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1.
The ECPR’s Executive Committee and Academic
Director are responsible for the academic programme
of the Joint Sessions. They agree workshop topics
and appoint workshop directors. The Administrative
Director and members of the ECPR Central Services
staff are responsible for the administrative arrangements,
day-to-day organisation and liaising with the host
institution.
WORKSHOP
PROPOSALS
2.
Any scholar belonging to an institution which is a
full member of the ECPR has the right to propose to
organise a workshop. Associate members may propose
to co-direct a workshop with a scholar belonging to
a full ECPR member institution. Proposers should bear
in mind that it is unlikely that a workshop will be
accepted where that same person has directed a workshop
within the last two years. It is recommended that
there are two directors owing to the amount of work
involved in organising a workshop. Where there are
two co-directors, they should come from different
institutions and preferably from different countries.
3.
A detailed proposal should be sent to the Central
Services for consideration at the Executive Committee
meeting held in the spring one year before the Joint
Sessions to which it applies. Workshop proposal forms
are available on request from the Central Services
or via the ECPR web site. The deadline
for submission of workshop proposals is 15 February
each year .
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PUBLICITY
& APPLICATIONS TO PARTICIPATE
4.
Once the academic programme has been decided, details
of all the workshops, together with contact details
of the directors, are put on the web site and publicised
in the ECPR’s monthly email bulletin. Programme
leaflets and posters are also produced by the Central
Services and sent to all member institutions. The
web site is continually updated with new information,
including the social programme and accommodation/hotel
booking arrangements. It is the responsibility of
Official Representatives in each institution to ensure
that all their colleagues are informed about the workshops.
5.
Applications to participate in workshops should be
made to workshop directors no later than
1st December in the year preceding the
Joint Sessions.
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ACADEMIC PREPARATION
& SELECTION OF PARTICIPANTS
6. Individual workshop directors are responsible
for all academic aspects of their workshop. In particular,
directors decide on the topics to be covered and select
participants. However, in order to ensure that all
member institutions of the ECPR draw maximum benefit
from the Joint Sessions, the following guidelines
should be observed:
6.1
The directors should use their own contacts
when selecting participants, but must ensure that
the workshop is open to other applications, that
is, the workshop must not consist of a closed group
of researchers. To be considered, potential participants
must currently be conducting research in the field
of the workshop; they are expected to present a
paper or a research document at the workshop.
6.2
Where a paper is co-authored, only one
of the authors should be invited to attend the workshop.
If both do attend (on the condition that there is
room in the workshop and no place is denied someone
who could contribute a relevant paper), only one
co-author may claim reimbursement from the ECPR.
6.3
Scholars from outside the ECPR should
not constitute more than 10% of the total number
of participants, and their participation should
be sought only where this is essential to the academic
development of the workshop. Non ECPR participants
are also required to pay a conference fee (see 11.5
below).
6.4
Workshop directors should endeavour
to ensure that there is a wide geographical spread
of participants. No more than two participants should
be included from one institution. Care should also
be taken to ensure an age and gender balance.
6.5
In order to ensure that the aim of the
workshop is attained – namely the active participation
and collaboration of political scientists of all
levels – directors should bear in mind that
anyone from a research student to a full professor,
working in the field of the workshop, is entitled
to apply. Please note, however, that if a graduate
student is accepted to participate, he/she should
be well advanced in their research.
6.6 The optimum number of participants
in each workshop is fifteen to sixteen, but in order
to allow for the possibility that several people
may drop out, directors should initially recruit
up to twenty-two participants. In the event that
the number of participants falls to below eight,
the ECPR may suggest the cancellation of the workshop.
6.7
Workshop directors should send the list
of names and addresses of participants with titles
of their papers to the Central Services at the University
of Essex as soon as possible after the deadline
for applications has passed and certainly no later
than the end of the first week of January.
6.8
Directors should circulate contact information
for each member of the workshop as soon as the final
list of participants has been agreed with the Central
Services. This will then ensure that members of
the workshop can communicate with each other and
papers can be circulated in good time.
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7. WORKSHOP
TIMETABLE
7.1
A workshop should be planned to last eight
sessions (each session being a morning or afternoon)
and should be scheduled to last for the whole period,
unless there are exceptional reasons for finishing
early.
7.2
A detailed programme of the workshop
meetings should be sent to all participants in the
workshop well in advance.
7.3
Workshop directors should appoint from
among their participants a 'secretary' for each
workshop meeting, to summarise the main points of
the discussion. These summaries will be published
as reports on the web.
7.4
Presentations should not simply be made
verbally; participants should also be encouraged
to bring short, printed summaries of their talk
as well as their paper.
7.5
All participants are expected to attend
all sessions of the workshop and to participate
fully. Workshop directors should, therefore, ensure
that participants are aware of this before accepting
them.
7.5
A copy of the workshop schedule (showing
when the workshop is expected to finish) should
be forwarded to ECPR, Central Services.
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8. DUPLICATION
AND CIRCULATION OF PAPERS
8.1
Each participant is responsible for
the duplication of his/her paper or research document
and its circulation. A copy of each paper or research
document must be sent (preferably by e-mail) to
each participant in the workshop. One copy should
also be sent to the Central Services in Essex.
8.2 Expenses
cannot be reimbursed to participants until the ECPR
Central Services have received one copy of his/her
paper.
8.3 Provided
participants express no objection, their papers
will be posted on the ECPR web site.
8.4 If workshop directors are considering
developing the papers presented in the workshop
into a published volume, please note that because
papers presented at the Joint Sessions are an integral
part of the ECPR's activities, ECPR-Routledge Series
in European Political Science should have first
right of refusal. This is a well-established and
highly respected series, currently edited by Professor
Thomas Poguntke (presently at the University of
Birmingham, from October 2006 at the University
of Bochum) and he should be contacted in the first
instance regarding possible publication.
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9. ACCOMMODATION
AND FINANCIAL ARRANGEMENTS
TRAVEL AND ACCOMMODATION
The
host institution is responsible for accommodation/hotel
arrangements. Information about this and travel options
will be sent to all workshop directors by email. They
are then expected to forward this to their participants
after participation has been confirmed.
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10. FINANCE
10.1 Individual
participants are expected to fund both travel and
accommodation from sources in their own country.
Workshop directors should, where possible, make
an application to an appropriate research council
or foundation for support for the workshop as a
whole.
10.2 In
the event that they are unable to raise such finance,
the ECPR may make a contribution towards the expenses
of participants from ECPR member institutions (up
to a maximum of four people per institution). Any
contributions made by the ECPR will be dependent
on distance and cost of travel from different parts
of Europe. A per diem grant towards the
cost of accommodation, may also be made. The exact
amount will vary each year according to the local
budget and the ECPR's general budget. Please note
that The ECPR will reimburse no more than two participants
from one institution attending the same workshop.
10.3 The
ECPR has a mobility fund, which gives grants to
graduate students from ECPR member institutions.
Further information may be obtained from the Central
Services or from the ECPR web site.
10.4 Any
contribution from the ECPR will be sent after
the Joint Sessions to the Official Representative,
and on condition of the effective participation
of the members of the institute/department. Participants
wishing to receive an advance should ask their home
institution.
10.5 The
ECPR is unable to make any financial contribution
towards the expenses of associate members or non-ECPR
participants, including associate
members who co-direct workshops. In addition, non-ECPR
participants are required to pay a conference fee
of £250. Invoices are sent out by the Central Services
in advance of the Joint Sessions.
10.6 Workshop
directors are reimbursed in full for reasonable
accommodation (hotel B&B) and travel expenses within
Europe (APEX air fares/2nd class rail fares). Please
note that no per diem allowance is provided. Where
a workshop has two directors only one will be fully
reimbursed, the other being treated as a workshop
participant. If applicable, please inform the Central
Services which of the two directors is to be fully
reimbursed.
Please
address all queries about the Joint Sessions to:
ECPR
Central Services
University of Essex
Wivenhoe Park
Colchester
Essex CO4 3SQ
England
Tel:
+ 44 1206 87250/872497
Fax: +44 1206 872500
e-mail: ecpr@essex.ac.uk
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