FAQ 100 frequently asked questions Types of traineeship 1) Q: What is the difference between the traineeships for university graduates and training placements (apart from the scholarship)? 2) Q: What is the duration of the different types of traineeship offered at Parliament? 3) Q: What is the difference between the general and the journalism option? Can I apply for both? 4) Q: Are ‘journalism option’ tasks different from ‘general option’ tasks? 5) Q: What is the ‘programme of traineeships for people with disabilities’ and what kind of tasks are involved? 6) Q: Can I apply for both a university graduate traineeship and a training placement? 7) Q: Can I apply both for a university graduate traineeship (general or journalism option) and for the programme for people with disabilities? 8) Q: Can I apply both for a training placement and for the programme for people with disabilities? Applications 9) Q: How do I apply for a traineeship? 10) Q: What are the general conditions for admission? 11) Q: Who can apply for a traineeship at the European Parliament? 12) Q: Can I apply for a traineeship at the European Parliament if I have already completed a traineeship for university graduates or a paid training placement at a European institution? 1 FAQ 13) Q: I am not a national of a Member State of the European Union or of an applicant country. Can I apply for Parliament’s traineeships programme? 14) Q: What is the application procedure for third-country nationals from non-applicant countries? 15) Q: Is there a maximum age limit for applicants? 16) Q: I have completed my studies (minimum three years’ duration) but have not yet received my diploma. Can I nonetheless apply for a university graduate traineeship? 17) Q: What are the deadlines for applying? 18) Q: Is it necessary to go through the official procedure or are unsolicited applications also possible? 19) Q: Can I send the application by post? 20) Q: Do I need to send any supporting documents when applying? 21) Q: How will I know that the Traineeships Office has received my application? 22) Q: What should I do if I have not received a confirmation message? 23) Q: How can I trace a lost registration number? 24) Q: Should I contact the Traineeships Office to check the status of my application? 25) Q: Can I change my application? 26) Q: Can the Traineeships Office inform me earlier to enable me to make any necessary preparations (finding accommodation, university approval, visa application)? Online application form 2 FAQ 27) Q: What should I bear in mind when applying online? 28) Q: Where can I find more details about traineeships and the conditions for admission? 29) Q: Is the online application sufficient at the first stage of the procedure? 30) Q: Is the application form available in all the EU languages? 31) Q: What is meant by an ‘undergraduate course’? 32) Q: What type of education should I include in the ‘postgraduate studies’ field? 33) Q: How will I know which departments to choose? 34) Q: How should I apply for a traineeship in one of the European Parliament's Information Offices? 35) Q: Are preferences regarding places of work taken into consideration? 36) Q: Can I submit more than one application to increase my chances of being selected? 37) Q: What should I do if I have made a mistake in my application? 38) Q: How many times can I reapply for future traineeship periods? Is there any limit? Selection procedure 39) Q: How are trainees selected? 40) Q: What are the stages of the procedure? 41) Q: If my application is rejected, will it be possible to find out why? Do you compile lists of applicants’ scores? 3 FAQ 42) Q: Can I obtain feedback on my application to increase my chances for the next round? 43) Q: Could my application be reconsidered by departments other than the two for which I expressed a preference? 44) Q: I have been placed on a waiting list. What are my chances of being offered a traineeship? 45) Q: What is the next stage in the procedure if I am preselected? 46) Q: When should I send supporting documents? 47) Q: Can I postpone the start of my traineeship until a later date? 48) Q: Can I defer my acceptance of the traineeship to a future intake? In other words, if I am selected can I wait until a later period before doing the traineeship? 49) Q: Will the results of the selection procedure be published? Recruitment procedure 50) Q: Will I receive an official letter of admission? 51) Q: Do the copies of supporting documents need to be certified as authentic copies of the originals? 52) Q: I have not yet received my postgraduate diploma. Should I send it at a later stage? 53) Q: Do I have to send copies of certificates concerning my language skills? 54) Q: I have been selected for the journalism option and have a diploma in journalism. Do I also need to send published articles to prove my journalistic skills? 55) Q: Do I have to provide translations of supporting documents? 56) Q: Do supporting documents have to be sent by registered mail? 4 FAQ 57) Q: Will I be sent confirmation that the Traineeships Office has received my documents? 58) Q: I no longer have the application form or the confirmation message. Could the Traineeships Office locate my application form and send me a copy to sign? 59) Q: I have got married since I submitted my application for a traineeship for university graduates. Will that be relevant if I am selected? 60) Q: My place of residence has changed since I applied for a traineeship. Will that be relevant if I am selected? 61) Q: Will I sign a contract with the European Parliament? 62) Q: Can my traineeship be extended? If so, for how long? The traineeship 63) Q: Are all trainees based in Brussels or Luxembourg? 64) Q: What are the working hours? 65) Q: Can I do a part-time traineeship? 66) Q: Who will be responsible for me during my traineeship? 67) Q: I would like to know more about the tasks involved in my traineeship programme. Who should I contact? 68) Q: Can you provide me with names and addresses of other trainees who will be doing their traineeship at the same time as me? 69) Q: Does the European Parliament provide any kind of accommodation? 70) Q: Where can I stay during my traineeship? How much a month will I have to spend on accommodation? 71) Q: Is there a dress code at the European Parliament? 5 FAQ 72) Q: Will I need a visa? 73) Q: How many days’ leave am I entitled to? 74) Q: What is meant by ‘special leave’? 75) Q: What should I do if I fall ill during my traineeship? 76) Q: Will my traineeship involve any duty travel? Financial aspects 77) Q: Are trainees insured? 78) Q: Am I entitled to allowances if I am offered a training placement? 79) Q: Does the European Parliament cover the cost of travel from my place of residence to the place where I am to do my traineeship? 80) Q: Will Parliament cover the costs of my daily commuting to and from work? 81) Q: Do I have to have a bank account in the country of assignment? 82) Q: Is it possible to obtain an advance on the scholarship on arrival? 83) Q: Under what circumstances would I be entitled to the household allowance during my traineeship? 84) Q: Will I be entitled to unemployment benefit after I have completed my traineeship in the European Parliament? 85) Q: What is the amount of the scholarship paid by the European Parliament? 86) Q: Is a traineeship considered to be employment? Will I be exempted from paying social security contributions in my home country? 6 FAQ 87) Q: Is the scholarship subject to taxation? 88) Q: Will my traineeship period count towards my pension calculation? 89) Q: Do I have to terminate my current employment for the duration of the traineeship? 90) Q: Is any other grant, e.g. from a university, or an orphan’s allowance considered income? 91) Q: What is the procedure for going on ‘mission’? 92) Q: What is the procedure for claiming reimbursement of mission expenses? Career prospects 93) Q: What are my prospects of securing employment at the European Parliament after the traineeship? Some statistics 94) Q: How many applications does the European Parliament receive each year and how many are accepted? 95) Q: Which countries do the trainees come from? 96) Q: Where are trainees usually based? 97) Q: Is it easier to get a traineeship in some places than in others? 98) Q: Are there more university graduate traineeship opportunities or more training placements? Study visits 99) Q: What is the purpose of study visits? 7 FAQ 100) Q: What is the procedure for study visits? 8 FAQ Types of traineeship 1) Q: What is the difference between the traineeships for university graduates and training placements (apart from the scholarship)? A: The traineeships for university graduates are open only to graduates from universities or from other colleges regarded as equivalent. Their purpose is to enable trainees to supplement the knowledge which they acquired during their studies and to familiarise themselves with the activities of the European Union and, in particular, the European Parliament. Training placements are intended for young people who have gained the postsecondary school diploma corresponding to university entrance level, e.g. the Abitur (DE), the baccalauréat (FR, LT), the matura (PL, AT), or have reached an equivalent level of higher or technical education. Priority is given to young people who are required to complete a traineeship as part of their course of study. 2) Q: What is the duration of the different types of traineeship offered at Parliament? A: Traineeships for university graduates and on the traineeship programme for people with disabilities last five months. This period cannot be extended. There are two set periods: 1 March - 31 July and 1 October - 28 February. Training placements last between one and four months if they are not compulsory and may begin on 1 January, 1 May or 1 September. If the traineeship is compulsory, its duration and dates correspond to those indicated by the educational establishment. These traineeships may be extended by a maximum of two months. Different hours may be worked by trainees involved in childcare activities (crèche traineeships). The periods of work are indicated in Article 26 of the Internal Rules Governing Traineeships and Study Visits. 3) Q: What is the difference between the general and the journalism option? Can I apply for both? A: The journalism option has been designed for those who have studied, or acquired experience in, journalism. They must be able to demonstrate their professional experience as evidenced either by works published, or by membership of a journalists’ association in an EU Member State, or by a 1 FAQ journalism qualification recognised in EU Member States or in applicant countries. Yes, you can apply for both options, if you fulfil the requirements. 4) Q: Are ‘journalism option’ tasks different from ‘general option’ tasks? A: Some departments expect people with a background in journalism to perform typical journalistic tasks such as editing. 5) Q: What is the ‘programme of traineeships for people with disabilities’ and what kind of tasks are involved? A: These traineeships are open both to graduates of universities or equivalent institutions and to people whose qualifications are below university level. To be eligible you must be able to certify that you have one or more disabilities. This programme is aimed especially at people with a disability and offers extra facilities such as reasonable accommodation at work and information concerning possible options for accessible housing and transport and assistance. Moreover, trainees’ additional expenses arising directly from disability may be covered up to 50% of the amount of their monthly scholarship provided that they submit substantiating documents. The tasks involved vary depending on the nature of potential host administrative units and range from internal or external policies to communication, human resources, infrastructure, translation, interpreting, finance, law or IT. 6) Q: Can I apply for both a university graduate traineeship and a training placement? A: Yes, if you satisfy the conditions. 7) Q: Can I apply both for a university graduate traineeship (general or journalism option) and for the programme for people with disabilities? A: Yes, if you satisfy the conditions. 8) Q: Can I apply both for a training placement and for the programme for people with disabilities? A: Yes, if you satisfy the conditions. 2 FAQ Applications 9) Q: How do I apply for a traineeship? A: To apply for a traineeship, you must complete the online application form available at: http://www.europarl.europa.eu/aboutparliament/en/007cecd1cc/Traineeships.html , specifying your choice of traineeship. As applications must be submitted using the online application form, we would advise you not to wait till the last day before applying, in order to avoid overloading the system. 10) Q: What are the general conditions for admission? A: Trainees must: (a) be nationals of a Member State of the European Union or of an applicant country; (b) be aged 18 or over on the traineeship starting date; (c) have a thorough knowledge of one of the official languages of the European Union; (d) not have been awarded any other traineeship or have been in paid employment for more than four consecutive weeks at the expense of the European Union budget; (e) for trainees in the field of childcare, a declaration proving no criminal record, issued in the last year at their most recent place of residence. A declaration specifically issued to individuals having contact with children is required if such a document exists in the country in question. 11) Q: Who can apply for a traineeship at the European Parliament? A: Traineeships for university graduates: You may apply for a Robert Schuman traineeship (general option) if you have completed a course of study of at least three years’ duration at a university or equivalent college and obtained a degree or equivalent certificate there. If you have professional experience as evidenced either by works published, or by membership of a journalists’ association in an EU Member State, or by a journalism qualification recognised in EU Member States or in candidate 3 FAQ countries for membership of the EU, you may apply for a Robert Schuman traineeship (journalism option). Traineeships for university graduates are also open to people with disabilities who are graduates of universities or equivalent institutions and people whose qualifications are below university level. 12) Q: Can I apply for a traineeship at the European Parliament if I have already completed a traineeship for university graduates or a paid training placement at a European institution? A: No. You may apply only if you have not completed a university graduate traineeship or a paid training placement and have not been in paid employment for more than four consecutive weeks at the expense of the European Union budget. 13) Q: I am not a national of a Member State of the European Union or of an applicant country. Can I apply for Parliament’s traineeships programme? A: With the exception of the pilot programme for people with disabilities, the European Parliament also allows third-country nationals from non-applicant countries to do traineeships for university graduates or training placements. Successful applicants from third countries must ensure that they comply with visa requirements prior to their entry into the country to which they have been assigned. They must ensure that their visa is valid for the entire duration of their traineeship and enables them to travel freely within the country of assignment, as well as Belgium, Luxembourg and France, where the European Parliament’s three places of work are situated. Visa charges will not be met by the European Parliament. 14) Q: What is the application procedure for third-country nationals from non-applicant countries? A: It is the same as for other forms of traineeship. Third-country nationals from non-applicant countries may do traineeships at the European Parliament, although the number who do so may not exceed 10% of the total number of traineeships. 15) Q: Is there a maximum age limit for applicants? A: No. Training placements: The European Parliament offers the opportunity of training placements for young people who have gained a secondary school diploma corresponding to 4 FAQ university entrance level, e.g. the Abitur (DE), the baccalauréat (FR, LT) or the matura (PL, AT), or have reached an equivalent level of higher or technical education. Priority is given to young people who are required to complete a traineeship as part of their course of study. 16) Q: I have completed my studies (minimum three years’ duration) but have not yet received my diploma. Can I nonetheless apply for a university graduate traineeship? A: If you have completed your studies but not yet received an official degree certificate, you can still apply to do a university graduate traineeship if you provide a formal statement from your university confirming your degree result. 17) Q: What are the deadlines for applying? A: Applications for traineeships for university graduates, including traineeships for people with disabilities, must be submitted online between 15 August and 15 October (at midnight) for traineeships beginning on 1 March, and between 15 March and 15 May (at midnight) for traineeships beginning on 1 October. Online applications for training placements starting on 1 January, 1 May or 1 September must reach us at least three months before those starting dates. 18) Q: Is it necessary to go through the official procedure or are unsolicited applications also possible? A: You must follow the official online procedure. 19) Q: Can I send the application by post? A: No. Only online applications will be considered. The only exception will be for people with disabilities who are unable to access the online application form. In that case the applicant should contact the Traineeships Office using the Contact form on our website to request the application form in Word format, which the applicant can then send by e-mail and/or ordinary mail. 20) Q: Do I need to send any supporting documents when applying? A: No. You should not send any supporting documents when completing your online application. Supporting documents will be requested if you are offered a traineeship at a later stage. You will not be admitted if you fail to provide all the documents requested or to submit a complete application. 21) Q: How will I know that the Traineeships Office has received my application? 5 FAQ A: Once you have confirmed/sent your online application you will automatically receive a confirmation message at your e-mail address. The message contains a confirmation number that you should quote in all future correspondence concerning the traineeship and a copy of your application in pdf format, a paper version of which will be requested from you if we offer you a traineeship. 22) Q: What should I do if I have not received a confirmation message? A: If you have not received a confirmation message your application may not have been successfully delivered. Please try to resend it. Remember to tick the box for the declaration on your honour. When the ‘Confirm’ button appears, you can submit your application. 23) Q: How can I trace a lost registration number? A: Please contact the Traineeships Office using the Contact form on the website to recover your registration number. 24) Q: Should I contact the Traineeships Office to check the status of my application? A: No. You will be informed by e-mail about the outcome of the selection procedure. 25) Q: Can I change my application? A: Applications are completed and submitted in a single operation and cannot be changed online. However, you should inform the Traineeships Office of any changes in your postal or e-mail address or telephone number. 26) Q: Can the Traineeships Office inform me earlier to enable me to make any necessary preparations (finding accommodation, university approval, visa application)? A: No. The selection procedure cannot begin until after the deadline for receipt of applications. As soon as the Traineeships Office has drawn up the final list of preselected applicants, you will be informed by e-mail whether you have been accepted or not. At that point, the Traineeships Office may help preselected applicants to make preparations. Online application form 27) Q: What should I bear in mind when applying online? 6 FAQ A: If your application form remains inactive for 30 minutes (90 minutes in the case of the application form for traineeships for people with disabilities), the data entered will be lost. We therefore recommend reading carefully the ‘Internal Rules Governing Traineeships and Study Visits in the Secretariat of the European Parliament’ and all of these Frequently Asked Questions before completing the application form. 28) Q: Where can I find more details about traineeships and the conditions for admission? A: The ‘Internal Rules Governing Traineeships and Study Visits in the Secretariat of the European Parliament’, which provide more information about traineeships, are available on our website in all the official EU languages. 29) Q: Is the online application sufficient at the first stage of the procedure? A: Yes. If you are selected, you will be asked to submit the paper version of your application form, duly signed, together with the supporting documents. 30) Q: Is the application form available in all the EU languages? A: No. The application form is available in the three main working languages of the European Union institutions: English, French and German. However, you can complete the descriptive parts in any of the official EU languages. 31) Q: What is meant by an ‘undergraduate course’? A: The term ‘undergraduate course’ denotes a level of education higher than the post-secondary education preceding a first university degree. This includes first-cycle studies, e.g. the licence (FR), the laurea triennale (IT), the licentiate (PL), the ptychion (GR), or a master’s or magister degree awarded on completion of a four or five-year academic programme. IMPORTANT: To satisfy the conditions for admission to a traineeship for university graduates, candidates must, before the deadline for applications, have obtained a university degree after a course of study of at least three years’ duration. That being the case, it is essential for you to have completed this first cycle of studies, as evidenced by a diploma. 32) Q: What type of education ‘postgraduate studies’ field? should I include in the A: Postgraduate education involves studying for degrees or other qualifications higher than first-cycle degrees, for which a first-level university degree (undergraduate level) is required. Examples include a master’s degree awarded on completion of a one- to two-year academic programme, a doctorate, etc. 7 FAQ 33) Q: How will I know which departments to choose? A: You can specify – in order of preference – two departments in which you would like to do your traineeship; the departments chosen will most likely be those working in fields related to the subject of your studies. 34) Q: How should I apply for a traineeship in one of the European Parliament's Information Offices? A: In order to apply for a traineeship in an EPIO, you should choose Directorate-General for Communication as one of your preferred departments and a city in which the EPIO is based as a preferred place of work. For this you should speak the language of the chosen country. 35) Q: Are preferences regarding places of work taken into consideration? A: Yes. We try to respect candidates’ preferences regarding their chosen place of work. However, bear in mind that Parliament’s departments are for the most part based either in Brussels or in Luxembourg. 36) Q: Can I submit more than one application to increase my chances of being selected? A: No. If we receive more than one application for the same kind of traineeship we will keep only the most recent one and delete the previous versions. For detailed information on the main tasks of the various departments, a description of the main activities per directorate-general is available both in the online application form for traineeships (by clicking on i) and on Parliament’s website: http://www.europarl.europa.eu/aboutparliament/en/00d7a6c2b2/Secretariat.html. IMPORTANT: given the very high number of applicants, your application will be sent only to those departments in which you have expressed an interest. 37) Q: What should I do if I have made a mistake in my application? A: Please apply again. Afterwards contact the Traineeships Office using the Contact form, quoting the registration number of the incorrect application. We will take the necessary action. Otherwise we will keep only the most recent application and delete the previous versions. 38) Q: How many times can I reapply for future traineeship periods? Is there any limit? 8 FAQ A: No. If you are interested in a future traineeship at the European Parliament and still satisfy the conditions for admission you can reapply for each new period. Selection procedure 39) Q: How are trainees selected? A: Trainees are selected by those departments wishing to take on trainees for a given traineeship period. Selection is made according to the professional background required, taking into account the tasks to be assigned to a trainee within the range of the departments’ projected activities and the ability to accommodate trainees in a given period. IMPORTANT: Given the very high number of applicants, your application will be sent only to the departments in which you have expressed an interest. 40) Q: What are the stages of the procedure? A: Applicants have to apply online within the specified deadline. The only exception will be for people with disabled who are unable to access the online application form. In that case the applicant should contact the Traineeships Office using the Contact form on our website to request the application form in Word format, which the applicant can then send by e-mail and/or ordinary mail. After the deadline the Traineeships Office verifies the eligibility of the applications. If your application is not eligible you will be informed by e-mail shortly after the deadline for applications. Eligible applications are considered by the departments of the various directorates-general, depending on where the applicants’ would like to be based. Two to three months before the starting date, applicants will be informed about the outcome of the procedure (unsuccessful, waiting list, preselected applicants). Preselected applicants will be asked to confirm their participation and send all the supporting documents to the Traineeships Office, together with the printed and signed copy of their application form. Once the preselection has been completed, and provided your file is complete and admissible, you will be sent an admission letter and certain useful information. 9 FAQ Applicants on the waiting list will not be contacted again unless selected applicants have declined the traineeship offers. Applicants who apply under the ‘programme of traineeships for people with a disability’ and who are preselected on the basis of merit and skills will also be required to provide the following documents: 1. a document certifying your disability, recognised in a Member State of the European Union or in an applicant country; 2. a duly completed reasonable accommodation form; 3. a diagnosis of the disability and a medical summary drawn up in English or French by the examining doctor, sent in a in a sealed envelope marked ‘confidential’. Please note that any information provided about a disability will be treated in strict confidence and will be used only by European Parliament staff responsible for assessing the possibility of a reasonable accommodation for the purpose of making the specific adaptations in the workplace and helping with the search for accessible housing, transport and assistance. 41) Q: If my application is rejected, will it be possible to find out why? Do you compile lists of applicants’ scores? A: No. We do not produce such lists. Applicants are selected on the basis of an assessment of their qualifications and skills, with the aim of finding a traineeship which best matches their profile. The assessment is based on the information provided in the applications. If applicants are of equal merit, a balance will be sought – to the extent allowed by the limited number of traineeships – between men and women and in terms of geographical origin. 42) Q: Can I obtain feedback on my application to increase my chances for the next round? A: Given the very high number of applications we receive (over 8 000 for each period), we are not able to provide this information. The decision as to who is best suited to the requirements of the departments in each selection procedure is determined by the quality of the applicants’ files, taking into account their education, knowledge of languages, experience and sometimes nationality, as well as the particular needs of Parliament’s departments, their current or projected activities, and their ability to accommodate trainees. 43) Q: Could my application be reconsidered by departments other than the two for which I expressed a preference? 10 FAQ A: No. Given the very high number of applicants (over 8 000 for each period) we cannot send all of the applications to every unit in Parliament’s Secretariat. We have to apply certain selection criteria, including having applicants specify two preferred departments. 44) Q: I have been placed on a waiting list. What are my chances of being offered a traineeship? A: If the selected applicant has accepted the proposed traineeship, no further action will be taken on your application. Otherwise, or if the selected applicant eventually fails to complete the traineeship, we will approach applicants on the waiting list, who will be contacted in order of merit. 45) Q: What is the next stage in the procedure if I am preselected? A: If you are preselected, we will send you a traineeship offer by e-mail. You will have time to consider it and let us know your decision. If you wish to receive additional information about the content of your traineeship and the tasks you will be asked to carry out, you should contact your supervisor directly at the specified address. 46) Q: When should I send supporting documents? A: If you decide to accept our traineeship offer, you will be required to send us your supporting documents, together with a printed copy of your application form, dated and signed. For applicants with a disability, the procedure is a little different. In addition to the supporting documents and a printed copy of the application form, dated and signed, the following additional information will also be required in order to prepare the reasonable accommodation: A duly completed reasonable accommodation form; (Please note that every effort will be made to meet your needs, to the best of our ability and within reason (to be determined by the committee responsible for ensuring reasonable accommodation). Completing this form does not guarantee that all requested adaptations will be carried out.) A diagnosis of the disability and a medical summary drawn up in English or French by the examining doctor, sent in a in a sealed envelope marked ‘confidential’. 47) Q: Can I postpone the start of my traineeship until a later date? A: Applicants who decline the offer of a traineeship (Schuman scholarships) must reapply. Their new application will be considered along with all other applications received for the chosen period. 11 FAQ For compulsory training placements, if the traineeship dates are not known at the time of enrolment, please contact us using the Contact form on our website. 48) Q: Can I defer my acceptance of the traineeship to a future intake? In other words, if I am selected can I wait until a later period before doing the traineeship? A: Unfortunately, for administrative and budgetary reasons, there is no possibility of deferring acceptance of a traineeship. If you are unable to take up our offer, the proposed traineeship will be offered to another applicant whose name is on the waiting list. 49) Q: Will the results of the selection procedure be published? A: No. The results of the selection procedure will not be published. The eligible applicants will be informed of the results of the selection procedure by e-mail. Recruitment procedure 50) Q: Will I receive an official letter of admission? A: Yes. If your file is complete and meets the admission conditions, we will send you an official letter of invitation, accompanied by a traineeship agreement, which you should sign, as well as other useful information (e.g. about accommodation or other administrative issues). The letter of admission will be sent to you by e-mail or by post (if you need to apply for a visa). You do not, therefore, need to sign a confirmation of receipt. 51) Q: Do the copies of supporting documents need to be certified as authentic copies of the originals? A: No. You should send only ordinary copies of the supporting documents. 52) Q: I have not yet received my postgraduate diploma. Should I send it at a later stage? A: No. This is not necessary. A copy of your undergraduate degree is sufficient. 53) Q: Do I have to send copies of certificates concerning my language skills? A: No. You do not need to send us proof of your language skills. 12 FAQ 54) Q: I have been selected for the journalism option and have a diploma in journalism. Do I also need to send published articles to prove my journalistic skills? A: No. If you have been awarded a qualification in journalism recognised in the Member States of the European Union or in the applicant countries, your university degree is sufficient to demonstrate your professional experience. 55) Q: Do I have to provide translations of supporting documents? A: In principle no. We accept all supporting documents as long as they are in an official language of the European Union. The only exception is for the disability diagnosis and other relevant information concerning the disability (e.g. medicines, physiotherapy) which we require of applicants applying under the ‘programme of traineeships for people with a disability’. These documents must be in English, French or German to allow the doctors to make a quick assessment of the reasonable accommodation needed for each applicant’s traineeship. 56) Q: Do supporting documents have to be sent by registered mail? A: Not necessarily, since they will just be copies. 57) Q: Will I be sent confirmation that the Traineeships Office has received my documents? A: No. If the Traineeships Office finds a problem with your documents, we will contact you by e-mail. 58) Q: I no longer have the application form or the confirmation message. Could the Traineeships Office locate my application form and send me a copy to sign? A: No. Unfortunately the Traineeships Office cannot send you the original of your application form, as it comes into our database in a different form. It is very important to keep the copy of the application form you received when you submitted it. 59) Q: I have got married since I submitted my application for a traineeship for university graduates. Will that be relevant if I am selected? A: Yes. If you accept the offer of a traineeship for university graduates, you should inform the Traineeships Office of any changes in your marital status (marriage, children). 13 FAQ 60) Q: My place of residence has changed since I applied for a traineeship. Will that be relevant if I am selected? A: Yes. If you decide to accept the traineeship offer, you should inform the Traineeships Office of your address at your actual place of residence which, according to Article 14(1) of the Internal Rules Governing Traineeships, has to be the same for both the beginning and the end of your traineeship. No request for a change of actual place of residence will be granted once the trainee has started the traineeship. 61) Q: Will I sign a contract with the European Parliament? A: You will be required to sign a traineeship agreement. If you are still following a university course, your college or university should also sign it. 62) Q: Can my traineeship be extended? If so, for how long? A: Traineeships for university graduates (general or journalism option) and those under the programme for people with disabilities last five months and cannot be extended. Training placements last between one and four months and can be extended in justified, exceptional cases for up to two months. The traineeship 63) Q: Are all trainees based in Brussels or Luxembourg? A: No. When you apply for a traineeship you can choose from several work places: Luxembourg, Brussels, Strasbourg or an EP Information Office in any EU Member State. If you choose an Information Office, you must be able to speak the language of the chosen country fluently. 64) Q: What are the working hours? A: Working hours are from 8.30 a.m. to 5.30 p.m., with a one-hour lunch break. Except during the week preceding a parliamentary part-session in Strasbourg, on Fridays the working day ends at 1 p.m. (‘short Friday’). Different hours may be worked by trainees involved in childcare activities. 14 FAQ A traineeship is not compatible with university tuition during working hours. 65) Q: Can I do a part-time traineeship? A: No. All applicants who are accepted for a traineeship must work full time, which at the European Parliament means 37.5 hours a week. Different hours may be worked by trainees involved in childcare activities. 66) Q: Who will be responsible for me during my traineeship? A: Trainees are under the responsibility of a supervisor for the entire duration of their traineeship. 67) Q: I would like to know more about the tasks involved in my traineeship programme. Who should I contact? A: To obtain more information about the tasks to be entrusted to you during your traineeship, please contact your supervisor at the e-mail address indicated in our traineeship offer. 68) Q: Can you provide me with names and addresses of other trainees who will be doing their traineeship at the same time as me? A: As a rule, we are not allowed to pass on the personal details of other trainees. However, we can do so if trainees agree to communicate their details to other trainees or interested bodies. 69) Q: Does the European Parliament provide any kind of accommodation? A: No. Finding and paying for accommodation is entirely your responsibility. On request, the welcome desks in Brussels and Luxembourg can supply a list of accommodation possibilities. In Brussels you can also consult the websites: http://www.brusselsdestination.be/ or www.etr-brussels.be. 70) Q: Where can I stay during my traineeship? How much a month will I have to spend on accommodation? A: It depends on your place of work and the type of accommodation you find. Trainees in Brussels and Luxembourg can expect to find rooms in private homes for between EUR 300 and EUR 600 a month. You will most likely be asked to pay a deposit. For trainees with a disability it may be difficult to find accessible and/or adapted accommodation. Although the European Parliament’s relevant services will do 15 FAQ all they can to help trainees with a disability find accommodation, we cannot guarantee that this will always be possible. Trainees should look for accommodation well in advance. The European Parliament cannot be held responsible if a trainee fails to find adequate accommodation in the designated place of work. 71) Q: Is there a dress code at the European Parliament? A: There is no particular dress code. Please make sure, however, that whatever you wear is neat and clean. Men would be well advised to bring at least one suit for any missions to Strasbourg. 72) Q: Will I need a visa? A: If you are not a national of an EU Member State you will need a multiple visa in order to enter the country where you will do your traineeship. The position may also depend on your current status and whether you are currently living in your home country or abroad. Please contact the embassy or consulate of the country concerned (the one in which you are to do your traineeship) in the country where you have legal residence. You can also check on a specialist visa website. 73) Q: How many days’ leave am I entitled to? A: Trainees are entitled to two days’ leave for each completed month of their traineeship. It is possible, for example, to take all 10 days together, but only at the end of the traineeship and in agreement with your supervisor. 74) Q: What is meant by ‘special leave’? A: Special leave refers to leave requested by trainees to take compulsory courses or exams. A supporting document from the institution concerned must be provided. If study leave is not granted, the trainee may ask for the traineeship to be temporarily suspended. Other special leave may be granted. 75) Q: What should I do if I fall ill during my traineeship? A: If you are ill you should immediately inform your supervisor. If you are absent from work for more than three calendar days you will need to provide a medical certificate. 76) Q: Will my traineeship involve any duty travel? A: During the traineeship, trainees may be sent on mission to one of the European Parliament’s normal places of work in order to observe parliamentary business. 16 FAQ Financial aspects 77) Q: Are trainees insured? A: Yes. The European Parliament takes out supplementary health insurance and accident insurance for trainees and pays the premiums in full. At the request of trainees, the European Parliament may also insure their spouses and children. In that event, the trainees must pay the insurance premiums. Supplementary health insurance covers the costs incurred by all necessary medical examinations or emergency dental treatment not covered by your primary insurance. All trainees are also covered in the event of an accident at work or on the way to work. The European Parliament does not provide liability insurance; personal cover of this type is therefore your responsibility. 78) Q: Am I entitled to allowances if I am offered a training placement? A: Yes. In 2013 the amount is EUR 300. The allowance may be subject to the weighting applicable to the country in which the traineeship is carried out. For traineeships outside the European Union the applicable weighting is 100%. The allowance is paid in euros on the 15th of each month, provided the trainee is not receiving a scholarship or any external earnings. IMPORTANT: If, during the traineeship, a trainee receives earnings or a scholarship from another source, an amount equivalent to this outside income will be deducted from the amount to which the trainee is entitled. 79) Q: Does the European Parliament cover the cost of travel from my place of residence to the place where I am to do my traineeship? A: Trainees are entitled to a flat-rate payment towards the cost of travel between their actual place of residence and their place of assignment at the beginning and end of the traineeship if the distance between the two places is more than 50 km. The costs of travel between the actual place of residence (address as indicated in the letter of invitation) and the place of assignment are covered on the basis of the flat rate laid down in Article 14 of the Internal Rules Governing Traineeships. 17 FAQ Payment for the journey to the place of work will be made at the beginning of the traineeship and for the return journey a few weeks after the end of the traineeship. 80) Q: Will Parliament cover the costs of my daily commuting to and from work? A: No. Transport costs incurred during your traineeship are not paid by the European Parliament. 81) Q: Do I have to have a bank account in the country of assignment? A: No. You can give us your bank details in any country. Remember, however, that some banks may charge you for receiving transfers. 82) Q: Is it possible to obtain an advance on the scholarship on arrival? A: Yes. On arrival, you may request an advance on the monthly scholarship for the first month. The advance may not exceed 90% of the monthly amount of the scholarship. 83) Q: Under what circumstances would I be entitled to the household allowance during my traineeship? A: Trainees who are married and/or have one or more dependent children are entitled to a head of household allowance. In 2013 this allowance is EUR 242 a month. The amount is updated on 1 January every year. 84) Q: Will I be entitled to unemployment benefit after I have completed my traineeship in the European Parliament? A: You are responsible for your own rights and obligations. We would draw your attention to the fact that if you were receiving unemployment benefit prior to the start of your traineeship, you might lose that benefit during your traineeship. Normally, a traineeship at the European Parliament does not give rise to an entitlement to unemployment benefit. You should seek advice from the administrative authorities in your country. 85) Q: What is the amount of the scholarship paid by the European Parliament? 18 FAQ A: In 2013 the scholarship is EUR 1213.55 a month for trainees assigned to Brussels or Luxembourg. The amount is updated on 1 January every year. For trainees outside Belgium or Luxembourg, the amount of the scholarship is weighted to reflect the higher or lower cost of living in the relevant countries. Trainees on a traineeship for people with disabilities who incur additional costs as a result of their disability can apply for an additional payment of up to 50% of the scholarship, on presentation of appropriate supporting documents. 86) Q: Is a traineeship considered to be employment? Will I be exempted from paying social security contributions in my home country? A: A traineeship at the European Parliament is not considered employment. During your traineeship you do not contribute to any social security scheme, either on an EU basis or in the country where you are assigned. As far as social security contributions in your country of origin are concerned, you should ask your national administration about the rules on traineeships. 87) Q: Is the scholarship subject to taxation? A: Meeting your tax obligations is entirely your responsibility. The scholarship is not subject to an EU tax. You should seek advice from the administrative authorities in your country. 88) Q: Will my traineeship period count towards my pension calculation? A: Traineeship periods are not normally counted towards the pension calculation. You should seek advice from the administrative authorities in your country. 89) Q: Do I have to terminate my current employment for the duration of the traineeship? A: You cannot do a traineeship in the European Parliament at the same time as being employed elsewhere. On arrival, you will be required to sign a statement declaring that you are not receiving any earnings or scholarship from another source. If you are, that amount will be deducted from the amount to which you are entitled. 90) Q: Is any other grant, e.g. from a university, or an orphan’s allowance considered income? A: No. ‘Earnings’ means only the salary received from an employer. 19 FAQ 91) Q: What is the procedure for going on ‘mission’? A: Before you go on mission, the relevant department draws up a mission order. The directorate-general authorises missions a week in advance of their start date. An advance on the mission expenses may be paid on request. Journeys should be made using the most appropriate and most cost-effective means of transport; for example, by train in second class or by plane in economy class. A flat-rate payment will be made to your bank account to cover hotel and subsistence costs (meals, transport). Trainees are entitled to an advance of 70% of the expected costs (excluding transport). Where trainees are authorised to travel on mission during the last 15 days of their traineeship, they are not entitled to an advance. 92) Q: What is the procedure for claiming reimbursement of mission expenses? Upon return, trainees complete a declaration of expenses and have it signed by their supervisor. The declaration of expenses must be sent within 10 calendar days of the end of the mission. After 15 calendar days have passed, any amounts advanced will be automatically recovered from the trainee. The balance is paid after the declaration of expenses has been received and checked. Career prospects 93) Q: What are my prospects of securing employment at the European Parliament after the traineeship? A: Traineeships do not give trainees the right to future employment in the European Parliament. Officials are recruited on the basis of the open competitions organised by EPSO; contract staff are employed on the basis of the calls for expression of interest published by EPSO. For further information on jobs, consult the European Parliament website http://www.europarl.ep.ec/. Some statistics 94) Q: How many applications does the European Parliament receive each year and how many are accepted? 20 FAQ A: In 2011, the European Parliament received 7 413 applications to do a university graduate traineeship (including 423 applications under the programme of traineeships for people with a disability) and 2 549 applications for a training placement. Only 373 applicants for graduate traineeships, 18 applicants under the disability programme and 166 applicants for training placements were accepted. In 2012, the European Parliament received 8 465 applications to do a university graduate traineeship (including 294 applications under the programme of traineeships for people with a disability) and 2 477 applications for a training placement. Only 431 applicants for graduate traineeships, 24 applicants under the disability programme and 147 applicants for training placements were selected. Translation traineeships are managed by the Directorate-General for Translation. In 2012 there were 6 269 applications received and 177 translation trainees were selected. 95) Q: Which countries do the trainees come from? Most trainees come from EU Member States. Third-country nationals from nonapplicant countries may do traineeships at the European Parliament, although the number who do so may not exceed 10% of the total number of traineeships. 96) Q: Where are trainees usually based? A: Most trainees are based in Brussels. However, approximately 10% of trainees work in Luxembourg, and a few may occasionally be assigned to administrative units in Strasbourg. Traineeships are also offered at the Information Offices in the Member States. 97) Q: Is it easier to get a traineeship in some places than in others? A: The likelihood of securing a traineeship is roughly the same in every place of work. The directorates which receive the largest number of applications accept the largest number of applicants, and those where demand is less accept fewer trainees. 98) Q: Are there more university graduate opportunities or more training placements? traineeship A: There are more traineeships for university graduates. Study visits 21 FAQ 99) Q: What is the purpose of study visits? A: They are designed to provide citizens aged 18 or over with opportunities for more detailed study of specific subjects relating to European integration. There is also an opportunity to carry out research at the Library or Historical Archive of the European Parliament (in both cases only in Luxembourg). 100) Q: What is the procedure for study visits? A: The maximum duration of a study visit is one month. Anyone who has already completed a European Parliament traineeship must wait six months before applying for a study visit. There are three options: If you are interested in a study visit at the European Parliament’s Library, send an e-mail to: StudyVisit@ep.europa.eu, putting LibraryLuxembourg@ep.europa.eu in copy; If you are interested in a study visit to the European Parliament’s Archive, send an e-mail to: StudyVisit@ep.europa.eu, putting ArchInfo@ep.europa.eu in copy; For any other study visit, send a request by e-mail to StudyVisit@ep.europa.eu at least two months prior to the date of the visit. It will be ascertained whether the relevant European Parliament departments or bodies are able to accommodate the applicants, who will be informed whether their application has been successful. In accordance with the rules in force, the European Parliament will not meet costs of any nature incurred by visitors. 22