the seminar
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Name(s) of (guest) speaker(s)
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Number of participants (approximately)
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Requests for IT equipment or other special facilities
Please inform Rosanna immediately if an event is cancelled so that the room may be made available for other users.
Contact: Rosanna Lewis
To advertise the activity of a working group, upon request, Rosanna Lewis can forward a message on behalf of the working group at the beginning of the academic year. Please note that general emails cannot be forwarded every week for each working group.
Exceptionally, when an external guest speaker is invited to give a lecture, Rosanna can circulate a message drafted by the working group regarding the visit.
Working groups can also make their own distribution lists in Outlook to reach their individual members, or create EUI Collab webpages.
Working groups may invite guest speakers to participate in their events. Should funding be required for such visits, please follow the instructions below.
Requests for funding
Visits by guest speakers should normally be financed from the lump sum of the supporting professor upon his/her agreement. In exceptional circumstances, funds from the departmental budget may be used to fund a visit by a guest speaker, if the invitation is supported by two EUI Law professors working in the field, and if the guest speaker also gives a public lecture in the Law Department.
If a financial contribution is exceptionally provided by the Department, expenses should be kept as low as possible (e.g. economy class and hotels) in order to allow equal treatment for all working groups (a maximum of €400 per working group per calendar year).
Please note that such requests will be examined on a case-by-case basis by the Head of Department and funding is not automatically guaranteed.
Financial Procedure
Once approval has been given by the supporting professor or the Head of Department, the working group should make a financial commitment through the supporting professor’s administrative assistant.
No invitations should be issued to the guest speakers before the financial commitment has been approved and processed.
Visits should be approved and funds committed as early as possible, at the very latest one week before the visit, otherwise it will be impossible to reimburse the expenses, and the working group will be responsible for any outstanding costs.
Before an approved visit, guest speakers must complete a form giving their full bank details and return it to the administrative assistant responsible.
On the day of the visit, the guest speaker must fill in a “Declaration of Expenses” form and attach all supporting documents (original tickets, receipts, boarding passes etc.).
Please note that if these documents are not received within four months of the visit, the guest speaker will not be reimbursed.
Under certain circumstances, presentations for working groups given by second and third year researchers can be taken into account as a way of fulfilling the Department’s requirement to present their doctoral research once a year, provided the supervisor attends the presentation and approves the presentation.