Terms and conditions of application and participation in the 3rd POL-LOC Summer School
Fundamental definitions
The term “Project” refers to project which title is Policy Making and Politics at the Local Level (abbreviation: POL-LOC), and which is managed by the Faculty of Economics, Technical University of Košice.
The term “Summer School” refers to the 3rd POL-LOC Summer School.
The term “Organizer” refers to the Faculty of Economics, Technical University of Košice.
The term “Applicant” refers to every person who applies for his/her participation in the Summer School in compliance with these terms and conditions.
The term “Participant” refers to every applicant who has been officially accepted by the Steering Committee for participation in the Summer School.
The term “Partner organization/institution” refers to every partner subject regardless of its main task within the Project, i.e. the group of partner organizations/institutions includes all partner universities/faculties, donors/sponsors, media partners, and other partner organizations/institutions.
The term “Committee” refers to the Steering Committee of the 3rd POL-LOC Summer School.
The term “Director” refers to the Director of the 3rd POL-LOC Summer School.
Steering Committee's tasks aimed at application procedure
The Committee is responsible for matters linked to application procedures. The Committee assesses the received application forms, and decides the participants to the Summer School. The Director is responsible for delivering to the Committee all received application forms.
Since one of the project goals is to facilitate a suitable space for sharing and exchanging of knowledge as well as experience, the Committee will respect several principles:
- gender composition of the group of participants must be balanced as much as possible
- every partner university should be represented by some student/s-participant/s
- precedence will be given to older students; i.e. Master students and PhD students/candidates.
Deadline for application
Application procedure is open from 15 November 2012 till 1 May 2013. No application form that is submitted after the 1 May 2013 can be taken into consideration.
Deadline for the Steering Committee's decision on acceptance of applicants
The Committee's decision on participation is sent via email to the applicants on 15 May 2013 at latest. In special cases, and if necessary, the deadline for the Committee's decision can be postponed. There is no legal title for postponing the Committee's decision, and there is no legal title for becoming a participant.
Participation fee
There is no participation fee for the participants who come from partner universities/faculties.
Participation fee can be requested by the Organizer from self-payers. A rate of the fee is proposed by the Director and approved by the Committee.
Maturity of the participation fee is on the first day of the Summer School (i.e. on 7 July 2013) at latest. Payment of the participation fee can be carried out either through bank transfer or in cash in EUR currency.
Contribution payment
Every student participant must pay a contribution payment (50 EUR) that will be used only for the purposes of the Summer School. The Director will inform the Committee about utilization of these financial resources in advance.
Contribution payment cannot be requested from the teacher participant.
Maturity of the contribution payment is on the first day of the Summer School (i.e. on 7 July 2013) at latest. Payment of the contribution fee will be carried out in cash in EUR currency.
Application form and its submission
Only those who have used an official application form can be considered regular applicants. Therefore, every applicant must download the form/s from the official project web-page (www.polloc.eu), fill in all required entries, and send it/them in compliance with these terms and conditions.
Every completed application form must be sent to Táto adresa je chránená pred robotmi nevyžiadanej pošty. Ak ju chcete vidieť, musíte mať povolený JavaScript. . A delivery of application form is confirmed within three working days by a brief email response that is sent to email address which is stated in the application form.
The applicant is responsible for truthfulness of all information that he/she writes in his/her application form. If the Organizer has unexpected additional costs that are caused by cheating or lying of the applicant in his/her application form, the Organizer has the right to either reduce reimbursement sum or to recover such costs from the applicant. The Steering Committee must be informed about such cases.
Basic requirements
Every student participant must enjoy the status of either Bachelor student or Master student or PhD student/candidate throughout the entire duration of the Summer School.
Every student participant must be older than 18 and younger than 36 throughout the entire duration of the Summer School.
Every student participant must be able to communicate in English – upper-intermediate level at least is required.
Reimbursement
The participants' costs linked to travelling, boarding and lodging are reimbursed by the Organizer.
Every student participant must take part in all compulsory educational parts of the Summer School. If some student participant does not take part in all compulsory educational parts of the Summer School without objective reasons (e.g. illness or injury), the Organizer has the right to either reduce reimbursement sum or recover such costs from the participant. Furthermore, such student participant cannot take part in the final examination, and cannot be awarded by ECTS or participation certificate. The Committee must be informed about such cases.
Since the Organizer disposes with different grants and donations, boarding and lodging is paid in advance (i.e. the participants pay for neither boarding nor lodging) but reimbursement of the travel costs may vary (from provision of travel tickets in advance to ex post reimbursement). If some reimbursement must be arranged within the duration of the Summer School, the Organizer provides the reimbursed sum in cash in EUR currency (necessary accounting document/s must be signed by relevant participant/s in such case).
Every participant must clear the title to reimbursement of his/her traveling costs. It means that he/she adduces his/her travel costs by originals of his/her travel tickets. Without them, the Organizer cannot reimburse travel costs. The Organizer can only reimburse low-cost carriers or economy low-fare plane tickets or second class train/coach tickets, and in special cases, fuel costs as well.
Costs linked to travel insurance are not reimbursed by the Organizer. However, participants are highly recommended to take out their travel insurances.
Self-payers
If there is an applicant who is not affiliated with any of the partner universities/faculties, he/she is considered as self-payer. It means that the Organizer is entitled to disapprove a reimbursement of his/her costs linked to travelling, boarding or lodging.
Since the self-payers are not affiliated with any of the partner universities/faculties, the Organizer is entitled to request a participation fee from them. Basically, the request for participation fee is sent to the self-payers together with approvals of their participation. The self-payers have the right to appeal against the request for participation fee by the end of May 2013. No appeal against the request for participation fee that is submitted after the 30 May 2013 can be taken into consideration. The Committee decides on the received appeals against request for participation fee within five working days, and informs the relevant self-payers about its decision without delay.
Boarding and lodging
All participants are accommodated in the double rooms of dormitory of the Technical University. Since the participants coming from different countries are living next to each other during the Summer School, it is expected that all participants respect the rule of silent hours (22:00-06:00) and do not mutually disturb themselves.
Smoking is strictly forbidden in all buildings of the Technical University. The smokers can smoke only outside the buildings.
The participants are responsible for the state of furniture and other equipment of their rooms. If some furniture or equipment is damaged, the participants who are living in the relevant room/s are obliged to settle all claims. The Committee must be informed about such cases.
Lodging is provided for the participants either by the Technical University's canteen or by selected restaurants (according the programme of the Summer School). All special participants' requirements (e.g. special diets, allergies, disabilities etc.) linked to their boarding or lodging must be consulted and agreed with the Organizer in advance. The lodging starts with breakfast on 8 July 2013 and ends with breakfast on 21 July 2013.
Travelling
It is expected that the participants use a cost-effective mode of transport. It is recommended for every participant to discuss with the Organizer, and set the traveling terms in advance.
Education
All educational activities are arranged by the Organizer in the buildings of the Technical University. If furniture or equipment is damaged by some participant/s during the educational activities, the participant/s is/are obliged to settle all claims. The Committee must be informed about such cases.
Disciplinary proceedings
If teacher/s make/s out that some participant/s is/are intoxicated (e.g. due alcohol or drugs) during the planned educational activities, he/she/they inform/s the Committee in order to start disciplinary proceedings. If some participant/s act/s violently (e.g. against other participants, teachers or members of the organizing team) during the Summer School, the Committee must be informed in order to start disciplinary proceedings. If some participant/s break/s the Criminal Code or related laws which are in force in the country of the Organizer during the Summer School, the Committee must be informed in order to start disciplinary proceedings.
The Committee starts the disciplinary proceedings by holding its special session on the same day (if possible), and decides on adequate punishment. The Committee is in authority to decide on exclusion of the participant/s from the Summer School. The decision of the Committee on exclusion of some participant is final. No appeal against such decision can be taken into consideration. In such case, the Organizer has the right to either reduce reimbursement sum for the participant/s or to recover all demonstrable costs from the participant.
Clothing
It is expected that participants are wearing neither jeans nor T-shirts during opening and closing ceremonies of the Summer School as well as during official banquets that are scheduled according the programme of the Summer School. The same rule is valid for those who want to visit a performance of ballet ensemble or opera in the State Theatre of Košice.
An easy hiking trip and sport activities (including swimming) for the participants are planned within the programme of the Summer School, and therefore the participants should keep this in their mind when preparing baggage (they should bring with them for instance comfortable shoes, swim suits, waterproof clothing etc.).
Security
The Organizer bears no responsibility for the participants' property. It is expected that the participants pay attention to their belongings.
Only the participants are responsible for the security of their valuables (watches, jewellery, electronics etc.). Analogous to other cities, the street thieves occur especially in the historical centre where many foreigners spend their time. Within this context, the participants should be vigilant and cautious. The Organizer is not responsible for any losses or thefts.
In all specific cases which are somehow associated with the participants (especially in the cases of personal accidents, in the cases of taking a disease, in the cases of traffic accidents, in the cases of aggression etc.) the Director should be informed in order to provide his/her assistance for purpose of resolution of the problem/s. When necessary, the Director informs also the Committee.
