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Guidelines for Working Groups

 

Setting up a new working group 


Please check first whether a similar working group already exists in your field. If so, please liaise with the organisers to see if it would be appropriate to work together as overlaps in working group research areas should be avoided.

If a similar working group does not exist and you would like to set up a new one, you should seek the support of at least one Law professor who works in that field. The new group should be approved by the Head of Department.

Working groups' webpages 


Each working group is entitled to a webpage on the Law Department website where  important information regarding the group and its activities can be published.

Please consult the existing working group webpages to see what kind of information is needed and to follow the layout and formatting in place. 

Organising events 


  • Room Booking

If you would like to book a room for your events (meetings, discussions, talks, lectures or workshops) please send an email to Valentina Spiga with the preferred date, time and venue. She will then check to see whether a room is available and will make the booking once the date(s) and event(s) have been confirmed. For budgetary purposes, events must be notified well in advance when costs are involved.

  • Publishing Events Online

In order to publish an event on 'Seminars and Events' please have the following information ready:

  1. Full title of the seminar
  2. Description of event 
  3. Name(s) of (guest) speaker(s)
  4. Contact person
  5. Number of participants (approximately)
  6. Requests for IT equipment or other special facilities
  • Meals and Catering

Dinners - the number of internal participants cannot be higher than 3 for each external.
Lunches - for each external there can be 3 internals and 3 researchers/fellows.

  • Participants List

The working group organisers are requested to compile a list of participants when catering service is required. 

  • Accreditation of Presentation

Under certain circumstances, 2nd and 3rd year researchers may fulfil the departmental presentation requirement by presenting their research during a working group event, provided the supervisor attends and approves the presentation.

Promotion of working group activities 


  • Sending Emails

To advertise the working group, the Law Department administration can forward an announcement to the Law distribution list (DL Law) at the beginning of the academic year, upon request. Exceptionally, when an external guest speaker is invited to give a lecture, the Law Department administration can circulate an announcement drafted by the working group to DL Law regarding the upcoming event. 

To reach individual members, working groups can set up their own distribution lists in their personal Outlook mailboxes, or create a working group email account.

  • Events Calendar

To advertise the activities of working groups, a working group events calendar will be posted on the main page of the Departmental website.  

Inviting guest speakers 


Working groups may invite guest speakers to participate in their events. If funding is needed for such visits you should follow the guidelines below. 

  • Requests for funding

Visits by guest speakers should normally be financed from the lump sum of the supporting professor upon his/her agreement, to be organised with their administrative assistant.

In exceptional circumstances, funds from the departmental budget may be used to finance 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 actively participates in another Law Department event. 

If a financial contribution is exceptionally provided by the Law Department, expenses should be kept as low as possible (e.g. economy class and hotels) in order to allow for equal treatment of all working groups (a maximum of €400 per Law Department working group per calendar year).Such requests will be examined on a case-by-case basis by the Head of Department and departmental funding is not automatically guaranteed. 

  • Financial Procedure

Once approval for financial support has been given by the supporting professor or by the Head of Department, the working group should make a financial commitment through the supporting professor’s administrative assistant (or through Valentina Spiga for departmental funding).

No invitations should be issued to guest speakers before a financial commitment has been approved and processed.

Visits should be approved and funds committed as early as possible, at the very latest two weeks before the visit, otherwise it will be impossible to reimburse the expenses and the working group will be responsible for any outstanding costs.

 

Page last updated on 11 September 2019