PRACTICAL GUIDE TO THE EXCHANGE PROGRAMME

Transcription

1 European Judicial Training Network Réseau Européen de Formation Judiciaire PRACTICAL GUIDE TO THE EXCHANGE PROGRAMME TWO-WEEK EXCHANGES January 2019 With financial support from the Justice Programme of the European Union 1 This Guide may be subject to changes. Should that be the case, participants will be informed in due time. European Judicial Training Network - Exchange Programme Rue du Commerce 123 B-1000 Brussels

2 TABLE OF CONTENTS Table of Contents I. BACKGROUND 3 II. SELECTION PROCEDURE 4 III. BEFORE, DURING AND AFTER THE EXCHANGE 5 IV. FINANCIAL CONDITIONS 6 V. CONTACTS 9 2

3 I. BACKGROUND The European Judicial Training Network Founded on 13 th October 2000, the European Judicial Training Network (EJTN) is a non-profit making international organisation (AISBL) with its headquarters in Brussels and comprises the institutions specifically responsible for the training of the professional judiciary within the European Union (EU). It currently has 35 members 2 from the 28 Member States of the European Union and 15 observers 3 amongst which the institutions of the European Union and the Council of Europe. EJTN aims to initiate and develop training programmes with a genuine European dimension for members of the European judiciary. This involves analysing and identifying training needs, designing programmes and methods for collaborative training, developing exchanges and sharing experiences in the field of judicial training, coordinating programmes and providing training expertise and know-how. In order to carry out its activities, EJTN has established a permanent secretariat in Brussels. For more information on EJTN and its activities, you can visit the EJTN website at The Exchange Programme Launched at the initiative of the European Parliament 4, the main objective of the Exchange Programme is to develop mutual trust between judicial authorities and the feeling of belonging to a common European judicial area in order to promote the mutual recognition of judicial decisions by getting to know each other better and working together. The first Exchange Programme was implemented in 2005 by two members of EJTN (the French National School for the Magistracy and the Italian High Council for the Magistracy). Since 2006, EJTN is itself in charge of its implementation. The same year, it has been recognised a de facto monopoly in the implementation of the Exchange Programme by the European Commission 5. The list of participating countries and the types of exchanges offered in each of them can be found in the Exchange Programme section of the EJTN website ( 2 AT: Austria (Bundesministerium für Justiz); BE: Belgium (Institut de Formation Judiciaire); BG: Bulgaria (National Institute of Justice); HR: Croatia (Judicial Academy); CY: Cyprus (Supreme Court); CZ: Czech Republic (Justiční akademie); DA: Denmark (Domstolsstyrelsen); EE: Estonia (Supreme Court); FI: Finland (Oikeusministeriö); FR: France (Ecole Nationale de la Magistrature); DE: Germany (Bundesministerium für Justiz); GR: Greece (National School of Judges); HU: Hungary (Office of the Prosecutor General, Office of the National Council for the Judiciary); IE: Ireland (Judicial Studies Institute); IT: Italy (Scuola Superiore della Magistratura, Consiglio Superiore della Magistratura); LV: Latvia (Latvian Judicial Training Centre, General Prosecutor s Office of Latvia); LT: Lithuania (National Courts Administration of the Republic of Lithuania, General Prosecutor s Office), LU: Luxemburg (Ministry of Justice); MT: Malta (Judicial Studies Committee); NL: The Netherlands (Studiecentrum Rechtspleging); PL: Poland (National School of Judiciary and Public Prosecution); PT: Portugal (Centro de Estudos Judiciarios); RO: Romania (National Institute of Magistracy); SK: Slovakia (Judicial Academy); SI: Slovenia (Ministry of Justice); ES: Spain (Centro de Estudios Juridicos, Escuela Judicial Consejo General del Poder Judicial); SE: Sweden (Courts of Sweden Judicial Training Academy, Swedish Prosecution Authority); UK: United-Kingdom (Judicial Institute for Scotland, Judicial College of England & Wales, Judicial Studies Board for Northern Ireland); Academy of European Law (ERA). 3 EU institutions, Council of Europe, School of magistracy of Albania; Centre for Judicial and Prosecutorial Training of Bosnia and Herzegovina, Centre for Judicial and Prosecutorial Training in the Republic of Srpska, High School of Justice of Georgia; Office of the Prosecutor General of Estonia, Prosecutor General s Office of Lithuania, Academy for the Training of Judges and Prosecutors of the former Yugoslav Republic of Macedonia, National Institute of Justice of Moldova; Judicial Training Center of Montenegro, National Courts Administration of Norway, Foundation for the continuous training of Swiss and Judicial Academy of the Republic of Serbia. 4 European Parliament Resolution (A5-0039/2003) on the guidelines for the 2004 budgetary procedure. 5 Decision of the European Commission, 11 July

4 II. SELECTION PROCEDURE EJTN Call for Applications DISSEMINATION OF INFORMATION Partner institutions - contact points Judges Prosecutors Trainers Online Application PRESELECTION Partner institutions - contact points Preselected Applications ALLOCATION according to available places EJTN NOTIFICATION Notification of selection Application form of selected participants Participant Partner institutions - contact points 4

5 1) Allocation of the participants: - EJTN III. BEFORE, DURING AND AFTER THE EXCHANGE Allocates and notifies each participant of his/her selection and sends him/her practical information regarding the exchange. - The hosting institution and the participant Contact each other to organise concretely the exchange. Inform EJTN about the dates of the exchange (as well as the place and contact details of the tutor when relevant) when agreed. Exchanges last 2 weeks (10 working days). Exchanges should take place from Monday to Friday as a general rule. 2) Before the activity - The participant Makes his/her travel arrangements and logs on in the Exchange Programme platform at to register online at the latest one month before the starting date of the exchange. Attention: The non-compliance with the timeframe of transmission of the online registration may make the transfer of the prepayment impossible. Checks with his/her employer that he/she will remain covered during the whole training period by the social security scheme applicable to the concerned national administration and that the latter will support the health expenses incurred abroad. Makes sure that he/she is insured against accident, death and invalidity risks. - EJTN Pays the participant his/her 1 st instalment (see section IV for more information) normally 2 weeks before the activity at the latest. Sends to the participant information on the reporting documents to submit after the activity. 3) During the activity - The participant Shall respect the terms and conditions of the programme (training schedule, content ). 4) After the activity - The participant logs on the Exchange Programme platform at within a month after the activity, to fill in the online evaluation form, upload the report on the exchange as well as a scanned copy of the certificate of attendance. Template documents and guidelines may be found on the EJTN website: - EJTN Makes the final payment to the participant (see section IV) within two months after reception by EJTN of all the required documents Attention: The non-compliance with the timeframe of transmission of the online registration may make the transfer of the prepayment impossible, leading into the transfer of 100% of the per diem, within two month following the reception of all required documents by the EJTN. Sends the participant a certificate of participation. 5

6 IV. FINANCIAL CONDITIONS 6 The costs incurred by the participants are reimbursed through increased daily allowances (per diem). No travel expenses will be reimbursed, as the corresponding amount is integrated in the rate of the daily allowances. 1. Per diem (daily allowance) The list below indicates the amount of per diem applicable to any exchange that, according to their rules of execution, entitle the participant to at least 11 7 but less than 13 full daily allowances. The indicated amount of the per diem to be granted is supposed to cover all travel costs, including international travel, as well as accommodation, meals and sundry expenses and will be paid according to the country where the activity takes place. COUNTRY EJTN PER DIEM RATES Austria 195 Belgium 205 Bulgaria 205 Croatia 175 Czech Republic 205 Cyprus 205 Denmark 235 Estonia 175 Finland 215 France 215 Germany 185 Greece 195 Hungary 195 Ireland 225 Italy 205 Latvia 185 Lithuania 175 Luxembourg 205 Malta 185 Netherlands 225 Poland 195 Portugal 185 Romania 195 Slovak Republic 185 Slovenia 175 Spain 185 Sweden Matters not covered by the present document are considered to be governed by EJTN s Corporate Financial Policy in force at the time of the reimbursement. Any doubts concerning the interpretation and application of the present document shall be decided by EJTN in light of the applicable Corporate Financial Policy. 7 In case, due to exceptional circumstances, the length of an exchange initially entitling the participant to 11 daily allowances is reduced, the same per diem as initially foreseen will apply. 6

7 Per Diem calculation method: The number of per diem to be paid equals the number of nights between the days of event and the night before the event (only when the participant declares in the online registration form, his/her day of arrival to be one day prior the activity and the activity starts before 10:00 A.M.). The last day of event gives right to a half (1/2) per diem. Exceptions for a full per diem will be paid for the last day of event / one-day event, can be made in duly justified cases (absence of transport). In such case, prior any financial commitment is made, the dully completed exception form together with the necessary evidences (journey simulation, draft activity programme, etc.) and an explanatory note to the Secretary General. Such a request shall be appreciated discretionally and on a case-by-case basis. Please note that to support the extra reimbursement, any approval for financial exception given by EJTN, must be added by the participant during the online Post-activity reporting and expense claim. Should the above condition not be meat, the EJTN will proceed to the reimbursement in accordance with its financial policy. The length of the stay abroad is determined by the documental evidence provided by the participant according to article 2 below. Whenever this evidence refers to a certificate of attendance, the last day payable will be the day on which the exchange has ended. In any case, the number of per diem paid will not exceed a full 13 for two-week exchanges. 2. Requested documents for payment - the report on the exchange and its summary in English or French to be downloaded on the EJTN website and uploaded on the Exchange Programme platform. - the online evaluation form to be filled in on the Exchange Programme platform. - A certificate of attendance (detailing the period in which the exchange took place) duly signed by the participant s tutor and stamped with the official seal in use at the hosting institution 8 to be uploaded on the Exchange Programme platform. The right to be reimbursed extinguishes due to the closure of the claiming file where, missing dully substantiated justifications, two reminders have been sent to the participant without any feedback or follow-up from his part within the time set in the last reminder. In addition, EJTN may request the reimbursement of any amounts it has advanced to the participant if the post-exchange requested documents are not produced. 3. Payment procedure The amounts due to exchanges with a length longer than one week (5 working days) will be paid in two instalments The first instalment is considered as a pre-financing of the foreseen expenses and will correspond to 70% of the expected amounts due to per diems. This amount will be paid to the bank account indicated in the online registration form submitted by the participant, on an average of two weeks before the start of the exchange. Attention: The non-compliance with the timeframe of transmission of the online registration may make the transfer of the prepayment impossible, leading into the transfer of 100% of the per diem, within two month following the reception of all required documents by the EJTN. 8 It is recommended though to keep the travel & accommodation documents up to six months after the activity as they may serve as proof of attendance for auditing purposes. 7

8 After the exchange, and within a 3 months timeframe after the activity, provided the good reception by EJTN of all the required documents within the given deadline (cfr article 2, requested documents for payment), the final payment will be made. The amount of the final payment will correspond to 30% of the total amount of the per diems due. No acknowledgement of receipt will be sent following the reception of the financial documents. Participants are therefore invited to regularly verify their banking account. 8

9 V. CONTACTS EXCHANGE PROGRAMME DEPARTMENT WITHIN EJTN Tel.: CONTACT POINTS IN HOST COUNTRIES Country Institution Competence Name CP adresse Phone Austria Bundesministerium für Justiz Belgium Association of Austrian Administrative Judges Institut de Formation Judiciaire/Instituut voor gerechtelijke opleiding Bulgaria National Institute of Justice Ms. Sabine TAGWERKER Ms. Susanna GAMAUF-BOIGNER susanna.gamauf-boigner@uvs.wien.gv.at Ms. Karin CARLENS karin.carlens@igo-ifj.be +32(2) Mr. Stanislav GRIGOROV s.grigorov@nij.bg Croatia Judicial Academy and Ms. Nella POPOVIC Nella.Popovic@pravosudje.hr Ms. Ingrid FLOIGL LONČAR Ingrid.FloiglLoncar@pravosudje.hr Cyprus Supreme Court Ms. Natassa PAPANICOLAOU npapanicolaou@sc.judicial.gov.cy Czech Republic Justicni Akademie and Denmark Danish Court Administration Judges, Ms. Renata VYSTRCILOVA rvystrcilova@akademie.justice.cz Ms. Eva KREJČOVÁ ekrejcova@jacz.cz Ms. Marianne GRAM NYBROE mgn@domstolsstyrelsen.dk

10 Estonia Prosecutor's Office of Estonia Prosecutors, Ms. Marianne TIIGIMAA Supreme Court of Estonia, and Mr. Andraš TŠITŠKAN Ms. Mariliis SEGASAAR mariliis.segasaar@riigikohus.ee Finland Oikeusministeriö and Ms. Sari PIIROINEN sari.piiroinen@om.fi France Ecole Nationale de la Magistrature Ms. Myriam ELEORE myriam.eleore@justice.fr Conseil d'etat Ms. Marie-Pierre LANORE marie-pierre.lanore@conseil-etat.fr Germany Federal Office of Justice and Ms. Kim BARRY Ms. Yvonne BRUCHERTSEIFER justizfortbildung@bfj.bund.de justizfortbildung@bfj.bund.de Greece National School for General Prosecutor's Office of the Supreme Court of Greece Ms. Effie PAPADOPOULOU Mr. Ilias KONSTANTAKOPOULOS info@esdi.gr I.Konstantakopoulos@rp-grece.be Hungary Hungarian Judicial Academy Ms. Bernadett Erzsebet SIMKO SimkoB@obh.birosag.hu

11 Office of the Prosecutor General Mr. Gábor SZÉPLAKI-NAGY Ireland Irish Committee for judicial studies Judges Ms. Elisha d Arcy Elishad Arcy@Courts.ie / Scuola Superiore della Magistratura Ms. Antonella ROCCA internazionale@scuolamagistratura.it +39 (0) Italy Consiglio di Presidenza della Giustizia Amministrativa sending only hosting only Mr. Francesco GUARRACINO fguarrac@gmail.com Mr. Carlo BUONAURO Buonaurocarlo@gmail.com Latvia Latvian Judicial Training Center Latvian General Prosecution Office and Ms. Endija Logina endija@ltmc.lv Ms. Renāte ĶIPLOKA renate.kiploka@lrp.gov.lv Ms. Dagmara SKUNDRA Dagmara.Skudra@lrp.gov.lv Lithuania National Courts Administration of the Republic of Lithuania Prosecutor General s Office and Ms. Guoda PAUZAITE guoda.pauzaite@teismai.lt Mrs. Laura ALEINIKOVAITE Laura.Aleinikovaite@prokuraturos.lt Mr. Erikas JUCHNEVIČIUS Erikas.Juchnevicius@prokuraturos.lt

12 Luxembourg Parquet général du Grand- Duché du Luxembourg and Mr. Marc SCHILTZ Malta Judicial Studies Committee Judges, Ms. Danielle PACE GRIMA Netherlands Studiecentrum Rechtspleging (SSR) Ms. Elise BLOEM Ms. Nathalie GLIME Poland National School of the Judiciary and Public Prosecution sending only, - hosting only Ms. Anna NATORSKA- MICHROWSKA Ms. Katarzyna KRYSIAK a.michrowska@kssip.gov.pl exchange@kssip.gov.pl k.krysiak@kssip.gov.pl exchange@kssip.gov.pl Supreme Administrative Court Ms. Marta KULIKOWSKA mkulikowska@nsa.gov.pl Portugal Centro de Estudos Judiciarios and Ms. Cristina MESSIAS cristina.c.messias@mail.cej.mj.pt Ms. Ana INÁCIO ana.m.inacio@mail.cej.mj.pt / 00 12

13 Romania National Institute of Magistracy and Ms. Diana MIHAILA Slovakia Judicial Academy and Ms. Dagmar HUPKOVÁ Mr. Miroslav SLASTAN +421/33/ Slovenia Ministry of Justice Judicial Training Center and Ms. Jurka PAVLOVCIC ILOVAR Spain Escuela Judicial Española and Mr. José María ASENCIO GALLEGO josemaria.asencio@cgpj.es Ms. Montserrat ROMEU PUIG montserrat.romeu@cgpj.es Ms. Marta INOCENTES ARAGAY marta.inocentes@cgpj.es Centro de Estudios Jurídicos Ms. Clara Pascual Castroviejo internacional@cej-mjusticia.es Domstolsakademin, Domstolsverket and Ms. Ann-Marie BASUN ann-marie.basun@dom.se mobile Sweden General Prosecutor s Office Prosecutors, Ms. Susanne NORD ANDERSSON Susanne.NORDANDERSSON@aklagare.se Direct General Ms. Caroline HOLST ÅHBECK Caroline.HolstAhbeck@aklagare.se Direct:

14 Mr. Göran KVIST Mobile: Direct General UK England & Wales Judicial College Mr. David THOMAS +44 (0) UK Scotland Judicial Institute Sheriff A DUFF judicialinstitute@scotcourts.gov.uk +44 (0) Academy of European Law (ERA) Academy of European Law (ERA) Mr. Jaroslav OPRAVIL jopravil@era.int +49 (0)