national council meeting decision book - elsa uk...own initiative or at the recommendation of the...

NATIONAL

COUNCIL

MEETING

DECISION

BOOK

Authenticated by

Michael Kest Secretary General

ELSA United Kingdom London, 18th March 2019

1st Edition

National Council Meeting Decision Book

ELSA United Kingdom

1st Edition

2

Table of Contents

Definitions 3

General 4

National Board 5

Decisions Relating to Board Management, External Relations and

Expansion

6

Decisions Relating to Internal Management 9

Decisions Relating to Financial Management 15

Decisions Relating to Marketing 19

Decisions Relating to Seminars and Conferences 20

Decisions Relating Academic Activities 21

Decisions Relating to Moot Court Competitions 24

Decisions Relating to the Student Trainee Exchange Programme 26

Other 33


ELSA United Kingdom

1st Edition

3

Definitions

1. Constitution is the Constitution of the European Law Students’ Association United

Kingdom as approved by the Charity Commission of England & Wales.

2. ELSA Term runs from 1 August to the 31 July of the following year. It is the period

of operation for each National Board and shall be the financial year of ELSA United

Kingdom.

3. Key Areas of ELSA United Kingdom shall refer to Academic Activities (AA),

Seminars and Conferences (S&C), and the Student Trainee Exchange Programme

(STEP) as defined in their respective sections of this Decision Book.

4. Local Group as referred to in this Decision Book shall be read in context of the

definition provided by the Constitution.

5. Member Group as referred to in this Decision Book shall be read in the context of

the definition provided by the Constitution.

6. National Board means the Trustees of ELSA United Kingdom as defined in the

Constitution.

7. National Council Meeting (NCM) as referred to in this Decision Book shall be

read in the context of the definition provided by the Constitution.

8. National Council means the Members of ELSA United Kingdom as defined in the

Constitution.

9. Observer Group as referred to in this Decision Book shall be read in the context of

the definition provided by the Constitution.

10. Regulations of ELSA United Kingdom shall refer to the collective rules set out in

the Constitution and this Decision Book.

11. Supporting Areas of ELSA United Kingdom shall refer to board management,

external relations and expansion (BEE), internal management (IM), financial

management (FM), and marketing (MKT).


ELSA United Kingdom

1st Edition

4

General

1. General Provisions

1.1. The Constitution shall take precedence over any provisions in this Decision Book.

1.2. In the absence of regulation by the Constitution or this Decision Book, all matters shall

be regulated by the International Council Meeting Decision Book.

1.3. ELSA United Kingdom is represented by the National Board and any person appointed

by the National Board to assist in work related to the activities of the association.


ELSA United Kingdom

1st Edition

5

National Board

2. The National Board

2.1. The National Board is the executive body responsible for the administration,

management and organisation of ELSA United Kingdom and its Local Groups.

2.2. It is comprised of the following eight primary positions:

2.2.1. President;

2.2.2. Secretary General;

2.2.3. Treasurer;

2.2.4. Vice President for Marketing;

2.2.5. Vice President for Academic Activities;

2.2.6. Vice President for Seminars and Conferences;

2.2.7. Vice President for the Student Trainee Exchange Programme;

2.2.8. Vice President for Moot Court Competitions.

3. Functions

3.1. The President shall be responsible for board management, external relations and

expansion.

3.2. The Secretary General shall be responsible for the internal management of the

organisation and instructing the National Council.

3.3. The Treasurer shall be responsible for financial management.

3.4. The Vice Presidents as set out in 2.2.4. – 2.2.8 shall be responsible for the overall

planning, coordination and supervision of their respective areas. They are responsible

for the stimulation, supervision and execution of the specific programmes and projects

that the National Council initiates within their respective field of activity.


ELSA United Kingdom

1st Edition

6

Decisions Relating to Board Management, External Relations and

Expansion

5. Definitions

5.1. Local Contact refers to a university at which a Local Group is situated.

5.2. National Contact refers to any external contact that is neither local nor international, as

defined and regulated by the International Council Meeting Decision Book of ELSA.

6. External Relations

6.1. Procedures

6.1.1. Only ELSA United Kingdom has the right to contact national contacts.

6.1.2. Only Local Groups have the right to contact their local contacts.

6.1.3. If a Local Group seeks to contact an external local contact, it shall, beforehand,

inform the officer responsible for external relations of the relevant Local Group.

6.1.4. Before approaching a local contact, ELSA United Kingdom shall request

permission via email from the officer responsible for external relations at the

respective Local Group. This request shall include the location, the website URL,

and information regarding the reason for the intended contact between the local

contact and ELSA United Kingdom.

6.1.4.1. The Local Group shall respond within seven (7) calendar days counting from

the day the email was sent. If the Local Group refuses to grant the request, it

shall state a reason for its refusal.

6.1.4.2. If the Local Group agrees, if it does not respond, or if it does not state a

reason for its refusal, then ELSA United Kingdom may proceed to contact

the local contact.

6.1.5. Before approaching a National Contact, the respective Local Group shall request

permission via email from the officer responsible for external relations of ELSA

United Kingdom. This request shall include the location, the website URL, and

information regarding the reason for the intended contact between the National

Contact and the Local Group.


ELSA United Kingdom

1st Edition

7

6.1.5.1. ELSA United Kingdom shall respond within seven (7) calendar days from the

day the email was sent. If the approach is not granted, the response of ELSA

United Kingdom shall state a concrete reason for the refusal.

6.1.5.2. If ELSA United Kingdom agrees, if it does not respond, or if it does not state

a reason for its refusal, then the Local Group may proceed to contact the

local contact

7. Project sponsorship

7.1. The relevant National Board officer or Organising Committee of any project or event

organised, or co-organised, by ELSA United Kingdom (including NCMs, COMMOOT,

ENC and LHRMCC) shall request permission from the officer responsible for external

relations of ELSA United Kingdom and, if applicable, the respective Local Group, if

they seek to approach an external contact.

7.1.1. ELSA United Kingdom or, if applicable, the respective Local Group, shall respond

within seven (7) calendar days counting from the day the email was sent. If ELSA

United Kingdom, or the Local Group, refuses to grant the request, it shall state a

reason for its refusal.

7.1.2. If ELSA United Kingdom, or the Local Group, agrees, if it does not respond, or if

it does not state a reason for its refusal, then the relevant National Board officer or

the Organising Committee may proceed to contact the external contact.

8. Sanctions

8.1. If ELSA United Kingdom or any of its Local Groups violates the Regulations set out in

section 5 and 6 of this Decision Book, the Groups affected shall, within six months

from the time the harmed Group was informed, reach an agreement on a suitable

sanction. The National Council shall be informed about the sanction agreed upon and a

copy of the agreement shall be sent to the President of ELSA United Kingdom. The

agreement shall not be overruled by the National Council, as long as all the Groups

involved agreed to it. Should no agreement be reached, the National Council shall, at its

own initiative or at the recommendation of the National Board, decide on a suitable

sanction.

8.2. A sanction can in any case exceed the amount received from external contacts during the

past year by the ELSA Group whose rights were violated. The sanction shall be paid to

the Local Group whose rights were violated. If the rights of ELSA United Kingdom

were violated, the sanction shall be paid to ELSA United Kingdom.


ELSA United Kingdom

1st Edition

8

9. Reporting

9.1. If ELSA United Kingdom approaches an external contact after approval from a Local

Group, it shall send a report to the officer responsible for external relations at the

respective Local Group stating how the contact went and whether an agreement was

reached.

9.2. If a Local Group approaches an external contact after approval from ELSA United

Kingdom or a relevant Local Group, it shall send a report to the officer responsible for

external relations at ELSA United Kingdom or the respective Local Group stating how

the contact went and whether an agreement was reached.

9.3. Once the access has been granted to the Local Group or the National Group, the

contact must be initiated within 4 weeks.


ELSA United Kingdom

1st Edition

9

Decisions Relating to Internal Management (IM)

10. General Responsibilities

10.1. ELSA United Kingdom shall:

1) Ensure that all Members and Observers of ELSA United Kingdom comply with

the regulations of the association;

2) Prepare and distribute the State of the Network Inquiry at least 14 days before

the opening of each regular National Council Meeting;

3) Solve the disputes arising between Local Groups in the Network by means of

dialogue when the respective parties cannot reach a mutual agreement amongst

themselves and refer the case to ELSA United Kingdom;

4) Update the ELSA United Kingdom website;

5) Prepare and send an Activity Report of the members of the National Board 21

days prior to an NCM to the Network’s relevant mailing lists;

6) Prepare useful manuals and handbooks and make them available to the

Network;

10.2. Local Groups shall:

1) Comply with the Regulations of ELSA United Kingdom and ELSA

International;

2) Ensure that an up-to date version of their Statutes is submitted to ELSA United

Kingdom within 14 days of any amendments;

3) Submit the updated address and officers’ list of their board to the Secretary

General of ELSA United Kingdom after the election of a new board or after

any changes in their board;

4) Promote national and international activities on the local level, thus increasing

the awareness of ELSA as an international association;

5) Ensure that the State of the Network Enquiry for their Local Group is

accurately filled in and submitted to the National Board electronically at least

seven (7) days before the opening of each regular National Council Meeting;

6) Accept the application of the following rules and sanctions if they fail to comply

with 9.2.

10.3. The failure in filling in or delivering the report by a Local Group shall be deemed a

grave infraction of the regulations, which will result in a financial sanction of up to £150

or 10% of the Local Group’s funds at the discretion of the National Board.

10.3.1.1. In case of any disagreement regarding the abovementioned sanction,

between a Local Group and ELSA United Kingdom, the Local Group has


ELSA United Kingdom

1st Edition

10

the right to address the National Council at the next National Council

Meeting. Only the National Council may modify or revoke the sanction.

11. Knowledge Management

11.1. One Year Operational Plan (OYOP)

11.1.1. An OYOP sets out the operational goals of an ELSA group in all Key and

Supporting Areas for the duration of a single ELSA Term. The OYOP is not

binding but it is used to guide and evaluate the efforts and achievements of the

board members during the ELSA Term.

11.1.2. Specific responsibilities of ELSA United Kingdom:

11.1.2.1. The National Board shall have an OYOP for the duration of the ELSA

Term.

11.1.2.2. While drafting the OYOP, the National Board shall take into consideration

the Strategic Goals of ELSA.

11.1.2.3. The OYOP shall be submitted to Local Groups no later than 1 September

of the ELSA Term and shall be made available on the website of ELSA

United Kingdom.

11.1.3. Specific responsibilities of Local Groups

11.1.3.1. The board of every Local Group shall have an OYOP for the duration of

the ELSA Term.

11.1.3.2. While drafting the OYOP, the Local Group shall take into consideration the

Strategic Goals of ELSA.

11.1.3.3. The OYOP shall be submitted to the Secretary General of ELSA United

Kingdom no later than two (2) weeks prior to the Autumn National Council

Meeting.

12. Transition

12.1. Transition is the process of passing on the knowledge from the preceding to the

succeeding officers.


ELSA United Kingdom

1st Edition

11

12.2. The National Board as well as each Local Group shall ensure good quality of knowledge

management by conducting a comprehensive transition at the end of the term.

12.2.1. This must include, but is not limited to:

1) Handing over all relevant files and documents;

2) Transferring login details to official accounts;

3) Providing a comprehensive overview of obligations to ELSA, ELSA United

Kingdom and, in the case of Local Groups, the Students Union or Law

Faculty.

13. Human Resources

13.1. National Board officers are responsible for their areas as set out in section 2 of the

Decision Book. Each Officer may delegate their regulatory tasks to an appointed

Director or Assistant. National Board Officers are accountable for the actions of their

Directors and Assistants.

13.2. A Director is an officer of ELSA United Kingdom appointed by one or more National

Board officers to fulfil a mandate within the respective officers’ areas.

13.3. An Assistant is an officer of ELSA United Kingdom appointed by one or more

National Board officers to fulfil defined tasks within a limited area or project managed

by the respective officers’ areas.

14. Information Technology

14.1. Website

14.1.1. The official Website of ELSA United Kingdom is https://elsa-uk.org.

14.1.2. The National Board is responsible for maintaining the Website and ensuring that

its contents are accurate and up-to-date.

14.1.3. Each Local Group is responsible for ensuring that its respective section of the

Website is up-to-date.

14.1.4. Local Groups shall provide the National Board with information for the Website

within 31 days of receipt of written request by the National Board.

https://elsa-uk.org/


ELSA United Kingdom

1st Edition

12

14.1.4.1. The National Board will publish submissions within 31 days of receiving

them.

14.2. E-mail

14.2.1. Local Groups and their officers shall use the official emails provided by ELSA

United Kingdom ending in @uk.elsa.org for all official ELSA related

communications.

14.2.2. The e-mail signatures shall contain:

1) the name of the officer; 2) the position the officer holds or the area he/she is responsible for; 3) the name of the Local Group; 4) the ELSA logo of the Local Group.

15. Individual Members

15.1. Students and recent graduates can become Individual Members of ELSA United

Kingdom.

15.2. Individual Members are not affiliated with Local Groups and have no voting rights at

the National Council Meetings.

15.3. Students may not become Individual Members of ELSA United Kingdom if there is an

ELSA United Kingdom Local Group at their University.

15.4. Individual Members will be able to apply and participate in international events and

represent ELSA United Kingdom at internal meetings.

15.5. Individual Members will be able to run for positions on the National Board.

15.6. The Secretary General of ELSA United Kingdom is responsible for Individual

Members. Requests for individual membership will be made to them.

16. Honorary membership


ELSA United Kingdom

1st Edition

13

16.1. Honorary membership may be awarded to individuals, legal persons and associations of

individuals who support the aims and purposes of ELSA. The admission and

contributions of such members shall be decided by ELSA United Kingdom.

16.2. The National Board may appoint an Honorary Member. Local Groups may petition for

the appointment of an Honorary Member.

16.3. The National Board and the Honorary Member may unilaterally revoke the

appointment at any time.

17. Expulsion of Local Groups

17.1. A Local Group may be expelled from ELSA United Kingdom by a two-thirds majority

vote by the National Council if that group has either:

1) Violated the Regulations of ELSA United Kingdom; or 2) Failed to pay any fees or amounts due to ELSA United Kingdom; or 3) Caused considerable harm to ELSA United Kingdom or any one of its Local

Groups 4) Ceased to support the aims and activities of ELSA; 5) Ceased to take appropriate measures in case anyone within the group’s

responsibility violates points 1, 3 and 4 above.

18. National Council Meeting Attendance

18.1. Each Local Group must send a minimum of three (3) delegates to every National

Council Meeting.

18.2. The delegation representing the Local Group shall consist of at least one board

member. The remaining members of the delegation may be non-active members of the

group.

18.3. Following the announcement of the dates for a National Council Meeting, each Local

Group has seven (7) days to raise objections to the chosen dates.

18.3.1. If a Local Group raises objections to the chosen dates, it must provide grounds

for the objections.

18.3.2. The National Board shall use its best endeavours to propose an alternative date if

it finds the grounds of objection to be reasonable.


ELSA United Kingdom

1st Edition

14

18.3.3. If the National Board does not find the grounds to be reasonable, it will inform

the Local Group of this decision and attendance at the National Council Meeting

will be mandatory or the Local Group will face a sanction according to section

18.3.4.

18.3.4. A Local Group which fails to send three (3) delegates to a National Council

Meeting will be subject to the following sanctions to be imposed at the discretion of

the National Board:

1) Removal of voting rights at the following National Council Meeting;

2) A financial penalty totalling 10% of the annual income of the Local Group

or a financial penalty totalling the participation fee of a minimum

delegation to the relevant National Council Meeting not attended,

whichever is the higher.

18.3.5. Failure to pay the above fee and/or non-attendance at the subsequent National

Council Meeting will result in the demotion of the group as follows:

1) If the Local Group is a Member: demotion to an Observer; or 2) If the Local Group is an Observer: removal from ELSA United

Kingdom.

18.3.6. On the first occasion of non-attendance, the Local Group may be excused

provided a legitimate reason is submitted to the National Board and approved at its

discretion in advance of the start of the National Council Meeting.


ELSA United Kingdom

1st Edition

15

Decisions Relating to Financial Management (FM)

19. Quality in Financial Management

19.1. Quality in financial management is based on financial principles. These are the

principles of truth, transparency, completeness, and continuity.

20. Payment Agreements

20.1. Payment agreements create clear payment regulations and thus ensure a certain degree

of security for both parties involved in the agreement.

20.2. A payment agreement between ELSA United Kingdom and a Local Group shall be in

written form signed by both parties either through a digital or original signature.

20.3. The following content is mandatory within a payment agreement:

a) The name and address of both parties;

b) Current debt at the time of the agreement and a detailed description of the

composition of the debt;

c) The repayment procedure;

d) Bank account details of the creditors.

20.4. Payment Agreements shall be revised before each National Council Meeting.

20.5. If the debtors are in no condition to fulfil the obligations generated by the agreement,

they shall provide ELSA United Kingdom with all documents needed to prove their

financial difficulties. If they fail to do so, ELSA United Kingdom may apply a penalty

fee up to 5% of the outstanding amount for each unpaid instalment.

21. Reimbursement Regulations

21.1. Definition

21.1.1. A reimbursement is monetary compensation paid for expenses made on behalf of

ELSA United Kingdom.

21.2. General Regulations


ELSA United Kingdom

1st Edition

16

21.2.1. A reimbursement will only be made for expenses which have been made following

prior consultation with the National Board of ELSA United Kingdom, represented

by the Treasurer.

21.2.2. Reimbursements must be claimed with a form provided by the Treasurer of ELSA

United Kingdom upon request.

21.2.3. A reimbursement may only be made for an expense backed by a valid proof of

payment for which either the original proof or a digital copy is submitted along with

the reimbursement form.

21.2.4. Reimbursements are made via bank transfer Pound Sterling (GBP). The

beneficiary of the transaction shall bear any transaction fees, unless an alternative is

agreed upon with the Treasurer of ELSA United Kingdom.

21.2.5. Reimbursement forms for expenses made in a currency other than GBP must be

accompanied by a currency conversion in which the conversion date is the date of

the transaction.

21.2.6. Reimbursement claims must be submitted within three (3) months of the date of

the expense.

22. Fees

22.1. Local Group fees

22.1.1. Local Groups of ELSA United Kingdom shall pay a fee to ELSA United

Kingdom levied once during each ELSA Term.

22.1.2. The fee for a Member Group is £150 per ELSA Term.

22.1.3. The fee for an Observer Group is £100 per ELSA Term.

22.1.4. The Local Group fee shall be collected by invoice issued by the Treasurer of

ELSA United Kingdom in the period between the Autumn NCM and the Spring

NCM. A Local Group shall have a minimum of 31 days to pay the Local Group Fee

beginning on the day following the invoice date. Failure to pay within the 31 day

period constitutes non-compliance of financial obligations by the respective Local

Group.

22.1.5. If a formal request is submitted to the Treasurer of ELSA United Kingdom on

any date prior to the deadline for completing the Local Group Fee payment, the

Treasurer of ELSA United Kingdom may allow payment after the payment deadline


ELSA United Kingdom

1st Edition

17

or payment in instalments, granted that the financial situation of the Local Group

justifies such a measure. Such a measure is at the discretion of the Treasurer of

ELSA United Kingdom and shall be effective subject to the completion of a

Payment Agreement between ELSA United Kingdom and the Local Group.

22.2. Individual Member Fees

22.2.1. Individual Members of ELSA United Kingdom must pay a fee to ELSA United

Kingdom levied once during the ELSA Term. The acquisition and retention of

individual membership is subject to the prior payment of the Individual Member

Fee.

22.2.2. The Individual Member Fee is £15 per ELSA Term.

22.2.3. The Individual Member Fee shall be collected by invoice issued by the Treasurer

of ELSA United Kingdom after an Individual Membership Enquiry Form has been

submitted.

22.2.4. Individual Membership is effective from the date when the Individual Member

Fee is received in full until the next 31 July.

22.2.5. For events of ELSA United Kingdom in which non-members are eligible to

participate, ELSA United Kingdom may award to a winner or to a group of winners

Individual Membership of the Association as a prize to expire on the next 31 July.

For such prizes, the Individual Member Fee is waived by ELSA United Kingdom at

the discretion of the Treasurer of ELSA United Kingdom.

23. Budget and Accounts

23.1. The costs arising from the administration of ELSA United Kingdom and its activities

shall be funded through Local Group fees, Individual Membership fees, and any event

or project participation fees.

23.2. ELSA United Kingdom may collect a percentage of Local Group sponsorship capital. If

any amount is to be collected, the percentage shall be the same for all Local Groups and

set at the beginning of the ELSA Term to be effective for the duration of that term.

23.3. ELSA United Kingdom shall use its funds and the fees collected during the ELSA Term

in the following ways in order of priority:

i) to pay fees owed to ELSA;

ii) for the interests, promotion and growth of ELSA United Kingdom;

iii) to support Local Groups.


ELSA United Kingdom

1st Edition

18

23.4. The budget of ELSA United Kingdom shall be presented at every National Council

Meeting.


ELSA United Kingdom

1st Edition

19

Decisions Relating to Marketing (MKT)

24. Definition 24.1. Marketing is one of the Supporting Areas of ELSA United Kingdom which aims to

raise the awareness of ELSA and ELSA United Kingdom in society. It provides marketing materials and strategies for the realisation of the activities and projects of all areas of ELSA United Kingdom in cooperation with the respective officers. Marketing builds relationships with different target groups and makes sure ELSA and ELSA United Kingdom is presented to them according to their needs.

25. Responsibilities


1) Make sure that the uniformity rules are known and implemented throughout

the Network;

2) Supervise the correct use of the uniformity rules in all Local Groups and

contact any non-complying group immediately informing it about the specific

breach and how to correct it;

3) Implement the strategy provided by ELSA International for the promotion of

ELSA International’s projects;

4) Provide templates and project marketing packages for Local Groups;

5) Explain the uniformity rules and the ELSA Brandbook guidelines to the

Network in order to create a common understanding and consistency of use.


1) Make sure that the uniformity rules are known and implemented throughout

the Network;

2) Local Groups shall:

3) Ensure the protection of the ELSA brand and the positive image of the

Association;

4) Promote projects of ELSA International & ELSA United Kingdom following

the provided guidance;

5) Follow the templates and project marketing packages provided by ELSA

United Kingdom;

6) Follow the uniformity rules and ensure their implementation and awareness

in the respective local networks;

7) Make sure that all breaches are corrected immediately;

8) Consult the officer of ELSA United Kingdom when in doubt.


ELSA United Kingdom

1st Edition

20

Decisions Relating to Seminars and Conferences (S&C)

26. Responsibilities


1) Support, inform and promote the S&C projects, officers and Local Groups; 2) Facilitate the organisation of ELSA Day and IFP projects on the national

level, following the responsibilities of ELSA United Kingdom set out in the

ELSA Day and IFP sections of the International Council Meeting Decision

Book; 3) Ensure that ELSA Delegations are actively promoted in Local Groups of

ELSA United Kingdom and ensure that all Local Groups of ELSA United

Kingdom are aware and well informed of contents, relevant deadlines and

procedures, application and promotion of ELSA Delegations and other

relevant opportunities.


1) Maintain effective communication with ELSA United Kingdom throughout

the ELSA Term, by:

a. Submitting the Events Specification Form (ESF) for all events

organised by the Local Group, no later than one week prior to the

event taking place, via the ELSA United Kingdom website;

b. Submitting the Evaluation Form, no later than a month after the

event has taken place, via the ELSA United Kingdom website; 2) Follow instructions relevant to the organisation of ELSA Day and IFP

projects provided by ELSA United Kingdom and also found in the ELSA

Day and IFP sections of the International Council Meeting Decision Book; 3) Ensure that the Call for ELSA Delegations will include a clear description,

practical information and a general task description for the ELSA Delegates.

The Call for Applications shall be actively promoted by all Local Groups. 4) Organise ELSA Day events as prescribed by ELSA.


ELSA United Kingdom

1st Edition

21

Decisions Relating to Academic Activities (AA)

27. General:

27.1. Academic Activities (AA) is one of the Key Areas of ELSA United Kingdom that aims

to contribute to the legal education of law students and young lawyers through

interactive practical activities by means of critical dialogue and scientific cooperation. It

prepares them for a professional life and gives them an understanding of different legal

systems.

27.2. An AA project is a project where participants acquire legal skills by means of practical

and (inter)active learning through an academic competition, a legal research group, a law

review, a ‘lawyers at work’ event or any other activity.

28. General Responsibilities of ELSA United Kingdom

28.1. The Vice President for Academic Activities of ELSA United Kingdom is responsible

for coordination and organisation of national projects under the ambit of academic

activities.

28.2. The Vice President for Academic Activities of ELSA United Kingdom is the main point

of contact for the Vice Presidents for Academic Activities of Local Groups and must

support them in organising their own academic activities locally. Assistance may be given

in different forms including general advice, materials, trainings and handbooks.

29. Academic Activities in ELSA United Kingdom

29.1. Amicus Essay Competition

29.1.1. The Amicus Essay Competition is an essay competition organised by ELSA

United Kingdom and ELSA Ireland, in partnership with Amicus ALJ with a specific

focus on the death penalty.

29.2. Student and Comparative European Law Review (SCELR)

29.2.1. SCELR is an initiative organised by ELSA United Kingdom and ELSA Ireland

providing high-quality student-authored articles and case notes on comparative and

European law.

29.3. Specific Responsibilities of ELSA United Kingdom:


ELSA United Kingdom

1st Edition

22

29.3.1. The Vice President for Academic Activities of ELSA United Kingdom is overall

responsible for the organisation of the Amicus Essay Competition and SCELR.

29.3.2. The Vice President for Academic Activities of ELSA United Kingdom is

responsible for ensuring that any partnerships regarding the Amicus Essay

Competition and SCELR continue and/or finding new partners.

29.3.3. The Vice President for Academic Activities of ELSA United Kingdom is

responsible for ensuring that the Amicus Essay Competition and SCELR run

according to the rules set for each project, which may be amended if the need arises.

29.4. Specific Responsibilities of Local Groups

29.4.1. Local Groups must promote the Amicus Essay Competition and SCELR and

encourage participation.

30. The ELSA United Kingdom Negotiation Competition (ENC)

30.1. The ENC is a simulation of a negotiation process between different parties, conducted

by teams consisting of two law students and/or young lawyers representing a party in

the respective negotiation. It is open to teams from all ELSA National Groups and

ELSA United Kingdom Local Groups.

30.2. The simulations will be observed and evaluated by a panel of judges that shall provide

participants feedback to advance their negotiation skills.

30.3. The National Round of the ENC is organised annually by ELSA United Kingdom.

Local Groups may organise Local Qualification Rounds.

30.4. Specific Responsibilities of ELSA United Kingdom

30.4.1. ELSA United Kingdom is responsible for the organisation of the ENC. The Vice

President for Academic Activities of ELSA United Kingdom is the overall

responsible person for the coordination of the ENC.

30.4.2. ELSA United Kingdom shall attempt to host the ENC at a neutral venue

understood as a venue not occupied by a Local Group. If unsuccessful, ELSA

United Kingdom shall open a call for hosting the National Round of the ENC

before the Final Plenary of the Autumn National Council Meeting. ELSA United

Kingdom is not obliged to appoint any of the applying hosts if the applications do

not meet the selection criteria as set out in point 30.4.2.2 below.


ELSA United Kingdom

1st Edition

23

30.4.2.1. ELSA United Kingdom shall provide templates for applications for hosts,

containing a motivation letter, draft agenda, draft budget and organisational

timeline.

30.4.2.2. In appointing the host, ELSA United Kingdom shall take the following

criteria into account:

1) The financial situation of the Local Group; 2) The accessibility and suitability of the proposed location; 3) The number of other events that could potentially affect the quality of the

National Round; 4) The experience of the Local Group with regards to similar events.

30.4.2.3. ELSA United Kingdom may ask for additional documentation (e.g. previous

final accounts, annual budget) in order to assess the criteria mentioned in

point 30.4.2.2.

30.4.2.4. ELSA United Kingdom shall give each applying group feedback regarding

the assessment of the criteria mentioned in point 30.4.2.2.

30.4.3. ELSA United Kingdom shall support Local Groups in organising Local

Qualification Rounds.


30.5.1. Local Groups must actively promote the ENC as a priority before other

negotiation competitions outside of ELSA United Kingdom by using the provided

marketing materials.

30.5.2. Local Groups must, if choosing to organise a Local Qualification Round, notify

ELSA United Kingdom at least two (2) weeks prior to the Local Qualification

Round through the Event Specification Form at the website of ELSA United

Kingdom.

30.5.3. Local Groups must attempt to gather participants and must support them in order

to take part in the ENC.


ELSA United Kingdom

1st Edition

24

Decisions Relating to Moot Court Competitions (MCC)

31. General

31.1. A Moot Court Competition is a simulated hearing and court proceeding in a certain area

of law and aims at bridging the gap between theory and practice.

31.2. Representing the two opposing parties, law students and/or young lawyers argue a

fictitious case written by an expert in the area in front of a qualified panel of judges.

31.3. The first stage of a Moot Court Competition should consist of Written Submissions by

both parties to the dispute and the second stage should consist of Oral Submissions.

32. General Responsibilities of ELSA United Kingdom

32.1. The Vice President for Moot Court Competitions of ELSA United Kingdom must

support the Local Officers responsible for moot court competitions in their respective

ELSA Groups.

32.2. The Vice President for Moot Court Competitions of ELSA United Kingdom must

provide necessary materials and information on how to organise Moot Court

Competitions to the Local Groups. This should be done through, among others,

workshops, trainings, manuals, handbooks and guidelines and by updating outdated

materials and making sure that all these tools are available.

33. The ELSA United Kingdom Moot Court Competitions

33.1. The ELSA United Kingdom Commercial Law Moot Court Competition

(COMMOOT)

33.1.1. COMMOOT simulates a commercial law dispute and must focus on a new type of

commercial contracts each year. It is open to teams from all ELSA National Groups

and ELSA United Kingdom Local Groups.

33.1.2. COMMOOT consists of 2 mandatory rounds: The Written Round and the Oral

Round. Local Groups may organise Local Qualification Rounds.

33.2. The London Human Rights Moot Court Competition (LHRMCC)

33.2.1. The LHRMCC is a simulated hearing of the European Court of Human Rights. It

is open to teams from all ELSA National Groups and ELSA United Kingdom

Local Groups.


ELSA United Kingdom

1st Edition

25

33.2.2. The competition consists of 2 mandatory rounds: The Written Round and the

Oral Round. Local Groups may organise Local Qualification Rounds.

33.3. Specific Responsibilities of ELSA United Kingdom

33.3.1. ELSA United Kingdom is responsible for the organisation of COMMOOT and

the LHRMCC. The Vice President for Moot Court Competitions of ELSA United

Kingdom is the overall responsible person for the coordination of COMMOOT

and the LHRMCC.

33.3.2. ELSA United Kingdom shall attempt to host the Oral Rounds of COMMOOT

and the LHRMCC at a neutral venue understood as a venue not occupied by a

Local Group. If unsuccessful, ELSA United Kingdom shall open a call for Oral

Round hosts for COMMOOT and the LHRMCC before the Final Plenary of the

Spring National Council Meeting. ELSA United Kingdom is not obliged to appoint

any of the applying hosts if the applications do not meet the selection criteria as set

out in point 33.3.2.2 below.

33.3.2.1. ELSA United Kingdom shall provide templates for applications for hosts,

containing a motivation letter, draft agenda, draft budget and organisational

timeline.

33.3.2.2. In appointing the host, ELSA United Kingdom shall take the following

criteria into account:

1) The financial situation of the Local Group; 2) The accessibility and suitability of the proposed location; 3) The number of other events that could potentially affect the quality of the

National Round; 4) The experience of the Local Group with regards to similar events.

33.3.2.3. ELSA United Kingdom may ask for additional documentation (e.g. previous

final accounts, annual budget) in order to assess the criteria mentioned in

point 33.3.2.2.

33.3.2.4. ELSA United Kingdom shall give each applying group feedback regarding

the assessment of the criteria mentioned in point 33.3.2.2.

33.3.3. ELSA United Kingdom shall apply for having the LHRMCC organised as a

Regional Round of the European Human Rights Moot Court Competition each

year.


ELSA United Kingdom

1st Edition

26


33.4.1. Local Groups must promote the Moot Court Competitions of ELSA United

Kingdom as a priority before other Moot Court Competitions outside of ELSA

United Kingdom by using the provided marketing materials.

33.4.2. Local Groups must attempt to gather participants and must support them in order

to take part in the ELSA United Kingdom Moot Court Competitions.

33.4.3. Local Groups must, if choosing to organise a Local Qualification Round of

COMMOOT or the LHRMCC, notify ELSA United Kingdom at least two (2)

weeks prior to the Local Round through the Event Specification Form at the

website of ELSA United Kingdom.

33.4.4. Local Groups must, if organising a Local Moot Court Competition or Intervarsity

Moot Court Competition, notify ELSA United Kingdom at least two (2) weeks

prior to the Competition through the Event Specification Form at the website of

ELSA United Kingdom.


ELSA United Kingdom

1st Edition

27

Decisions Relating to STEP

34. Definitions

34.1. STEP

34.1.1. The Student Trainee Exchange Programme (hereinafter “STEP”) is one of the key

areas of ELSA. STEP is aimed at providing work placements in the legal sector

(hereinafter “STEP Traineeships”) with partner organisations (hereinafter “STEP

Traineeship Providers”) to ELSA members outside their home jurisdictions. STEP

is regulated by ELSA International.

34.2. STEP Calendar

34.2.1. All the key dates and deadlines are set by ELSA International at the beginning of

each term in office (hereinafter “the STEP Calendar”). The dates and deadlines are

divided into two cycles (hereinafter “STEP Cycles 1 and 2”).

34.3. STEP Job Hunting

34.3.1. STEP Job Hunting refers to the process of obtaining STEP Traineeships by ELSA

International, ELSA United Kingdom and other National ELSA Groups, and Local

Groups. There is one Job Hunting Deadline in each STEP Cycle, but Job Hunting

may be conducted throughout the year on an ongoing basis.

34.4. STEP Launch

34.4.1. STEP Launch is the date when all the STEP Traineeships are published on the

online platform provided and maintained by ELSA International, and when the

application period opens. There is one STEP Launch in each STEP Cycle.

34.5. Student Hunting

34.5.1. Student Hunting refers to the process of marketing the available STEP

Traineeships to prospective applicants, and processing the applications submitted

by members of ELSA United Kingdom and Local Groups. The applications are

processed through the online platform provided for and maintained by ELSA

International. There is in each STEP Cycle one application deadline (hereinafter

“the External Student Hunting Deadline”) and one deadline for verifying approving

the applications by ELSA United Kingdom and Local Groups (hereinafter “the

Internal Student Hunting Deadline”).

34.6. Matching


ELSA United Kingdom

1st Edition

28

34.6.1. Matching refers to the process of cross-checking the applications and matching

the qualifying applicants with the STEP Traineeships applied for. Matching is

conducted by ELSA International without the involvement of ELSA United

Kingdom and Local Groups.

34.7. Selection of Applicants

34.7.1. Selection refers to the process of the STEP Traineeship Providers doing the final

ranking of the matched applicants. The list of matched applicants is provided by

ELSA International. There is one deadline presented to the STEP Traineeship

providers in each STEP Cycle (hereinafter the “Selection Results Deadline”). The

STEP Traineeship providers may contact and interview the matched applicants

during this period.

34.8. Reception of STEP Trainees

34.8.1. Reception refers to the process of ELSA United Kingdom or a Local Group of

the STEP Traineeship (hereinafter the “Hosting Group”) preparing for and

receiving the applicants selected for a STEP Traineeship in the United Kingdom

(hereinafter “STEP Trainees”).

34.9. Evaluation

34.10. Evaluation refers to the process following the completion of a STEP Traineeship

where both the STEP Trainee and the STEP Traineeship Provider evaluate and rate

their experiences.

35. STEP Procedure

35.1. ELSA United Kingdom and Local Groups shall provide support to ELSA International

throughout the STEP process as appropriate and as articulated in this Decision Book.

36. Job Hunting

36.1. Administration

36.1.1. Both ELSA United Kingdom and Local Groups may pursue STEP Traineeships.

36.1.2. ELSA United Kingdom shall:

1) Coordinate Job Hunting in the United Kingdom by Local Groups, and

maintain a centralised database accessible by all Local Groups; and


ELSA United Kingdom

1st Edition

29

2) Provide Local Groups all the training, information, and resources related to

Job Hunting as may be necessary.

36.1.3. Local Groups shall:

1) Update ELSA United Kingdom about pursuing prospective STEP

Traineeship Providers; and 2) Seek the permission of ELSA United Kingdom when pursuing National

Contacts or International Contacts.

36.2. STEP Traineeship Specification Form

36.2.1. STEP Traineeship Providers must complete and submit the Traineeship

Specification Form (hereinafter the “TSF”). The TSF is provided by ELSA

International on ELSA Officers Portal, and ELSA International may make

amendments to the TSF.

36.3. Contact Groups

36.4. Where a Local Group secures a STEP Traineeship, that Local Group shall become the

main contact with the respective STEP Traineeship Provider (hereinafter the “Contact

Group”).

36.5. The Contact Group shall:

1) Ensure that all the documentation, including the TSF, is filled, signed, and

submitted properly by the STEP Traineeship Provider; 2) Keep the STEP Traineeship Provider updated about the process and any

relevant developments; and 3) Keep ELSA United Kingdom updated about any changes and any relevant

developments with respect to the STEP Traineeship Provider.

36.6. Territoriality of STEP Traineeships

36.6.1. ELSA United Kingdom and Local Groups may only pursue prospective STEP

Traineeships in the United Kingdom.

36.6.2. Where an Officer of ELSA United Kingdom or a Local Group pursues a

prospective STEP Traineeship outside the United Kingdom, the permission of the

respective National Group or ELSA International is first required.

36.6.3. Where an Officer of ELSA United Kingdom or a Local Group pursues

International Contacts, the permission of ELSA International is first required.


ELSA United Kingdom

1st Edition

30

STEP Traineeships with international governmental or non-governmental

organisations or bodies thereof (hereinafter “Institutions”) are considered as

International Contacts, administered by ELSA International.

36.7. Nature of STEP Traineeships

36.8. The traineeships may take place in any sector and/or organisation where the STEP

Trainee works with law-related matters. STEP Traineeships with political fractions (e.g.

political parties) are not permitted.

36.9. Remuneration of the STEP Trainees

36.9.1. All STEP Traineeships shall be paid by the respective STEP Traineeship Provider,

or by the Contact Group, or ELSA United Kingdom. The remuneration should as

the minimum cover the general costs of living in the respective location of the

STEP Traineeship for its duration. The remuneration may be monetary and/or

non-monetary (e.g. accommodation, meals, transport ticket, etc.).

36.9.2. Unpaid Traineeships

36.9.2.1. STEP Traineeships may be unpaid if:

1) The STEP Traineeship Provider is a non-profit organisation or a charity,

and it does not generally remunerate its trainees; or

2) At the discretion of ELSA International, the prestige of the traineeship

provider or the high quality of the traineeship experience is deemed

sufficient to compensate for the lack of remuneration.

36.9.2.2. ELSA United Kingdom and Local Groups shall try to fundraise to

compensate for the lack of remuneration by the STEP Traineeship Provider.

37. Student Hunting

37.1. Administration

37.1.1. ELSA United Kingdom shall provide Local Groups all the training, information,

and resources related to Student Hunting as may be necessary.

37.1.2. Local Groups shall provide information about STEP Traineeships, and support

for their members applying for STEP.


ELSA United Kingdom

1st Edition

31

37.2. Eligibility

37.2.1. Members of ELSA United Kingdom or a Local Group can apply for STEP

Traineeships organised outside the United Kingdom (traineeship code TN/GB),

with the exception of:

37.2.2. The international STEP Traineeships organised by ELSA International which take

place in the United Kingdom (traineeship code TN/EI); and

37.2.3. Exchange students and international postgraduate students studying in the United

Kingdom at the time of applying.

37.3. Student Application Form

37.3.1. Applicants must fill and submit the Student Application Form (hereinafter the

“SAF”) by the External Student Hunting Deadline. The SAF is provided by ELSA

International.

37.4. Review of Applications

37.4.1. Local Groups shall review the applications submitted by their respective members.


1) Verify the applications already reviewed by Local Groups; and 2) Review the applications submitted by the individual members of ELSA

United Kingdom. 3) In case the Local Group of an applicant lacks a dedicated Officer to review

the application, ELSA United Kingdom may contact the applicant directly to

review and verify the application.

37.4.3. The review process must be completed by the Internal Student Hunting Deadline.

37.4.4. ELSA United Kingdom may contact the applicants directly if:

1) The applicant is an individual member of ELSA United Kingdom; or 2) The Local Group of the applicant lacks a dedicated Officer to to verify

applicants and approve applications.

38. Matching and Selection

38.1. Contact between the STEP Traineeship Provider and the Applicant


ELSA United Kingdom

1st Edition

32

38.1.1. An applicant may not contact the STEP Traineeship Providers at any stage of the

process before the selection results for the Cycle are published by ELSA

International, unless the STEP Traineeship Provider contacts the applicant first.

38.2. Selection of the STEP Trainees by the STEP Traineeship Providers

38.2.1. ELSA International provides ELSA United Kingdom with the login credentials of

the STEP Traineeship Providers situated in the United Kingdom to access the

online platform maintained by ELSA International. On this online platform, STEP

Traineeship Providers may view the list of matched applicants and rank the

applicants in the order of preference.

38.2.2. ELSA United Kingdom shall forward the login credentials within three (3) days to

the STEP Traineeship Provider either directly or through the Contact Group.

38.2.3. With the consent of the STEP Traineeship Provider, ELSA United Kingdom or

the Contact Group may access onto the online platform on behalf of the STEP

Traineeship Provider and submit the selection of the STEP Trainees.

38.2.4. The Contact Group or ELSA United Kingdom shall confirm that the selection of

the STEP Trainees is completed and submitted correctly by or on behalf of a STEP

Traineeship Provider.

38.2.5. The selection of the STEP Trainees shall be completed by the Deadline for

Selection Results provided by ELSA International.

39. Reception

39.1. The Contact Group and/or ELSA United Kingdom shall provide the STEP Trainees

coming for a STEP Traineeship in the United Kingdom with appropriate assistance

before, during and after their STEP Traineeship.

39.2. Adequate preparation before the arrival consists of providing the STEP Trainee with at

least the following information about:

1) Information about the United Kingdom and the city of the STEP

Traineeship; 2) Information about the STEP Traineeship Provider, and the contact details of

a representative; 3) Information about and support when applying for necessary documentation

(e.g. visa, work permit, residence permit, insurance, etc.);


ELSA United Kingdom

1st Edition

33

4) Information about finding accommodation matching the trainee’s

preferences; and 5) Information about local possibilities to get involved (e.g. local and national

ELSA events). 6) ELSA United Kingdom shall maintain an online handbook which contains

the relevant information, and which may be distributed to the STEP Trainees

prior to their arrival (hereinafter the “Reception Handbook”).

40. Continuous and Final Evaluation

40.1. The Contact Group or ELSA United Kingdom shall:

1) Proactively evaluate the experiences of the STEP Trainee and the STEP

Traineeship Provider throughout the STEP Traineeship, and provide ELSA

United Kingdom with periodical updates;

2) During the last week of the STEP Traineeship, send the STEP Trainees and

the STEP Traineeship Provider the online evaluation forms maintained by

ELSA International;

3) Remind the STEP Trainee to fill in the evaluation form within four (4) weeks

of the last of the STEP Traineeship in order to receive the STEP Certificate

from ELSA International, and request for the permission to publish the

testimonial on ELSA United Kingdom’s website; and

4) Request the STEP Traineeship Provider to fill in the evaluation form as soon

as possible.


ELSA United Kingdom

1st Edition

34

Other

41. ELSA United Kingdom LAW CAREERS

41.1. Definition

41.1.1. ELSA United Kingdom Law Careers (hereinafter “LC”) is an initiative of ELSA

United Kingdom aimed at providing work placements in the legal sector

(hereinafter “LC Traineeships”) with partner organisations (hereinafter “LC

Providers”) situated in the United Kingdom to the members of ELSA United

Kingdom (hereinafter “LC Trainees”). LC shall operate alongside STEP without

compromising from the latter as a Key Area of ELSA.

41.2. Responsibilities


1) Coordinate LC, and provide and maintain the relevant documents, including

the contracts with LC Providers and LC Trainees;

2) Provide Local Groups all the training, information, and resources related to

LC as may be necessary;

3) Provide for and maintain the online platform for advertising LC Traineeships

and processing applications by the members of ELSA United Kingdom; and

4) Coordinate the hunt for LC Providers, and maintain a centralised database

accessible by all Local Groups.

Local Groups shall:

5) Assist ELSA United Kingdom, and promote LC alongside STEP to their

members and partners alike;

6) Update ELSA United Kingdom about pursuing prospective LC Providers;

7) Seek the permission of ELSA United Kingdom when pursuing National

Contacts or International Contacts; and

8) Review the applications submitted by their respective members.

national council meeting decision book - elsa uk...own initiative or at the recommendation of the...

Documents