List of internal rules in the European Parliament Explanatory …...17 December 2013 List of internal rules in the European Parliament Explanatory note The following tables are divided

17 December 2013

List of internal rules in the European Parliament

Explanatory note The following tables are divided according to the different Directorates-General in the Parliament. However, certain tables cover several Directorates-General, where applicable provisions overlap (such as DG EXPO/DG IPOL and DG TRAD/DG INTE). The tables are all divided into three columns: 1st column - 1st level rules This column contains rules adopted by the governing bodies of the House: the Conference of Presidents and the Bureau. 2nd column - 2nd level rules This column contains all other rules, whether adopted by the Quaestors, by the Secretary-General or by other administrative levels. In exceptional cases it also contains decisions adopted by the governing bodies, where these constitute an implementation of a decision at 1st level. Both the 1st level rules and the 2nd level rules are rules of general scope. 3rd column This column contains certain comments relating to the 1st column and 2nd column and, in particular, the procedures for the adoption of individual/specific decisions. Individual articles mentioned in the 1st column relate to a procedure which appears in the 3rd column. General remarks The content of the tables has been verified by the representatives from the respective Directorates-General. The list of rules contained in the 1st and 2nd columns is to be considered exhaustive. The 3rd column containing procedures does not constitute an exhaustive picture, but rather a first attempt at illustrating the lack of a harmonised administrative culture in the House. This list should thus still be the subject of an in-depth and thorough examination to give a full picture of the situation.

amartinez

Typewritten Text

PE 525.041/BUR/ANN.3

Administrative simplification Index

DG Presidency

DG Internal and DG External Policies

DG Communication

Staff regulations and conditions of employment of other servants

DG Infrastructure and Logistics

DG Translation and DG Interpretation

DG Finance

DG Innovation and Technological Support

Legal Service

Administrative simplification

DG PRES

Rules 1st level Rules 2nd level Procedure

European Parliament DG Presidency

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PROTOCOL SERVICE Rules governing Official Visits Bureau decision of 3 May 2004 as consolidated by the Bureau on 16 June 2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.1.6: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.1/1.1.6/781281-net_en.pdf

Administrative guidelines "Vademecum of the Protocol Service" Based on the standard practice in the Protocol service, established in agreement with the successive Cabinets and on the basis of the use and practice of diplomatic protocol and standard protocol rules Publication: not as a whole only in part on DG PRES intranet: http://www.presnet.ep.parl.union.eu/presnet/webdav/site/presnet/shared/Photos_staff/photos_listes_contacts/Unite%20Protocole/ordre_de_preseance/ordre%20pr%C3%A9s%C3%A9ance%20201001.pdf and http://www.presnet.ep.parl.union.eu/presnet/webdav/site/presnet/shared/Protocole/ordre%20de%20preseance/liste%20de%20pr%C3%A9s%C3%A9ance%20interinst%202011-02-28.pdf

Implementation by the Protocol Service Decisions taken by the Head of Unit No possibility of appeal Comment DG PRES: Indeed, the Vademecum is not published as such on DG PRES intranet - though it is being considered to do so especially after the migration to new Windows and some incompatibilities with previous tables etc. However, at the moment, all the information contained in the Vademecum is included on Intranet broken down in different chapters under "Protocol /Activities", e.g. visa and relations with embassies) http://www.presnet.ep.parl.union.eu/presnet/cms/lang/en/Directorates/Protocol/Protocol-Activities/pid/1654



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DIRECTORATE FOR LEGISLATIVE ACTS Practical modalities agreed between the

competent services in the European Parliament and the Council for the implementation of TFEU Article 294(4) in case of first reading agreements TFEU Article 294 (4) - first reading agreements "If the Council approves the European Parliament's position, the act concerned shall be adopted in the wording which corresponds to the position of the European Parliament." Publication: EurLex: http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:C:2008:115:0001:01:EN:HTML

Exchange of letters between Secretaries-Generals Publication: None - only available in French

The two Institutions agree on: - who translates the agreed text [Decision on EP side: DG TRAD, Planning Unit] - a calendar - max. delay 6 weeks+2weeks [Decision on EP side: DLA]

Joint Practical Guide of the European Parliament, the Council and the Commission for persons involved in the drafting of legislation within the Community institutions Drafting of legislation Publication: EurLex: http://eur-lex.europa.eu/en/techleg/index.htm

Implementation by responsible chef de file / Head of Unit



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NATIONAL PARLIAMENTS

Internal rules on for the use of appropriations on budget items 03249/01 and 03249/02 Deputy Secretary-General decision of 13 February 2013 Publication: None

Implementation by Directorate for Relations with National parliaments + relevant Committee secretariats in DG IPOL and DG EXPO Decision: None as such Possibility of appeal: None

MODUS OPERANDI concluded between DG Presidency and DGs IPOL and EXPO on the allocation of tasks and practical cooperation arrangements in the area of relations with national parliaments Administrative decision of 2 February 2012 Publication: None

Paragraph 4

Implementation by Directorate for Relations with National parliaments + relevant Committee secretariats in DG IPOL and DG EXPO In order to optimise the conduct of the internal procedure for adopting the indicative programme of activities, a timetable will be drawn up: - The Conference of Committee Chairs should be in a position to adopt the six-month indicative programme 10 weeks prior to the start of the next six-month period; - The Steering Group on Relations with National Parliaments should be able to discuss the programme six weeks prior to the start of the next six-month period; - The Conference of Presidents should be able to adopt the definitive programme at the latest one month prior to the start of the next six-month period. Decision: CCC + Steering Group + CoP



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CODE OF CONDUCT IMPLEMENTING MEASURES FOR THE CODE OF CONDUCT FOR MEMBERS OF THE EUROPEAN PARLIAMENT WITH RESPECT TO FINANCIAL INTERESTS AND CONFLICTS OF INTEREST Bureau decision of 15 April 2013 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 2.1.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.1/2.1.4/422.613_net_en.pdf

Article 3(3) - Storage and display of gifts

Article 3(4) -

User's Guide - Code of Conduct for Members Administrative decision adopted in July 2013 by Director for Directorate for Presidency Services Publication: EP Internet http://www.europarl.europa.eu/aboutparliament/en/0081ddfaa4/MEPs.html http://www.europarl.europa.eu/pdf/meps/CoC_Users_Guide_draft4web_EN_rev.pdf

By way of exception to paragraph 2, gifts of artistic or cultural value may, pursuant to a decision by the President following a recommendation from the Quaestors issued after obtaining the opinion of the Artistic Committee, be displayed in a suitable location on Parliament's premises. Decision: President on recommendation from Quaestors + Artistic

Committee Possibility of appeal: None By way of exception to paragraph 2 and at the written request of the Member to whom the gift was presented, the President may in duly substantiated cases decide that the Member shall be permitted to display the gift in his or her office on Parliament's premises for as long as he or she continues to serve in the official capacity in which he or she received the gift. Decision: President Possibility of appeal: None



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Article 3(5) -

Article 9 - Monitoring procedure

The Quaestors may instruct the competent service on the use of any gifts which are the property of Parliament. Members shall be entitled to participate in public tender procedures organised for the sale of any such gifts. Decision: Quaestors Possibility of appeal: None In accordance with Article 4 of the Code of Conduct, Members are personally responsible for submitting to the President a declaration containing information provided in a precise manner. Where there is reason to think that a declaration contains manifestly erroneous, flippant, illegible or incomprehensible information, the competent service shall, on behalf of the President, perform a general plausibility check for clarification purposes within a reasonable time-limit, thereby giving the Member the possibility to react. Where such a check does not clarify and thus resolve the matter, the President shall take a decision on further proceedings in accordance with Article 8 of the Code of Conduct. Decision: President Possibility of appeal: None Procedure in Article 8 of the Code of Conduct: Decision by President of referral to Advisory Committee, who make a recommendation to the President. President can adopt a reasoned opinion laying down a penalty (consisting of measures in Rules of Procedure Rule 153(3)). Internal appeal procedure in RoP Rule 154 applies - Appeal body: BUREAU.



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LIBRARY - NB NEW DG RULES OF THE LIBRARY Bureau decision of 16 January 2012 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 5.1.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/5/5.1/5.1.3/422605_library_net_en.pdf

Library Administrative Rules Implementation of Article 6 of the "Rules of the Library" adopted by the Bureau on 16 January 2012 Publication: Library Intranet: http://www.library.sso.ep.parl.union.eu/lis/site/cmsContent.form?pageId=108

Implementation by competent service Decision: None as such Possibility of appeal: None

RULES ON DOCUMENT MANAGEMENT IN THE EUROPEAN PARLIAMENT Bureau decision of 2 July 2012 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 7.3.2: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/7/7.3/7.3.2/422.611-doc%20management_net_en.pdf

Article 3 - Registration

Implementing Modalities for Rules on Document Management - Decision of the Secretary General of 25 October 2013 (entry into force on 1 November 2013) (ref GEDA D(2013)44804 http://www.geda.sso.ep.parl.union.eu/geda/download/DECISION%20SG_Document%20Management_D(2013)44804_FINAL.pdf?cleBlob=2120430

Available in FR REMARK: GEDA not accessible for outside people - needs publication!

As soon as a document is formally drawn up or received in the European Parliament, it shall be analysed with a view to determining whether it must be registered. A document must be registered if: (a) it contains important information that is not short-lived, and (b) it binds the European Parliament or may require action or follow-up by the European Parliament. Decision: Originating department / department responsible for

receipt of document Possibility of appeal: None



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Article 6 - Common retention list and specific retention lists

No common retention list yet drawn up Each separate DG has its own specific retention list - not published.

The common retention list is the European Parliament’s regulatory instrument defining, for the whole of the European Parliament, which documents and files are to be retained and which have no archival interest. To that end, it sets the conditions and periods for their retention, including in particular the administrative retention period, the action to be taken and the stakeholders involved and their responsibilities. The common retention list shall be drawn up by decision of the Secretary-General. The specific retention list constitutes the regulatory instrument at the level of each Directorate-General. It lays down, for the directorate-general concerned, the procedures, actions and periods ensuing from the implementation of the common retention list. The specific retention list shall be drawn up by each directorate-general in cooperation with the department responsible for the historical archives and after consulting the department responsible for access to documents, at the latest within one month from the entry into force of this Decision. Each directorate-general shall ensure that its specific retention list is in conformity with the common retention list. However, pending the drawing-up of the common retention list, each directorate-general shall draw up its specific retention list on the basis of its particular type or types of documents. Decision: Secretary-General / Director-General Possibility of appeal: None

Procedure for managing questionable submissions, previously known as "non-petitions" PETI Committee decision of 24 April 2012 Publication: None

List compiled by DG PRES and the Committee secretariat and sent to Members of the Committee one week ahead of the Committee meeting Decision: PETI Committee Possibility of appeal: Yes to the Chair who will refer to the

Coordinators for final decision



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RULES GOVERNING PUBLIC ACCESS TO EUROPEAN PARLIAMENT DOCUMENTS Bureau decision of 28 November 2001 published in the Official Journal of the European Union, C 374 of 29 December 2001, pages 1-6. Consolidated by the Bureau on 3 May 2004. As amended by the Bureau on 26 September 2005 and published in Official Journal of the European Union C 289/6 of 22 November 2005. As amended by the Bureau on 22 June 2011 and published in Official Journal of the European Union C 216 of 22 July 2011. Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.1/873674_1_en.pdf

Handbook to implement the Bureau Decision on public access to documents To be adopted by the Secretary General, and is currently being prepared jointly by DG Presidency, DG FINS, SJ and CSG. [not finalised and published]

Implementation by the Transparency Unit + Secretary-General

RULES GOVERNING THE TREATMENT OF CONFIDENTIAL INFORMATION BY THE EUROPEAN PARLIAMENT* Bureau decision of 6 June 2011 Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 7.3.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/7/7.3/7.3.3/rules on confidential docs_final_net2_en.pdf

Comment DG PRES: As regards the handling and treatment of confidential information, the Bureau at its meeting of 15April 2013, decided to adapt its previous decision of 6 June 2011 concerning rules governing the treatment of confidential information by the European parliament, following the new Inter-Institutional agreement with the Council as regards the forwarding and handling by the EP of classified information held by the Council on matters other than those in the area of CFSP. The Framework Agreement with the Council is still awaiting to be signed by the two institutions, once the implementing measures has been adopted by Parliament. In this regard, the Secretary-General will soon adopt a number of Handling Instructions for application of the adapted Bureau decision by the relevant EP services.



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SECURITY - NB NEW DG RULES GOVERNING SECURITY Bureau decision of 3 May 2004 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 6.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/6/6.1/555555_1_en.pdf

Access to buildings - Article 1(4) + Article 1(5)

Implementing Rules for Members not available online - no overall set of Rules Comment DG PRES: There are no implementing rules for Members as such. The various provisions for Members are based on usually, individual decisions taken by the Quaestors (or even by the President in some cases). There are also some more horizontal decisions like for example, new arrangements for representatives for regions, or presence of children under 14 years old in visitors' groups, or access arrangements for MEPs that become lobbyists etc. Usually, such decisions are included in the meetings' minutes and incorporated into the security general rules. Both to be replaced imminently Rules governing passes and authorisations granting access to Parliament’s premises adopted by the Secretary-General on 28 January 2005

Implementation by the Directorate on Security The Quaestors shall lay down: - access arrangements for former MEPs, without prejudice to Rule 9(2) of the Rules of Procedure, - procedures for implementing Rule 9(2) of the Rules of Procedure with regard to persons who wish to enter Parliament’s premises frequently, - access arrangements for groups of visitors as defined by the Bureau decision of 16 December 2002. Arrangements for access to Parliament’s buildings and installations for: - officials and other servants within the meaning of the Staff Regulations, - staff working for undertakings which have a contractual link with Parliament, - media representatives, and - representatives of the Diplomatic Corps shall be laid down by decision of the Secretary-General taken in accordance with the security policy determined by the Bureau.



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Access to car park - Article 1(1) + Article 1(2)

Article 4 - Exceptional situations

Article 5 - Failure to comply with the Rules

Publication: EP Intranet: http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/securite/reglement_autorisation_acces/reglement_autorisation_acces_en.pdf

+ Implementing provisions in respect of the rules governing passes and authorisations granting access to parliament’s premises adopted by the Security Unit on 5 February 2007 http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/securite/modalites_autorisations_acces/modalites_autorisations_acces_en.pdf

Règlement intérieur relatif aux zones de stationnement du Parlement européen du 28 juin 2007 http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/securite/reglement_zones_stationnement/reglement_zones_stationnement_fr.pdf

To be replaced imminently - should then be made available in EN! Comment DG PRES: These rules are based on a Regulation to be adopted by the SG and its implementing rules to be signed by the Director/DG for Security.

Members shall be entitled to park their cars in the car parks of Parliament’s buildings, where separate areas shall be set aside for them. Access arrangements for the other categories of users of the car parks of Parliament’s buildings shall be laid down by decision of the Secretary-General, account being taken of the capacity thereof, in accordance with the security policy determined by the Bureau. By way of derogation from these Rules, and where the interests of Parliament so dictate, the President or the Secretary-General, to whom the President may delegate this power, may grant or refuse access to Parliament’s buildings and installations to one or more persons. Decision: President or Secretary-General by delegation Possibility of appeal: None Persons who fail to comply with the Rules governing security may be ejected from Parliament’s buildings and installations and may have their badges and access



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governing security

SEPARATELY - but related to Bureau decision on Security Politique de vidéosurveillance du Parlement européen Deputy Secretary-General decision of 20 April 2013 Publication: Internet http://www.europarl.europa.eu/aboutparliament/en/00c623acc4/Security-and-Access.html http://www.europarl.europa.eu/pdf/data/video_EN.pdf

Comment DG PRES: This is a policy note which was transmitted to the Data Protection Supervisor. The document can be found on Internet in all languages (About Parliament/Security and Access/Video-surveillance) There is also a Notice by the Directorate for Security and Risk Assessment concerning visitors to EP premises and data protection, of May 2013(available also on Internet in all languages). Publication: Internet http://www.europarl.europa.eu/aboutparliament/en/00c623acc4/Security-and-Access.html http://www.europarl.europa.eu/pdf/data/data_EN.pdf

authorisation withdrawn by decision of the President or of the Secretary-General, to whom the President may delegate this power. Decision: President or Secretary-General by delegation Possibility of appeal: None Implementation by the Directorate on Security



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Règlement relatif aux objets trouvés - only in FR Secretary-General decision of 7 June 2006 Publication: None

Implementation by the Directorate on Security

RULES CONCERNING THE BAN ON SMOKING ON EUROPEAN PARLIAMENT PREMISES Bureau decision of 23 March 2011 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 6.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/6/6.4/422594net_en.pdf

Article 4

Article 5

Any person failing to comply with these rules shall be requested in situ to stop smoking (oral reminder). The Secretary-General shall be responsible for ensuring compliance with this rule. Decision: Security Guard in situation Possibility of appeal: None Any Member who persists in failing to comply with these rules, even after the oral reminder pursuant to Article 4, shall be subject, under the authority of the Quaestors and the President, to the sanctions' regime provided for in Article 6. See procedure in Article 6 Any official, other staff member or accredited assistant who persists in failing to comply with these rules, even after the oral reminder pursuant to Article 4, shall be subject, under the authority of the Secretary-General, to the sanctions' regime provided for in Article 7. See procedure in Article 7 Any local assistant, visitor or other person having entered Parliament's premises (e.g. personnel of service providers and external firms) who persists in failing to comply with these rules, even after the oral reminder pursuant to Article 4, shall be subject, under the authority of the Secretary-General, to the sanctions' regime provided for in



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Article 6

Article 7

Article 8. See procedure in Article 8 The Secretary-General shall report the name of any Member refusing to comply with these rules to the Quaestors. Subsequently, the Quaestors shall address a formal communication (written reminder -"yellow card") to the Member informing him that financial sanctions will apply in case of reiterated breach of these rules. Decision: Quaestors Possibility of appeal: Yes to President- see Article 6(2) In case of reiterated breach of these rules by a Member, the President, upon a proposal submitted by the Quaestors, shall adopt a decision imposing financial sanctions upon the Member concerned ("red card"). The amount of the sanction shall be equivalent to the amount of one day's subsistence allowance. This amount shall be directly deducted from the Member's general expenditure allowance. Decision: President Possibility of appeal: Yes to Bureau- see Article 6(3) The Member being subject to a sanction may submit a written complaint within 15 working days from notification to the President. Such an appeal shall have suspensory effect. The Bureau shall notify the complainant of its reasoned decision within two months from the date on which the complaint was lodged. Decision: President Possibility of appeal: Final decision lies with Bureau In case of reiterated breach of these rules by an official, other staff member or accredited assistant, the Secretary-General shall address a formal communication (written reminder - "yellow card") to the person concerned informing him that disciplinary sanctions will apply. Decision: Secretary-General Possibility of appeal: Yes to Appointing Authority- see Article

7(3) In case of continued breach of these rules, the official, other staff member or accredited assistant concerned shall be subject to disciplinary proceedings under the Staff Regulations. Decision: Secretary-General Possibility of appeal: Yes to Appointing Authority- see Article



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Article 8

REMARKS PROBLEM: on the EP Intranet site "Security" the old rules are still listed as reference. http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/practical_life/security_3/fire_safety/smoking_ban

Comment DG PRES: The Intranet site will be upgraded shortly. The new rules will then be published (although only information concerning the main features of the implementing provisions might be available on Intranet in EN, FR and DE).

7(3) Any person being subject to a sanction under this Article may submit an appeal to the appointing authority under Article 90 of the Staff Regulations of Officials and Conditions of Employment of other Servants of the European Community which fully apply. Decision: Appointing Authority Possibility of appeal: Final decision lies with Appointing

Authority In case of reiterated breach of these rules by any local assistant, visitor or other person having entered Parliament's premises, the person concerned will be in situ escorted to the exits of the premises. Decision: Security Guard in situation Possibility of appeal: None

Internal rules concerning security and safety, surveillance and accreditation (by DG Presidency of 1 September 2013) Comment DG PRES: These internal security rules concern the security and



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accreditation services, following the Bureau decision on the internalisation of Parliament's security of June 2012, which are applicable since 23 September 2013) Not published

BUSINESS CONTINUITY AND CRISIS MANAGEMENT STRATEGY - INCLUDING A EUROPEAN PARLIAMENT CRISIS AND CONTINUITY MANAGEMENT OUTLINE Bureau decision of 29 November 2006

Plans for Crisis Management, Incident Management, Recovery Management and Crisis and Continuity Management Outline Directorate of Security decision of June 2010 Publication: None - confidential information which is updated regularly

Will be reviewed in light of the creation of the new DG on Security

PROTOCOL ON EMERGENCIES ARISING DURING OFFICIAL TRAVEL ACTIVITIES OUTSIDE THE THREE PLACES OF WORKs Conference of Presidents decision of ? Publication: DG EXPO Intranet

Article 2 - Establishment of a crisis unit

Décision relative à la création et au

Implemented by DG EXPO and DG FINS / Secretary-General



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fonctionnement d'une cellule de crise au sein du Secrétariat General au Parlement Européenne Secretary-General decision of 13 December 2012 Publication: None - only exists in FR


DG IPOL DG EXPO


European Parliament DG Internal Policies and DG External Policies

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1. Meetings1

Rules governing the holding of meetings simultaneously with plenary sittings in Brussels and Strasbourg Conference of Presidents decision of 14.05.1998 (consolidated by the Bureau on 3 May 2004, modified by decision of the Conference of Presidents of 2 June 2005, 20 June 2007, 14 February 2008 and 15 September 2010) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.1.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.1/1.1.3/422595_net_en.pdf

DG IPOL Calendar Unit website: http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/451#1

Article 3(3): Derogations from the principle set out in Art. 1 - Committees

'Committees shall be authorised to hold meetings simultaneously with a plenary sitting in Brussels only in exceptional cases and subject to the availability of interpretation resources. Such meetings may be held on Wednesdays from 19.00 to 22.00. Reasoned requests must be submitted in writing to the President no later than the Wednesday preceding the part-session concerned.' Decision: The President Possibility of appeal: None 'Meetings of committee bureaux and coordinators may not be held simultaneously with a plenary sitting, save where authorisation is granted by the President under the same conditions as those set out in the preceding paragraph.' Decision: The President Possibility of appeal: None

Article 3(4): Derogations from the principle set out in Art. 1 - Delegations

'Delegations shall be authorised to hold meetings simultaneously with a plenary sitting in Brussels only in exceptional and duly justified cases and subject to the availability of interpretation resources. Such meetings may be held on Wednesdays from 19.00 to 22.00. Reasoned requests must be submitted in writing to the President no later than the Wednesday preceding the part-session concerned.' Decision: The President Possibility of appeal: None

1 Code of Conduct on Multilingualism: see DG TRAD & INTE parts



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'Meetings of delegation bureaux may not be held simultaneously with a plenary sitting, save where authorisation is granted by the President under the same conditions as those set out in the preceding paragraphs.' Decision: The President Possibility of appeal: None

Article 3(5): Derogations from the principle set out in Art. 1 - Delegation to the Conciliation Committee

'By way of exception, delegations to the Conciliation Committee may hold meetings simultaneously with a plenary sitting in Strasbourg and Brussels if the constraints of time limits and Council availability so dictate and provided that such meetings do not coincide with voting time or a formal sitting.' No decision/authorisation needed.

Article 3(6): Derogations from the principle set out in Art. 1 - STOA Panel

'The STOA Panel may hold meetings on Thursday mornings during part-sessions in Strasbourg, subject to the provisions set out in Article 2.' No decision needed.

Ban of parallel meetings of the Conference of Presidents open to all Members See the above-mentioned decision of the Conference of President: 'Rules governing the holding of meetings simultaneously with plenary sittings in Brussels and Strasbourg'

Ce texte s'applique par analogie à l'organisation des travaux lorsqu'une Conférence des Présidents ouverte est convoquée. En outre, étant donné que les traités prévoient que le Président du Conseil européen fasse rapport au PE des résultats des sommets européens, les CoP ouvertes à tous les députés avec le Président du Conseil européen remplacent la plénière lorsque la date de celle-ci est trop éloignée de la tenue du sommet.

Authorisation requests for extraordinary meetings Publication: DG IPOL site: DirGen - Dir.E - Calendar Unit http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/451#6

All meeting requests which are late, which require the recruitment of extra interpreters or which are outside the periods reserved for committee and delegation meetings need the relevant authority's explicit authorisation.

Requests for extraordinary meetings need to be duly justified - the purpose, urgency and reason why the meeting cannot be held during a pink period should be clearly explained. The case should be made in detail so that the priority given and the extra costs engendered can be justified. The relevant authority must have all the information necessary to permit it to decide on the merits of the request. The extraordinary meeting request form, addressed to the President's Private Office or to the Secretary-General according to the criteria set out below, and signed by the relevant Director, must be scanned and sent by mail to the Calendar Unit which will then take care of the administrative procedure and inform the requesting department of the answer received. The President's Private Office is responsible for meetings : during blue,

turquoise and red periods

The Secretary-General is responsible for meetings : during white periods outside normal hours (before 08.00 or after 20.00)



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which are longer than 3 hours 30 minutes (maximum duration permitted)

The President of Parliament is responsible for departing delegations: which are not included in the annual programme or when the destination and/or the dates are (even slightly) different from those contained in the programme approved by the Conference of Presidents or outside pink or turquoise periods (for committee delegations) outside turquoise periods (for delegations)

the Chair of the relevant committee/delegation should send a letter to the President of Parliament, who will first submit it to the Conference of Presidents for their opinion and then to the Bureau for a final decision. If this is not possible owing to time restrictions the President will decide on the request autonomously.

Priority to be given for trialogues

during committee weeks Note of the Secretary General of 22.03.2013 Geda D(2013)15357

'Therefore, following the President's commitment taken during the dinner with the Committee Chairs last 27 February, I have taken the following decision: 1. Sarting from 1 April 2013, during Tuesday and Wednesdays afternoon of the committee weeks, 5 slots will be reserved for trialogues, and 11 for normal committee meetings (4 slots for trialogues in case of 12 normal committee meetings). Thus, no other meeting shall be booked with interpretation during these slots. This does not prevent from continuing organising trialogues with interpretation outside these slots under the normal non-priority regime....'

Rules governing meetings of the ACP-EU Joint Parliamentary Assembly and its bodies Bureau decision of 10.02.2003 (Consolidated by the Bureau on 3 May 2004, amended by decisions of the Bureau of 15 May 2006 and 12 January 2009.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.4.2: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.4/1.4.2/422561‐net_en.pdf

Article 1(b, i):- Interpreting and translation facilities

'Interpretation facilities shall be provided for the ACP-EU Joint Parliamentary Assembly as a general rule in English, French, German, Spanish, Italian and Portuguese; other languages might be considered under exceptional circumstances for particular meetings (e.g. the language of the Council Presidency).' Decision: The President Possibility of appeal: None



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Article 2(b): Travel expenses 'the Director-General Finance shall be empowered to set, in conjunction with the Pay and Allowances Service, a ceiling for the price of airline tickets for the officials authorised to travel on mission, on the basis of the most attractive offers received by the travel agency from the airlines running flights to the meeting venue.' Decision: Director-General Finance Possibility of appeal: None

Article 3(a): Establishment plan 'On the basis of the requests submitted by the EU Deputy Co-Secretary-General, the Secretary-General shall authorise the operational establishment plan for sessions of the Joint Parliamentary Assembly and meetings of its bodies, with the officials who are to travel on the mission being designated by the relevant services.' Decision: The Secretary-General Possibility of appeal: None

Article 3(b): Establishment plan 'The EU Deputy Co-Secretary-General shall be empowered to authorise the operational establishment plan, bearing the names of the persons who are to travel, for independent missions (information and study missions within the meaning of Article 28 of the JPA’s Rules of Procedure, within the limit of the budgetary ceilings laid down by Parliament’s Bureau).' Decision: The EU Deputy Co-Secretary-General Possibility of appeal: None 'Where his ex officio attendance is deemed necessary (e.g. at meetings attended by his counterpart, the ACP Co-Secretary-General), he shall submit a request for a mission order to the Secretary-General of Parliament.' Decision: The Secretary-General Possibility of appeal: None

Rules concerning meetings of the Euro-Mediterranean Parliamentary Assembly Bureau decision of 09.05.2005 (References to the Rules of Procedure of the Euro-Mediterranean Parliamentary Assembly were updated in April 2008.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.4.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.4/1.4.4/356018‐net_en.pdf



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Article 3: Staffing plan

'The Secretary-General shall authorise the staffing plan for sessions of the Euro-

Mediterranean Parliamentary Assembly and/or meetings of its bodies; the units concerned shall designate the officials to undertake the mission in question.' Decision: The Secretary-General Possibility of appeal: None



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2. Public hearings / Workshops

Rules on public hearings Bureau decision of 18.06.2003 (Consolidated by the Bureau on 3 May 2004, and amended by the Bureau on 21 February 2005, 10 October 2007, 28 March 2012 and 19 November 2012) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.3.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.3/422597_net_en.pdf

DG IPOL website - Public hearings: DirGen - Dir.E - Legislative Coordination - Public hearings http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2498

Article 2: Hearings on European Citizens' Initiatives

'ECI Hearings shall take place during regular slots of the organising committee if appropriate or on a Thursday afternoon in a committee week. Prior notification must be submitted to the President in accordance with Article 4 of these rules.' Notification: The President

Article 3: Prior authorisation of hearings

'Hearings entailing expenditure for Parliament shall require prior authorisation from the Bureau.' Decision: Bureau The Conference of Committee Chairmen shall submit to the Bureau, at the start of each year, a draft annual programme of hearings envisaged, accompanied by appropriate supporting documents and any information available (topic, justification, dates, number of guests, background). For hearings not included in the annual programme approved by the Bureau, specific individual authorisation must be requested at the latest four weeks in advance. In urgent cases, however, the President may grant authorisation without submitting the request to the Bureau.' Decision: Bureau or the President in urgent cases

Article 4: Notifying the President in advance

'Irrespective of whether or not hearings have been included in the annual programme and whether or not they involve expenditure, prior notification of all hearings must be submitted to the President, giving all relevant information and, in particular the names and capacities of the guests.' Notification: The President

Article 5(5.1a): Financial arrangements applicable to guests - Travel expenses

'... guests shall be paid a flat-rate allowance of €50 to cover the cost of a return journey between their place of residence and the nearest station/airport. The Secretary-General may revise this amount in the light of changes in the costs



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which this flat-rate allowance is intended to cover.' Decision: The Secretary-General Possibility of appeal: None

Article 5(5.2): Financial arrangements applicable to guests - Daily allowance

'The Secretary-General may revise these amounts in the light of changes in the costs which this allowance is intended to cover.' Decision: The Secretary-General Possibility of appeal: None

Article 6: Implementing provisions for persons invited as petitioners

'... the chairman of the Committee on Petitions may decide, on an exceptional basis, that some petitioners shall have their expenses reimbursed, provided that their place of origin is inside the Union...' 'The Committee on Petitions shall inform the President of the meeting and the petitioners invited.' Decision: The Committee on Petitions Chairman Possibility of appeal: None

Article 9: Implementation of these rules Service instructions drawn up by the Secretary-General on 8 September 2008 Publication: DG IPOL website: http://www.ipolnet.ep.parl.union.eu/ipolnet/webdav/site/myjahiasite/shared/budget_unit/toolbox/reimbursement_of_expert_procedures/service_instruct_en.pdf

'The Secretary-General shall ensure the proper implementation of these rules and shall draw up the service instructions required for that purpose'

Procedure for the reimbursement of guests' expenses Note from the IPOL Director General of 25.04.2012 Publication: DG IPOL website: DirGen - Dir.F - Finance Unit - Toolbox For Initiators - Reimbursement of Guests Procedures http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/1827

Publication: DG EXPO website: http://www.expo.ep.parl.union.eu/expo/cms/pid/245

'Every year, each committee may invite a maximum of 16 guests, whose expenses may be reimbursed, to attend its hearings/meetings. More guests may be invited to attend committee hearings/meetings if they do not require the reimbursement of their expenses.' 'Applications for authorisation must be sent (four weeks before the date of the public hearing) to the aforementioned Finord initiators who will check the quota and forward it to the relevant Authorising Officers by Sub-delegation.' Authorisation: Finord initiators Decision: Authorising Officers Possibility of appeal: None



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Guidelines concerning paid external expertise – decision of Conference of Committee Chairs of 10.07.2007 amended by decision of the CCC on 14.02.2012

Publication: DG IPOL website: DirGen - Dir.E - Legislative Coordination - Expertise budget http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2458

Publication: DG EXPO website: http://www.expo.ep.parl.union.eu/expo/cms/pid/245

These guidelines govern the use of the budget appropriations allocated each year to standing parliamentary committees, committees of enquiry, special committees and sub-committees, to cover their paid external expertise requirements.

Article 2: Operating principles 'Each committee determines its own technical expertise requirements on the basis of its political priorities. No prior approval by other internal parliamentary bodies is required. Paid external expertise shall be managed by the policy departments on behalf of the committees, in keeping with the provisions of the Financial Regulation and under the final responsibility of the authorising officers by sub-delegation in the Directorates-General for Internal Policies and External Policies.' Managed by the policy departments under the authority of the

director responsible Final responsibility: Authorising Officers



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3. Legislative and non-legislative work

Procedure for granting authorisation to draw up own-initiative reports Conference of Presidents decision of 12.12.2002 (This decision was amended by a decision of the Conference of Presidents of 26 June 2003 and was consolidated on 3 May 2004. It was further amended by a decision adopted in plenary on 15 June 2006 concerning the interpretation of Rule 48 of the Rules of Procedure and by decisions of the Conference of Presidents of 14 February 2008 and 15 December 2011.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.3.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.1/pe339465‐422604 net_en.pdf

DG IPOL website: DirGen - Dir. E - Legislative Coordination - Own-initiative reports http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2454

Article 3(2): Procedure

'Duly substantiated requests for authorisation shall be forwarded to the Conference

of Committee Chairs, which shall ascertain their compliance with the criteria set out in Articles 1 and 2 and with the quota established in Article 1.' Decision: Conference of Committee Chairs Possibility of appeal: Conference of Presidents

Article 3(3): Procedure - Strategic reports

'Requests for authorisation to draw up strategic reports shall be granted by the

Conference of Committee Chairs after resolution of any conflict of competence. The Conference of Presidents may, at the specific request of a political group, revoke such authorisation within no more than four parliamentary business weeks.' Decision: Conference of Committee Chairs Possibility of appeal: Conference of Presidents

Article 3(4): Procedure - Legislative own-initiative and non-legislative own-initiative reports

'The Conference of Committee Chairs shall forward to the Conference of Presidents, for authorisation, requests to draw up legislative own-initiative and non-legislative own-initiative reports that are assessed as being in compliance with the criteria and quota allocated. The Conference of Committee Chairs shall at the same time notify the Conference of Presidents of any annual activity and monitoring reports, as listed in Annexes 1 and 2, implementation reports and strategic reports that have been authorised.' Decision: Conference of Presidents



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Article 3(6): Procedure - Conflicts of competence

'If a committee's competence to draw up a report is challenged, the Conference of Presidents shall take a decision within six parliamentary business weeks on the basis of a recommendation from the Conference of Committee Chairs or, if no such recommendation is forthcoming, its chair. If the Conference of Presidents fails to take a decision within that period, the recommendation shall be declared to have been approved.' Decision: Conference of Presidents

Article 4(1&3): Rule 50 of the Rules of Procedure

'Requests for the application of Rule 50 of the Rules of Procedure shall be submitted no later than the Monday preceding the meeting of the Conference of Committee Chairs at which requests to draw up own-initiative reports are to be dealt with.' 'If the committees concerned fail to reach agreement on the request for application of Rule 50, the Conference of Presidents shall take a decision within six parliamentary business weeks on the basis of a recommendation from the Conference of Committee Chairs or, if no such recommendation is forthcoming, its chair. If the Conference of Presidents fails to take a decision within that period, the recommendation shall be declared to have been approved.' Decision: Conference of Committee Chairs Possibility of appeal: Conference of Presidents

Impact Assessment Handbook Decision of the CCC of 17.06.2008 Publication: DG IPOL site: http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/3097

Parliament shares with the Council and Commission the determination to and responsibility for improving the quality of legislation applicable throughout the Union. The agreement on Better Lawmaking, which enshrines that joint commitment, identifies impact assessments as one of the tools which can help the institutions achieve the goal of clear, simple and effective legislation.

'23. The decision by the committee responsible to request an impact assessment is forwarded to its policy department, which selects outside experts, in keeping with the provisions of the Financial Regulation and EU law on public contracts, with a view to ensuring that the experts are as independent and objective as possible and the procedure for selecting them is as transparent as possible.' '29. Unless a duly justified decision to the contrary is taken by the committee responsible, impact assessments of substantive Parliament amendments are published on Parliament's Internet site.' Decision: Responsible committee Possibility of appeal: None



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4. Committee delegations

Travel by committee delegations outside the three places of work of the European Parliament Bureau decision of 02.10.2000 (Consolidated on 3 May 2004 and amended by Bureau decision of 21 February 2005, 11 October 2006, 10 December 2007 and 14 January 2008, consolidated by Bureau decision of 16 June 2009 and amended by Bureau decision of 14 November 2011 and 12 March 2012.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.3.2: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.2/422576_net_en.pdf

DG IPOL website - Travel by committee delegations: DirGen - Dir.E - Legislative Coordination - Delegations of committees http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2457

DG EXPO website: DirGen - DircF - Budgetary management - Committees' delegations http://www.expo.ep.parl.union.eu/expo/cms/pid/241

Article 4(1): Accompanying Members

'... provided they receive prior authorisation from the committee concerned, whose

decision shall take account of the political balance of the delegation in question, and, in the case of the Members referred to in points (b) and (c), from the Bureau.' Decision: Bureau

Article 6: Calendar of missions '(1) The committees shall undertake missions during the weeks set aside for external parliamentary activities. (2) The committees shall be required to obtain prior authorisation from the President of Parliament for any mission undertaken outside those weeks. If such an authorisation is granted, a limited language regime will be applied that may not exceed interpretation into one language.' Decision: The President (art. 6.2) Possibility of appeal: None

Article 7(2): Duration of missions

'In exceptional cases, if it is necessary to undertake a long journey or if links to the destination are poor, a delegation may be granted up to two days’ additional journey time.' Decision: Bureau



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Article 8(1): Travel authorisation - Draft annual programme

'Before 1 November of each year, the Conference of Committee Chairs shall submit a draft annual programme for the following year. Subsequently, the Conference of Presidents shall deliver its opinion (no later than at the second Conference of Presidents meeting following submission of the draft annual programme), which shall be followed by a final decision of the Bureau.' Decision: Bureau

Article 8(2): Travel authorisation - Maximum travel quota

'Committees may decide not to use up their maximum travel quota when establishing the annual programme and to set aside part of their quota in order to be able to add one or more missions during the year. Such committees may, after obtaining the opinion of the Conference of Presidents, request the Bureau to authorise such additional missions, provided that the annual quota by committee is complied with.' Decision: Bureau

Article 15(1) – Assistance to committee delegations Bureau decision on 07.10.2013 (item 7 of the minutes): Presence of accredited parliamentary assistants in the work of parliamentary delegations - Note from the Secretary-General

'decided to authorise the Administration to refuse to draw up mission orders for accredited parliamentary assistants or reimburse expenses incurred by them for missions which coincide with an interparliamentary delegation or a committee delegation mission.'

Decision: Administration

Article 16(b): Principles governing the security of committee delegations outside Parliament's three places of work

'Once a delegation mission has been authorised, the chair shall, with the support of the secretariat, make all the arrangements necessary to guarantee the security of the delegation and the persons accompanying it in accordance with Articles 4 and 15. The Institution shall assume all responsibility. With that aim in view, a protocol on emergencies arising during official travel activities outside the three places of work, setting out the procedures to be followed before, during and after missions, is annexed to this decision.'

Emergencies are managed by a crisis unit established by the Secretary-General (See Art. 3 of the Annex of the Bureau Decision 'Travel by Committee Delegations outside the three places of work of the EP').



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Procedure for the use of credits on budget item 3042 – Expenditure connected with Committee Delegations Note of the Director General of DG IPOL of 06.07.2010 and the related note. Publication: DG IPOL website: DirGen - Dir.F - Finance Unit - Toolbox For Initiators - Committee Delegations outside the three working places: http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2415 Publication: DG EXPO website: DirGen - DircF - Budgetary management - Committees' delegations http://www.expo.ep.parl.union.eu/expo/cms/pid/241

'It has been agreed that provisional commitments be made for Committee Delegations to cover expenses incurred relating to a period of time instead of covering costs per individual mission of the Committee Delegations. Such arrangement facilitates missions which have to be organised at short notice. Although such an arrangement might simplify the organisation of the mission, it should still be in accordance with the principle of sound financial management. Therefore, each dossier for a mission of a Committee Delegation with an estimated cost higher than 500 € should still be sent for official ex-ante verification before the mission takes place.'

Le vérificateur ex-ante vérifie si tout est conforme au règlement

financier et aux règles internes Décision: Ordonnateur Possibilité d'appel: Directeur général IPOL



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5. Delegations

Implementing provisions governing the work of delegations Conference of Presidents decision of 10.03.2011 (As amended by the Conference of Presidents on 10 January 2013.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.4.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.4/1.4.1/422560_net_en.pdf

Article 5(3): Political priorities

'In response to important unforeseen international events or developments, the

Conference of Presidents may authorise additional missions of the standing delegations or dispatch ad hoc delegations.' Decision: Conference of Presidents

Article 7(1&2): Principles of authorisation 'All interparliamentary meetings shall require prior authorisation from the Conference of Presidents, based on requests to be submitted in good time.' 'All authorisations shall take account of Parliament’s political priorities as referred to in Article 5(1).' Decision: Conference of Presidents

Article 8 (1&2): Authorisation of ordinary activities

'Ordinary interparliamentary meetings shall be authorised by the Conference of Presidents in the form of an overall annual programme covering all the standing interparliamentary delegations.' 'The Conference of Delegation Chairs shall submit in good time before the beginning of each financial year, and after consulting the Committees on Foreign Affairs, Development and International Trade, a draft annual programme.' Decision: Conference of Presidents



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Article 9 (1&3): Uniform supplementary quota

'The Conference of Presidents may invite the Conference of Delegation Chairs to propose, in the light of the political priorities referred to in Article 5(1), that a uniform supplementary quota be apportioned to a limited number of standing delegations in addition to the basic quota provided for in Article 8(6)'. 'The authorisation procedure set out in Article 8 shall apply mutatis mutandis.' Decision: Conference of Presidents

Article 10 (1&3): Flexible supplementary quota

'Any standing interparliamentary delegation responsible for more than one country shall, in addition to the basic quota established in Article 8(6), be allotted a flexible supplementary quota of 10% of the total number of full members of the standing interparliamentary delegation concerned for each additional country calculated over a period of two calendar years, provided that the delegation visits the additional country/countries. That quota shall not exceed 50%.' 'The authorisation procedure set out in Article 8 shall apply mutatis mutandis.' Decision: Conference of Presidents

Article 13(3): Nominative authorisations to travel

'At the joint request of the chairs of the delegation and any committee concerned, the President of Parliament may, provided that it is justified by the agenda of the interparliamentary meeting concerned, authorise the committee rapporteur(s) to accompany a delegation travelling on mission outside Parliament’s places of work. Committees and interparliamentary delegations may also organise joint missions in a manner consistent with their respective rights and obligations.' Decision: The President Possibility of appeal: None

Article 14(2b): Composition of official Parliament delegations on mission

'Delegations may be accompanied by: officials of Parliament’s Secretariat whose names are included in the establishment plan drawn up by the Directorate-General for External Policies and approved by its Director-General (including representatives of the Directorate-General with responsibility for Communication).' Decision: EXPO Director-General Possibility of appeal: None

Article 14(4): Composition of official Parliament delegations on mission

'Representatives and officials of other Community institutions and Community agencies may, with the agreement of the chair, take part in the work of delegations.' Decision: The Chair Possibility of appeal: None



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Article 22(1): Ad hoc delegations 'In response to an unforeseen event of major political significance which cannot be dealt with on the basis of the annual programme referred to in Article 8(1), the Conference of Presidents may, on a proposal from a political group, the Committee on Foreign Affairs, the Committee on Development or the Committee on International Trade, authorise the sending of an ad hoc delegation, specifying the general terms and objectives (“mission statement”) of its remit and the period for which it is to be constituted. Ad hoc delegations shall, as a rule, be made up of seven members appointed by the political groups in accordance with the rolling d'Hondt system, which shall also apply to the non-attached Members. In extraordinary circumstances and on duly substantiated political grounds, the Conference of Presidents may authorise the sending of an ad hoc delegation with more or fewer than seven members. Ad hoc delegations shall elect their chair prior to their departure.' Decision: Conference of Presidents

Article 23(4): Interpretation and translation 'Derogations from these provisions may be requested from the President of Parliament. The President’s decision shall be final.' Decision: The President Possibility of appeal: None

Annex IV - Article 3: Protocol on emergencies arising during official travel activities outside the three places of work - Establishment of a crisis unit

'Emergencies, as defined in Article 2, shall be managed by a crisis unit established for the purpose by the Secretary-General. It shall consist of, in particular, representatives of services whose task it is to take the steps required in the light of the nature of the crisis and shall become operational automatically when an emergency arises in order to assist and, if necessary, repatriate the individuals concerned.'

Emergencies are managed by a crisis unit established by the Secretary-General

Democracy support and election coordination group and implementing provisions governing election observation delegations Conference of Presidents decision of 13.09.2012 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.4.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.4/1.4.3/422562_net3_en.pdf

B. Implementing provisions governing election observation delegations

'The Conference of Presidents shall authorise each election observation delegation on the basis of an opinion from the Democracy Support and Election Coordination Group.'



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Article 7: General provisions

Decision: Conference of Presidents

B. Implementing provisions governing election observation delegations Article 8: Authorisation procedure for election observation delegations

'The Democracy Support and Election Coordination Group shall draw up a six-monthly programme of election observation delegations which are likely to be of significant interest to the European Parliament and shall submit it to the Conference of Presidents for information in time to be taken into account at the various stages in the budgetary procedure (adoption of Parliament's estimates of revenue and expenditure and Parliament's first reading of the budget).' Notification: Conference of Presidents 'Within the limits of the financial framework laid down by the Bureau, the Democracy Support and Election Coordination Group shall submit to the Conference of Presidents specific requests for authorisation to undertake election observation delegations which are duly justified on the basis of the criteria set out in Article 9. Where the electoral system of the country concerned provides for the possibility of a second ballot, the request submitted by the Democracy Support and Election Coordination Group shall in principle also include observation of this second ballot. Any request to send an election observation delegation shall be sent to the Conference of Presidents in good time before the scheduled date of the election (at least two meetings of the Conference of Presidents before election day), so that the Conference of Presidents may take its decision sufficiently in advance of the date of the elections concerned.' Decision: Conference of Presidents

B. Implementing provisions governing election observation delegations Article 9: Criteria

'Election observation delegations may not be authorised where the dates for such delegations coincide with those of European Parliament part-sessions. As a general rule, the duration of such delegations shall not exceed five days. The Conference of Presidents may grant derogations on the basis of a reasoned opinion from the Democracy Support and Election Coordination Group.' Decision: Conference of Presidents

B. Implementing provisions governing election observation delegations Article 9: Criteria

'No official election observation delegations may be organized in countries where no long-term observation mission is present. In exceptional circumstances the Conference of Presidents may decide to ensure a Parliament presence during elections in a particular country in the form of an ad hoc delegation.' Decision: Conference of Presidents



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B. Implementing provisions governing election observation delegations Article 10: Membership of election observation delegations

'Save where otherwise decided, an election observation delegation shall consist of seven members appointed by the political groups in accordance with the rolling d'Hondt system, which shall also apply to the non-attached Members. Account shall be taken of the members' experience of election observation and of their specific knowledge of the country concerned.' Decision: Conference of Presidents 'On the basis of a screening carried out by the departments responsible fifteen days before the date of the election, the Chair of the Democracy Support and Election Coordination Group shall inform the Conference of Presidents if the participation threshold has not been met. Should this be so, the delegation may be cancelled.' Notification: Conference of Presidents



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6. Sakharov Prize

Statute of the Sakharov Prize for Freedom of Thought Conference of Presidents decision of 15.05.2003 (Modified by the Conference of Presidents on 14 June 2006.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.3.5: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.5/422585‐net2_en.pdf

Articles 7 & 10: Vote and selection

'Nominations which meet the formal criteria set out above shall be assessed in a joint

meeting of the Committee on Foreign Affairs and the Committee on Development. Following that assessment, the two committees shall proceed jointly to an indicative vote producing a list of three candidates, in alphabetical order, from which the Conference of Presidents shall select one winner.' 'The decision on the prize-winner shall be final and may not be challenged in the courts.' Decision: Conference of Presidents

Article 9: Procedures for the award 'The procedures for the award of the prize shall be governed by internal implementing provisions to be laid down by the Committee on Foreign Affairs. Those provisions shall be communicated to any candidate at his or her request.'

(Not found on the Internet/Intranet)



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7. Representation appropriations

Rules concerning the reception and entertainment expenses of the parliamentary committees and interparliamentary delegations Bureau decision of 28.11.2001 (Consolidated on 3 May 2004 and amended by Bureau decision of 19 April 2010.) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 7.2.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/7/7.2/7.2.4/422.593_ori_en.pdf

Article 2: Appropriations

'The appropriations shall be made available in the budget, against sub-item 2 of Item

1700, for which the Protocol Department of the Directorate-General for the Presidency acts as the authorising officer.' Decision on reimbursement: The Protocol Dpt DG PRES Possibility of appeal: None

Article 4: Expenditure 'In accordance with the ceiling on the appropriations allocated to each of these bodies, expenditure shall be authorised, as appropriate, by the Directorate-General for Internal Policies or the Directorate-General for External Policies and effected by the Protocol Department of the Directorate-General for the Presidency, in its capacity as authorising officer.' Decision on the use: DG IPOL or DG EXPO Possibility of appeal: None

Internal rules for representation appropriations for Committee Chairs Note of the IPOL Director General of 17.09.2013 Publication: DG IPOL website:

'3. Management of funds Each Authorising officer by Sub-delegation (AOS) responsible for the funds under 3020-09 in DG IPOL authorises the expenditure against their respective budget sectors. The secretariat of the committee concerned submits a request signed by the Head of Unit (see Annex 2) to the relevant AOS, together with all necessary information, as



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DirGen - Dir.F - Finance Unit - Toolbox For Initiators - Committee Chairs Representation Appropiations http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/3269

Publication: DG EXPO site: http://www.expo.ep.parl.union.eu/expo/cms/pid/248

described below, to obtain prior authorisation for the event. The AOS designates financial initiator(s) responsible to follow the financial circuit of expenditure for each event.' 'Participants: The general guideline to be followed within DG IPOL is that the ratio of EP participants to invited guests should not be disproportional. In duly motivated cases, particularly taking into account the nature of the event and the need for political balance, the AOS may authorise events with relatively few external guests. Such events may include those involving the 'governing bodies' of a committee on the Parliament's side (meaning Chair, Bureau, Coordinators, Enlarged Bureau), or specific courtesy events during a committee delegation.' 'Payment: The initiator responsible prepares a dossier for Ex-ante verification to be checked before the AOS gives authorisation for payment.'



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8. National Parliaments

Common Approach for the treatment at committee level of national parliament's reasoned opinions and all other contributions of national parliaments Adopted in the CPC on 14.12.2010 Publication: DG IPOL website: DirGen - Dir.E - Legislative Coordination - National parliaments http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2452

A) Reasoned Opinions sent within the eight weeks deadline indicating the nonconformity with the principle of subsidiarity The following procedures and practical arrangements would apply: - Reception and referral by DG Presidency (unit Reception and Referral of Official Documents): attribution to the committee responsible + JURI committee + associated committee(s) (Rule 50) - Translation into all official languages (without Gaelic and Maltese). The JURI committee in consultation with the lead committee asks for translation. Translation as a committee working document with priority translation within eight working days (see Art.13 §1d and Art.10 §1 Code of Conduct Multilingualism). - Respect of eight weeks period (Rule 38a §4) before vote in lead committee (would in principle also apply to committee associated under Rule 50). Since for the respect of the deadline by a national parliament, it is sufficient to send off the reasoned opinion within the deadline, a reasonable time for the document to arrive (10 days) has to be added to the eight weeks period preceding the vote. - Distribution to all committee Members, inclusion in the file for the committee meeting and publication on the "Meeting Documents" section of the committee internet page, clearly marked as a "reasoned opinion in the framework of Protocole n° 2 indicating the non-conformity with the principle of subsidiarity". - Reference to reasoned opinion in draft resolution, such as "having regard to the reasoned opinion(s) submitted by the ... in the framework of Protocol n° 2 by national parliaments raising objections as to the respect of the principle of subsidiarity". B) All other contributions of national parliaments (including contributions entitled "Reasoned Opinion" stating the conformity with the principle of subsidiarity) The following procedures and practical arrangements would apply in the framework of a common minimum approach: - Reception by DG Presidency, Directorate for relations with national parliaments, Legislative Dialogue Unit and transmission to the committee(s) concerned by Email. - Information of Committee Chair and rapporteur. - Distribution in the original language only (possibly accompanied by a translation already provided for by the national parliament). Translation into one other language on special request by the Committee Chair or the rapporteur. - Principle of equal treatment of opinions of national parliaments: committee cannot be selective in submitting only some opinions on a certain file to Members ("All or nothing"-approach). In this context the committee has to define a deadline as to when the incoming opinions can be taken into account at committee level: deadline for amendments; vote in committee; other objective date (please note that possibly a deadline for translation has to be taken into account as well).



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9. Others

Guidelines for the use of the budget for publications, books and subscriptions Note from IPOL Director General dated October 2011 Publication: DG IPOL site: http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2537

DG IPOL's Informatics service has developed a simple database in Access to provide the users on the one hand with a working tool to monitor the requests and use of publications, books and subscriptions,... and on the other hand to keep a central catalogue of the professional literature available in DG IPOL.

'The monitoring and use is decentralised to each directorate. The respective Authorising Officers by Sub-delegation (AOS) has appointed an initiator and contact person who is charged with coordinating requests, preparing the files for ex-ante verification, following-up on requests, and completing the database with the status of each order. Every year each directorate will receive an envelope for which they can open a provisional commitment to cover expenses incurred in line with the above-mentioned acquisitions. By October of each year, a redistribution of the unused funds could be done between the respective directorates. ' 'Before starting the procedure to order/subscribe to any professional literature, always contact the Library to first verify whether the information could be obtained through using their facilities (such as Factiva press database, Nexis database...).' 'Where information is not available/accessible from the Library: a request for ordering will have to be entered into the access database and authorised by the relevant AOS.' 'When the request has been authorised, it should be transmitted with any supporting documents (e.g. reply from Library, justification note) to the initiator for preparation of the draft order form (see annex B) and the file to be presented for ex-ante verification. After the agreement of the ex-ante verifier, the dossier will be sent back to the initiator for further processing.' Decision: Authorising Officers by Sub-delegation Possibility of appeal: None

Guidelines for the use of sub-item 1612-02 (external/specific training) dated 06.04.2010 Publication: DG IPOL site: http://www.ipolnet.ep.parl.union.eu/ipolnet/cms/pid/2872

External and specific training activities of DG IPOL staff can be financed through sub-item 1612-02.

'Following a decision by DG IPOL's Director General each Director acts as Authorising Officer (AO) for requests stemming from her/his directorate, whereby a certain amount of money will be assigned to each Directorate. The Director of Directorate A authorizes additionally requests for horizontal training activities (i.e. training followed by colleagues of more than one directorate or of staff working within the General Coordination Unit), which shall be financed out of an amount set aside for this purpose.' Decision: Authorising Officers Possibility of appeal: None



25/25 17 December 2013

'Where an AO her/himself wishes to participate in external training, the application shall be submitted for authorisation to the Director General. In this specific case a justifying note shall not be required. Once approved by the Director General the training activity shall be financed out of the amount assigned to finance horizontal training activities.' Decision: IPOL Director-General Possibility of appeal: None 'External language training is, as a rule, authorised on a shared-interest basis (Article 9 IM). However, a request may be submitted for an exception to this rule, where exceptional circumstances can be claimed. The final decision will rest with the relevant AO.' Decision: Authorising Officers Possibility of appeal: None 'Training courses outside the European Union: The specific authorisation of the Director General DG IPOL is required (by analogy to Article 21 IM).' Decision: IPOL Director-General Possibility of appeal: None


DG COMM


European Parliament DG Communication

1/14 17 December 2013

Rules governing the reception of groups of visitors [and the Euroscola, Euromed-Scola and Euronest-Scola programmes] Bureau decision of 16.12.2002 consolidated on 3 May 2004, modified by the Bureau on 3 July 2006, 10 October 2007, 7 July 2008, 2 February 2011, 30 November 2011 and 26 February 2013 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.6: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.6/reception of groups of visitors_net3_en.pdf

Article 1

Article 2

Article 8

Members' Guide to arranging group visits to the European Parliament Administrative guidelines adopted in DG COMM Publication: none - but is being sent to Members directly Applications for a sponsored visitors group should be submitted to the Visits and Seminars Unit on the official application form, signed by the Member, at least two months before the date requested for the visit.

Unit responsible: Visits and Seminar Unit / Directorate for relations with citizens Horizontal and Thematic Monitoring Unit / Directorate for Information Office Subject to the conditions set out in these rules, any citizen of the European Union and any national of an applicant country who is at least 14 years of age on the date of the visit, as regards visitors' groups and Euroscola, and at least 16 years of age on the date of the visit, as regards EuroMed-Scola and Euronest-Scola, may take part in these programmes. Exemptions from this rule may, where appropriate, be granted by the Quaestors. Decision: Quaestors if over 3 persons under the age of 141 Possibility of appeal: None Each Member may sponsor up to 110 visitors a year. Members are advised to complete, sign and submit the relevant application form in due time and preferably two months before the visit, so as to guarantee that the financial and logistical arrangements for the visit may be made in advance. Decision: resp. unit Possibility of appeal: None Pupils wishing to take part in the Euroscola programme shall: - be nominated by one of the European Parliament’s information offices in the Member States or be selected by the Euroscola unit following the submission and consideration of an application form containing a detailed description of the measures implemented or planned by the school concerned in areas relating to the

1 At their meeting of 20 January 2010, the Quaestors agreed that derogations up to three persons per visitors' group may be authorised by decision of the Visitors’ Service and that third-country nationals who reside in a Member State, may take part in these programmes as members of a visitors' group or a Euroscola group.



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Article 11

Article 13

In all cases, the actual distance will be calculated using Google maps (www.google.com/maps). For some specific cases where such calculation is not possible, the respective language sector should be contacted for more information. In case more possible routes are suggested, the most direct return journey shall be deemed to be the one with the shortest travel time;

European Union. The Euroscola unit may also consider applications from groups from the applicant countries. Such applications will be processed directly by the European Parliament information office in Strasbourg. -Decision: Information Office in the Member State or Information Office in Strasbourg - Possibility of appeal: None Pupils wishing to take part in the EuroMed-Scola programme or, respectively, in the Euronest-Scola programme, shall: (b) be selected, following submission and consideration of an application, by the competent European Parliament departments (DG EXPO, DG COMM) in close collaboration with: - the European Parliament Information Offices in the Member States, as regards the pupils in the European section; - Decision: DG EXPO, DG COMM - Possibility of appeal: None The European Parliament shall, subject to availability of funds in the budget and to the provisions of these rules, grant groups of visitors sponsored by a Member a subsidy to cover part of travel, accommodation and meal expenses. Visitors sponsored under this specific programme must be residents of an EU Member State or applicant country. Subject to a derogation granted by the Quaestor responsible for Visitors' groups, Members are also entitled to financially sponsor groups coming from the 'Neighborhood' countries. The cost of their visit to Parliament will be calculated on the basis of a trip from the capital of the country where the MEP was elected. Decision: derogation by Quaestors Possibility of appeal: None Payment of this subsidy shall be made in accordance with the provisions of Article 14-19 of these rules. The subsidy shall not be payable if the number of participants present for the visit is under 10. A special derogation to this rule may be made by the Quaestor responsible for Visitors' groups. Decision: derogation by Quaestors Possibility of appeal: None



3/14 17 December 2013

Article 16

The tool used to calculate the distances between the point of departure and the European Parliament shall be an internet based application calculating objective and transparent distances. The calculation of the travel distance shall be made on the basis of the most direct return journey. Decision: resp. unit Possibility of appeal: None

Bureau Decision establishing the Citizens Prize and the European Charlemagne Youth Prize Bureau Decision of 24 September Publication: not as such - extract of minutes from the Bureau meeting of 24 September 2007

Article 6 - Selection process

Rules of competition for the European Charlemagne Youth Prize Publication: EP website: http://www.charlemagneyouthprize.eu/view/en/rules.html Adopted each year by the responsible unit in DG COMM together with International Charlemagne Prize of Aachen

Unit responsible: Events & Exhibition Unit / Directorate for relations with citizens The winner or the European Charlemagne Youth Prize will be selected in two-step process. First step: national juries consisting of at least two Members of the European Parliament (MEPs) and one representative of youth organizations will select one national winner from each of 27 Member States by 19 March 2013. Decision: National juries Possibility of appeal: None Second step: the European jury consisting of three MEPs and the President of the European Parliament, four representatives of the Foundation of the International Charlemagne Prize of Aachen will select the winner from the 27 projects submitted by national juries by 25 April 2013. The decision of the European jury is final. The jury reserves a right to reject any entry that does not comply with the requirements of the competition. Decision: European jury Possibility of appeal: None

Rules on the European Citizen's prize Bureau Decision of 7 March 2011 2007 amended by the Bureau decision of 16 January 2012 and 26 February 2013 Publication: EP Intranet:

No further rules or guidelines apply

Unit responsible: Events & Exhibition Unit / Directorate for relations with citizens



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Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.3.7: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.7/422598_citizens prize_net_en.pdf

Article 5 + 7

Article 6 - Award Authority

Submission of nominations of potential laureates by either MEPs or national juries. The body authorised to award the prize is the "European Citizen's Prize Chancellery". The President of the European Parliament is the Chancellor. He may delegate his powers to a Vice-President. The Members of the Chancellery consist of: - the Chancellor; - four Vice-Presidents of the European Parliament; - two former Presidents of the European Parliament; - two eminent personalities. They are appointed by the Bureau of the European Parliament. Decision: Chancellery Possibility of appeal: None

Rules governing patronage by the European Parliament Bureau Decision of 9 June 1997 consolidated by the Bureau on 3 May 2004 and 17 April 2012 and amended on 15 April 2013 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.2.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.2/1.2.1/422553_net_en.pdf

Article 1(3) - General principles


Unit responsible: Horizontal and Thematic Monitoring Unit /Directorate for Information Office The President shall decide whether Parliament is to lend its patronage to an event. In making this decision, the President shall have a margin of discretion, in particular in order to ensure that Parliament's dignity and image is properly safeguarded and promoted. Decision: President Possibility of appeal: None



5/14 17 December 2013

Rules governing the use by Members and political groups of office space in Parliament's Information Offices Bureau Decision of 25 February 2004 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 2.2.5.: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.2/2.2.5/818652_1_en.pdf

Article 2 - Principles

Article 3 - Allocation of office space


Unit responsible: Horizontal and Thematic Monitoring Unit /Directorate for Information Office Office space shall be for the exclusive use of Members of Parliament and staff of political groups either officially based, or temporarily on mission, in the city in which the information office is located. During official election-campaign periods, such space shall not be used for election purposes. It shall not under any circumstances be used by other institutions, third parties or external organisations (including European and national political parties), unless such use is authorised in advance by the Quaestors (and, where appropriate, by the Bureau) and is expressly stipulated in a contract formally concluded between the other institution/third party/external organisation and Parliament. Decision: Quaestors Possibility of appeal: to the Bureau The allocation of office space between Members of Parliament and staff of the political groups, and any subsequent change to that allocation, shall be agreed by the Quaestors after consultation with the Members from the Member State concerned. Such allocation shall be formally approved by the Quaestors, who may delegate the task to the Quaestor responsible. Decision: Quaestors/Quaestor responsible by delegation after

consultation with Members from MS concerned Possibility of appeal: to the Bureau The head of the information office shall be responsible, under the authority of the Quaestors, for all aspects of the application of these Rules and the administration of the office space, including opening and closing times, security and access to the building. Decision: Head of the Information Office Possibility of appeal: to the Quaestors Problems arising from the application of these Rules or the administration of the



6/14 17 December 2013

office space shall be brought by the Secretary-General to the attention of the Quaestors and, where appropriate, to that of the Bureau. Decision: Quaestors Possibility of appeal: to the Bureau

Rules governing photographers and television crews inside the buildings of the European Parliament in Brussels and Strasbourg Bureau Decision of 7 September 2005 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.4/422555-net_en.pdf

Article 6 - Journalists not accredited to the

European institutions on permanent basis

Article 7 - Journalists accredited to the European institutions on permanent basis


Publication: EC Internet http://ec.europa.eu/dgs/communication/services/accreditation/perm_en.htm

Unit responsible: Audiovisual Unit / Directorate for Media General implementation of the rules is ensured by the competent service. In case of serious breach of these rules, a committee composed by a Quaestor, a member of the Parliament's press service and a member of the journalist's representative association, may ban the photographers, television crews or the media outlet for which they were working from filming or photographing in the Parliament for a period of up to three months, and up to two years in case of a second or subsequent breach. The decision will be taken only after having given the individuals concerned the opportunity to present their case. Decision: Committee Possibility of appeal: None Any proposal from the Quaestors, Parliament's press service or Parliament's security service to withdraw an interinstitutional accreditation card will follow the procedure laid down in the prevailing rules for interinstitutional accreditation agreed by the Parliament, the Council, the Commission and the International Press Association. Decision: Accreditation Advisory Committee Possibility of appeal: Appeal Committee



7/14 17 December 2013

Rules governing the award of grants by DG Communication in the area of information policy Bureau Decision 26 January 2005 as consolidated by the Bureau on 16 June 2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.5: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.5/781314-net_en.pdf

Article 2 - Annual programme

Article 3(2) - Award procedure


Linked to the Financial Regulation

Unit responsible: Finance Unit / Directorate for Resources and Planning and Strategic Management Unit Pursuant to Article 110(1), first sub-paragraph of the Financial Regulation grants awarded by DG Communication shall be subject to an annual work programme adopted by the authorising officer responsible, which shall be published on the European Parliament's Internet site no later than 31 January of each financial year. Decision: Authorising officer Possibility of appeal: None The terms and conditions to apply to grant agreements signed between beneficiaries and the European Parliament shall be adopted by the Secretary-General and provided to applicants. Decision: Secretary-General Possibility of appeal: None

Rules governing the proper use of the European Parliament’s press room Bureau Decision of 22 October 2007 as consolidated by the Bureau on 16 June 2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.7: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.7/781306-net_en.pdf


Unit responsible: Press Unit / Directorate for Media Implementation of rules ensured by responsible service - Head of Unit.



8/14 17 December 2013

Rules governing the use of the European Parliament's audiovisual facilities Bureau Decision of 10 December 2007 as consolidated by the Bureau on 16 June 2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.8: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.8/422559-netori_en.pdf

Article 5(2)+(3) - Terms

Article 12 - Facilities for outside bodies

including political parties at European level

Article 13(1) - Conditions


Unit responsible: Audiovisual Unit / Directorate for Media Requests for facilities shall be submitted a maximum three months prior to the proposed date of use. The Parliament reserves the right to withhold final confirmation of the allocation of the facilities up to the Friday preceding the date of use. Facilities are allocated in principle on a "first come, first served" basis. Decision: Audiovisual Unit Possibility of appeal: None Facilities involving the use of Parliament's fixed audiovisual equipment, as indicated in Annex 1, may be made available to political parties at European level and other outside bodies. Provision of facilities shall be subject to prior authorisation of the Secretary-General or where appropriate the Bureau. Decision: Secretary-General Possibility of appeal: Bureau with final decision

Rules governing the use of the Esplanade Solidarność 1980 Bureau Decision of 17 April 2012 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.9: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.9/422607_or_en.pdf

Article 2(1) +(2)+(3) - Use of the

Protocol Agreement for the management of events on the Esplanade. Publication: None Brochure available and sent to Members (no publication)

Unit responsible: Events & Exhibitions Unit / Directorate for relations with citizens Use of the Esplanade Solidarność 1980 shall be reserved with priority to the events



9/14 17 December 2013

Esplanade Solidarność

Article 5 - Procedure

organised by Parliament. However, subject to prior authorisation from the Bureau and in accordance with the conditions laid down in Article 3, request for use of the Esplanade can be introduced: (a) by Parliamentary committees wishing to draw attention to prominent political dossiers and policies within their remit. (b) by European political parties constituted in accordance with the provisions adopted on the basis of Article 191 of the EC Treaty and by political groups of the European Parliament. (c) by a group of at least 25 Members of Parliament, coming from seven or more Member States. Individual requests for use of the Esplanade cannot be placed by individual Members, unless the Bureau decides on an exceptional basis to grant a special authorisation. Request for use of the Esplanade must be submitted with appropriate supporting documents at least four months before the date of the event to the Directorate General for Communication ([email protected]). Upon verification of the Esplanade’s availability, the request, along with all required supporting documents, will be submitted to the Vice-president responsible for relations with the Belgian authorities, for approval by the Bureau. Once approved by the Bureau, the request will be introduced by DG Communication to the Belgian authorities responsible for authorising events on the Esplanade public space. Decision: Bureau on recommendation from the Vice-President

responsible

Rules governing donations and the acquisitions of Works of Art Bureau Decision of 29 November 2006 amended by the Bureau on 8 March 2010 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 7.3.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/7/7.3/7.3.4/work of art_net2_en.pdf

Article 5(1) - Decision-making procedure


Unit responsible: Events & Exhibitions Unit / Directorate for relations with citizens On the basis of the recommendation by the artistic committee, and the Quaestors' formal proposal, the President may accept the donation or acquisition proposed in accordance with the criteria set out in these rules.



10/14 17 December 2013

Decision: President on a proposal by the Quaestors (+Artistic Committee)

Possibility of appeal: none

Rules governing the use of Parliament’s premises by outside bodies [Specifically Annex I on Rules Governing Cultural Events and Exhibitions on Parliament’s Premises Bureau decision of 1 July 2013] Bureau decision of 14 March 2000 amended by the Bureau decisions of 12 February 2001 and 2 June 2003, and consolidated by the Bureau on 3 May 2004. The consolidated version was amended by the Bureau decisions of 16 November 2004, 7 March 2005, 13 February 2006, 21 April 2008, 24 March 2010, 4 July 2011, 12 December 2011 and 14 January 2013 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 4.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.3/422589-v2013-07-final_en.pdf

Article 2 - General terms

Unit responsible: Events & Exhibitions Unit / Directorate for relations with citizens Cultural events and exhibitions shall not interfere with the conduct of Parliament’s business. Accordingly, Parliament reserves the right to revoke authorisation granted for a cultural event or exhibition at any time and without compensation to the organisers of the cultural event or exhibition concerned. The Quaestor responsible, on behalf of the Quaestors, may take all necessary decisions. Decision: Quaestor responsible by delegation Possibility of appeal: none Any cultural event or exhibition likely to violate any of the conditions set out in these Rules shall not be authorised and any granted authorisation shall be withdrawn. The Quaestor responsible, on behalf of the Quaestors, decides on the basis of a substantiated proposal from the competent services. Decision: Quaestor responsible by delegation on a

recommendation from the competent service Possibility of appeal: yes - see Article 9(4)



11/14 17 December 2013

Article 3(5) - Prior authorisation

Article 6(1) - Access to cultural events

and exhibitions

Article 8 - Special authorisation and

derogations

Article 9 - Non-compliance with the Rules

All cultural events and exhibitions held on Parliament’s premises, including any material to be displayed or distributed, or any activities carried out at a cultural event or exhibition, shall be authorised in writing in advance by the Quaestor responsible, on behalf of the Quaestors, except for events organised by Parliament's services or other European institutions, which shall have received an authorisation from the Secretary General. Decision: Quaestor (MEPs) or Secretary-General (EP services or

other EU institutions) on recommendation by Events & Exhibition Unit

Possibility of appeal: yes for Members - see Article 9(4) The competent service may deny access to external visitors should the number of persons attending the event present a security risk. Decision: Events & Exhibitions Unit Possibility of appeal: none The Quaestor responsible for cultural events and exhibitions, on behalf of the Quaestors, may, at his/her discretion, derogate from Article 3.2. allowing Members to host additional events. Upon the granting of such derogation, Members will not be granted an exhibition space earlier than ten weeks before the cultural event or exhibition in question. Decision: Quaestor responsible by delegation Possibility of appeal: none Access for more than 50 external visitors requires prior authorisation from the Quaestor responsible for cultural events and exhibitions, after consultation with the competent services Decision: Quaestor responsible by delegation Possibility of appeal: none The present Rules are not applicable to charity sales, which require a special authorisation by the Quaestors Decision: College of Quaestors Possibility of appeal: none If the sponsoring Member fails to comply with the conditions set out in Article 3, the responsible services shall automatically notify the Member thereof. Decision: Events & Exhibitions Unit Possibility of appeal: yes - Quaestors - Article 9(4)



12/14 17 December 2013

If, five working days following this notification, the conditions set out in Article 3 are still not fully complied with, the Quaestor responsible, on behalf of the Quaestors, shall cancel the event and instruct the service responsible to immediately inform the Member thereof. Decision: Quaestor responsible by delegation Possibility of appeal: yes - Quaestors - Article 9(4) Should any exhibited items, materials displayed or distributed or any activities carried out at a cultural event or exhibition fail to comply with one or more of the conditions set out in these Rules or in the authorising decision, the Quaestor responsible, on behalf of the Quaestors, may cancel the cultural event or exhibition in question at any time or have the items concerned removed at the expense of the sponsoring Member. Decision: Quaestor responsible by delegation Possibility of appeal: yes - Quaestors - Article 9(4) Should a sponsoring Member disagree with the decision of the Quaestor responsible not to authorize or to cancel or alter or remove specific aspects of the planned cultural event or exhibition, the sponsoring Member may appeal in writing to the College of Quaestors, whose decision shall be final. Decision: College of Quaestors Possibility of appeal: no - final decision Any sponsoring Member who breaches these Rules following authorisation of a cultural event or exhibition by the Quaestor responsible, shall, by decision of the Quaestors, be deprived of the possibility to sponsor any further cultural event or exhibition during the same parliamentary term. The Member concerned may lodge an appeal with the Bureau, whose decision shall be final. Decision: College of Quaestors Possibility of appeal: Bureau - final decision



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Terms of use of the European

Parliament logo Decision by? Publication: EP Internet: http://www.europarl.europa.eu/aboutparliament/en/00c2cf7170/Patronage.html http://www.europarl.europa.eu/pdf/patronage/LOGO_USE_EN.pdf http://ddc.europarltv.twofourdigital.net/en/visual-identity EP Graphic Charter Publication: EP Internet http://ddc.europarltv.twofourdigital.net/en/visual-identity/ep-graphic-charter

Unit responsible: Information Campaigns Unit -Visual Identity and Publication Service The use of the European Parliament logo is authorised provided that: • such use is related to the context of the European Parliament, • such use is not linked directly or indirectly to a commercial purpose, • such use is in no way associated with data or information that is of a racist, anti-Semitic, xenophobic, revisionist, defamatory, insulting, obscene, pornographic or paedophile nature or tending to incite violence, especially racial violence; likely by its very nature to undermine respect for the dignity of the human being, equal rights of women and men and the protection of children and adolescents; inviting minors to commit illicit or dangerous acts; encouraging others to commit crimes or offences or to consume prohibited substances; inciting suicide; inciting discrimination or hatred of a person or a group of persons on grounds of their origin, membership or non-membership of an ethnic group, a nation, a group, or a specific race or religion; excusing certain crimes (in particular, murder, rape, war crimes and crimes against humanity); contrary to public policy or to accepted principles of morality. Decision: ? Possibility of appeal: none it seems

EP web graphical charter Decision by the EP web Steering committee (where DG COMM and DG ITEC are represented) Available on demand

Unit responsible: Webmaster Contact the Head of unit, putting in copy the secretariat of the Web Steering committee Decisions taken by the Web Steering committee Possibility of appeal: none

Social media guidelines Decision by the Secretary-General on 12 June 2013 (GEDA CSG D (2013) 13271) No publication

Unit responsible: Web Communication unit (for professional use of Social media only. Personal use is to be handled by DG PERS Any plans to set-up social media activity by other Directorates-General should be thoroughly thought out. This social media activity should fall within the competences of the concerned Directorates-General and be subject to consultation with the Directorate-General



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for Communication with a view to ensuring a coherent communication approach of the Institution. Contact: The DG COMM contact person is the Head of Web Communications Unit.

Internal EP Press accreditations Complementary to the inter-institutional accreditation rules (for journalists that want to access the EP only). Available on demand

Unit responsible: Press Unit, Media Directorate, EP press service Les demandes d'accréditation permanente sont examinées par le Service de Presse du Parlement européen, qui sollicite l'avis de l'API (Association de la Presse Internationale) et de l'AJPE (Association des Journalistes Parlementaires européens) Decision: Press Unit Possibility of appeal: none


Staff regulations and conditions of employment of other servants

European Parliament Staff regulations and conditions of employment of other servants

1/50 17 December 2013

Rules 1st level1 Rules 2nd level2 Procedure

Code of good practice for the employment of people with disabilities Bureau decision of 22.06.2005

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.7 – Employment of people with disabilities)

Procedure: none

Delegation of the powers of the appointing authority and of the authority empowered to conclude contracts of employment (AECE) Bureau decision of 3.05.2004 as amended by the Bureau decisions of 26.10.2004, 4.09.2006, 4.05.2009

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (3.1) http://www.epintranet.ep.parl.union.eu/SibData/10_Recueil/7/7.1/7.1.1/635015_en.pdf

Article 1

Article 2

None as such (concerns delegation of powers of the appointing authority within the EP Secretariat)

‘The powers conferred under the Staff Regulations on the appointing authority and under the Conditions of Employment on the AECE shall be exercised in accordance with the conditions set out in Article 3 of, and in the annex to, this decision.’ ‘The Bureau shall determine staff policy and shall instruct the Secretary-General to adopt the requisite implementing measures.’

1 A large number of these rules are to be revised in the framework of the reform of the Staff Regulations and CEOS. 2 Certain rules on the 2nd level will also have to be revised.


2/50 17 December 2013

Decision of the Secretary-General of 26.03.2010 regarding the modification of the allocation of the powers of the appointing authority/authority empowered to conclude contracts of employment pursuant to the delegation provided for in Article 12(3) of the Bureau decision of 3.05.2004 concerning the delegation of the powers of the appointing authority and the authority empowered to conclude contracts of employment

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (3.2) http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/aipn/DecisionSG_26-03-2010/DecisionSG_26mars2010_AIPN.pdf

Decision of the Secretary General of 25.04.2006 on the possibility of mandating IDOC to carry out certain administrative inquiries

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (5.4) http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/staffreg_impl_measures/mandating_idoc/mandating_idoc_en.pdf

Procedure: none as such (modification of the allocation of AIPN/AHCC powers within DG PERS) Procedure: none as such (possibility to mandate IDOC – Investigation and Disciplinary Office of the Commission – to carry our investigations in case of irregularities in competitions organised by EPSO in which EP participates)

Delegation of powers to the Secretary-General in respect of all the issues which, in connection with the implementation of the reform of the Staff Regulations, involved technical provisions


3/50 17 December 2013

derived therefrom Bureau decision of 29.03.2004 http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/01_Bureau/06_PV-Minutes/2004/2004-03-29/535043_1_en.pdf

Guide to the obligations of officials and other servants of the European Parliament. Code of conduct Bureau decision of 7.07.2008 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (5.1) http://www.epintranet.ep.parl.union.eu/SibData/10_Recueil/7/7.1/7.1.2.1/851334_1_en.pdf

Points 3-5 of the Introduction

Annexes 1 to 6 – forms

‘3. The purpose of the code of conduct is to set out the professional and ethical obligations of officials and other servants and to provide greater insight into the spirit and the scope of the provisions applicable. 4. The code accordingly gives 'directions for use' for the various provisions applicable and invokes the essential principles which every European Civil Servant is required to observe. The code should be read in conjunction with the Staff Regulations and the internal rules. 5. In the event of any doubt concerning the conduct to be followed and in order to ascertain the rules to be observed and the procedure to be followed in a given case, officials should contact the Staff and Career Management Unit within the Directorate-General for Personnel.’ Contact point for officials: DG PERS – Staff and Career Management Unit Annex 1 - Request for prior authorisation pursuant to the second paragraph of Article 11 of the Staff Regulations and Articles 11, 81 and 127 of the CEOS (permission to accept honours, decorations, favours, gifts or payments of any kind) Annex 2 - Request for authorisation to engage in an outside activity or to carry out an assignment outside the Communities (Article 12b of the Staff Regulations and Articles 11, 81 and 127 of the Conditions of Employment of Other Servants ) (permission of the appointing authority - notification of


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changes once permission has been granted) Annex 3 - Declaration of spouse's gainful employment (Article 13 of the Staff Regulations and Articles 11, 81 and 127 of the Conditions of Employment of Other Servants ) Annex 4 - Declaration of candidacy for elective public office or high political office (Article 15(1) of the Staff Regulations and Articles 11, 81 and 127 of the Conditions of Employment of Other Servants ) (notification of running for public office) Annex 5 - Declaration concerning the holding of elective public office or of high political office (Article 15(2) of the Staff Regulations and Articles 11, 81 and 127 of the Conditions of Employment of Other Servants ) (information on the election or appointment of an official to public office) Annex 6 - Prior authorisation to publishing matter dealing with the work of the Communities (Article 17a(2) of the Staff Regulations and Articles 11, 81 and 127 of the Conditions of Employment of Other Servants)

Form: Declaration of exercise of an occupational activity after termination of functions in the European Parliament – Article 16 of the Staff Regulations

Responsible: Staff Management and Careers Unit NB: no information on the deadline for decision or tacit acceptance as provided for in Article 16 SR; but provides information on the archiving and data protection policy

General implementing provisions governing disciplinary proceedings and administrative investigations (Article 86 of and Annex IX to the Staff Regulations) adopted by the Secretary General on 18.05.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (5 – Ethics and staff conduct/5.3 – General implementing provisions governing disciplinary proceedings)

Article 1(1)

entered into force on 1.05.2004 decision to open and close the disciplinary proceedings: Appointing Authority decision to open and close the administrative investigation: Appointing Authority


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Article 2(1)

Possibility of appeal: not mentioned

Internal rules for the advisory committee on harassment and its prevention at the workplace (Article 12a of the Staff Regulations) Decision of the Secretary-General of 21.02.2006

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (5 – Ethics and staff conduct/5.2 – Harassment)

Article 12

Articles 14-16

NB: refers, inter alia, to the rules adopted by the Secretary-General on 21 May 2003 concerning the Advisory Committee on Psychological Harassment (not found) Composition, tasks and proceedings of the Advisory committee on harassment and its prevention at the workplace Procedure for resolving cases of harassment (Article 9-13), including Article 12: ‘The Committee may, if it deems it advisable, make recommendations to management staff with a view to resolving the problem. It shall notify all the interested parties of these recommendations’ Report to the Secretary-General: the Committee forwards a confidential report with proposal for actions to be taken to the Secretary-General (possibility of a detailed investigation ordered by the SG; if that is the case at the end of such investigation the SG notifies the Committee of the measures he intends to take) Possibility of appeal: not mentioned


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Internal rules on professional training for European Parliament staff adopted by the Secretary General Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (6.1) http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/training/internal_rules/internal_rules_en.pdf dated [?]; entered into force on 1.01.2013

Article 7

Article 8

Article 9

Article 10

Article 11

Internal training courses: - paragraph 1: sets out the decision chain: applicant – HoU - official with responsibility for professional training in the DG concerned - paragraph 2: obliges the Professional Training Unit to draw up a timetable for general internal training courses and communicate it to everyone concerned - paragraphs 3 and: set out the cancellation or postponement deadline of the course Short-term external training course: - paragraphs 2-4 and 9: set out the decision chain: applicant – HoU- official with responsibility for professional training in the DG concerned – director-general of the DG concerned – Professional Training Unit – Director-General for Personnel (for courses outside EU) - paragraph 6-8: sets out conditions for reimbursement Long-term training courses leading to a diploma - paragraphs 1, 5, 6: set out the decision chain: applicant – HoU- official with responsibility for professional training in the DG concerned – director - director-general of the DG concerned – Professional Training Unit – Director-General for Personnel (for courses outside EU) External language courses - paragraph 3: sets out the decision chain: applicant - director-general of the DG concerned – Head of the Professional Training Unit Individual language courses at the place of work (Bxl and Lux) - paragraph 2 sets out the decision chain: applicant – official with responsibility for professional training in the DG concerned – applicant’s immediate superior - director-general of the DG concerned - Professional Training Unit


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Article 12

Decision of the Secretary-General on compulsory professional training of 16.11.2012 Publication: EP Intranet: Home - Administrative life - Staff - Professional training – Training offer (Reference documents) Form concerning notification of absence or cancellation of a training (established by the Professional Training Division) Publication: EP Intranet: Home - Administrative life - Staff - Professional training – Enrolment http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/training_it/justificatif_absence_annulation/justificatif_absence_annulation_en.pdf Guidelines for languages courses – Brussels issued by the Professional Training Unit dated [?] Publication: EP Intranet: Home - Administrative life - Staff - Professional training – Training offer (Language training) Guidelines for external training issued by the Professional Training Unit dated [?] Publication: EP Intranet: Home - Administrative life - Staff - Professional training – Training offer (Tailored courses/Individual training/More info: guidelines for individual training) Request for the organisation of a specific training course – form Publication: EP Intranet: Home - Administrative life - Staff - Professional training – Training offer (Reference documents)

Training courses for officials working outside Bxl and Lux - paragraph 3 sets out the decision chain: applicant – HoU - official with responsibility for professional training – director-general of the DG concerned No possibility of appeals from decisions taken under Articles 7-12 The Internal Rules set out also: conditions for special training leave (Articles 13-14), conditions for EP’s funding for external training courses (Articles 15-21), rules on participation in training courses (Articles 22-25), role of various actors involved in training (Articles 26-30) Procedure: none Rules on attendance Various rules-like provisions concerning general requirements for external training, application procedure, mission orders, financial contribution from EP, participation, cancellation and absences Procedure: none; request to organise new training by DG/unit to the Professional Training Unit


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Common rules laying down the procedure for implementing Article 45(2) of the Staff Regulations (interinstitutional general implementing provisions)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.6 – Ability to work in a third language)

Adopted by all the institutions, common accord recorded by the President of the Court of Justice of the European Communities on 13.12.2006; entered into force on 1.01.2007 (Article 14+footnote3)

Article 12

procedure for assessing the ability to work in a third language; training establishes the Assessment Committee; appeals procedure (request for review to the Appointing Authority of the assessed official’s institution or to the Director of EPSO, who shall forward it to the Chair of the Assessment Committee where the matter falls within the Committee’s competence); complaint under Article 90(2) of the Staff Regulations against an implied decision on the rejection of the request for review

Internal rules on the recruitment of officials and other servants Bureau Decision of 3.05.2004 (as amended by the Bureau decisions of 30.01.2008 and 12.12.2012; the amending decisions published under Bureau’s minutes) Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.1 - Officials and other servants)

Articles 2 and 3

Article 14

Concerns conditions of recruitment and appointment of officials, temporary staff recruited in the EP Secretariat and in political groups, contract staff, local staff. Decisions on organisations of internal and external competitions: appointing authority in cooperation with the Staff Committee (internal) and Secretary General in consultation with Staff Committee (external)

Sets up Joint Committee ‘in connection with the selection of candidates for employment as contract staff for auxiliary tasks in accordance with Articles 88 and 89 of the CEOS and session auxiliaries’ – working procedures for the committee are adopted by the Secretary-General after


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Article 22

Decision laying down implementing measures concerning the recruitment and conditions of employment of contract staff and contract staff for auxiliary tasks within the European Parliament and setting out certain provisions concerning the rights of contract staff and contract staff for auxiliary tasks Decision of the Secretary-General of 19 November 2007 (EN translation not dated)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.3 – Contractual agents and contractual agents for auxiliary tasks)

the joint committee has delivered its opinion ‘1. Any problem encountered in applying these Rules may be referred to the Joint Committee. 2. The Secretary-General shall, after consulting the Joint Committee, take all necessary measures to implement these Rules. 3. A report on the conclusion of temporary contracts and of contracts for contract staff shall be submitted to the Joint Committee by DG Personnel every six months.’ Possibilities of appeal: not mentioned NB: refers, inter alia, to the declaration by the Bureau annexed to the decision of 25.07.2002 establishing EPSO – not found on EP intranet NB: certain provisions, such as Article 20 on local staff with contracts of indefinite duration on 1.05.2004, seem to be obsolete Conditions for recruitment and employment of contract staff (minimum qualifications, selection procedures, duration of contracts, grading, advancement to a higher step, probationary period, assessment, career progression, overtime, leave) Possibilities of appeal: not mentioned NB: the final provision reads: ‘This decision shall enter into force on the date of its signature’, however the date is not mentioned


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Bureau decision of 16.05.2000 laying down the steps in the procedure for appointing senior officials (amended on 18.02.2008; the amending decision has not been found in the PV BUR 18 & 20.02.2008)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.2 – Appointment of senior officials)

Appointments to posts of director-general and director in the establishment plan (appointing authority: the Bureau) procedure for appointing senior officials, including procedure of the Advisory Committee on the appointment of senior officials (directors and directors-general) Procedural and decision making chain: Bureau (decision on the procedure) - Advisory Committee - Secretary General – Bureau – Advisory Committee – Secretary General – President – Bureau (adoption of final decision) Possibilities of appeal: none

Implementing measures for Title VII of the Conditions of Employment of Other Servants of the European Communities Bureau decision of 9.03.2009 (as amended by Bureau decisions of 11 and 23.11.2009, 19.04.2010, 13.12.2010, 14.11.2011)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.4 – Accredited parliamentary assistants)

Article 12

Chapter 5 (Articles 27-30)

Chapter 6 (Article 31)


Article 35

’Decisions relating to specific individuals, as provided for in Article 25 of the Staff Regulations, shall also be notified to the Member responsible’ establishes Assistants Committee sets out the appeal procedure for assistants: ‘1. The relevant department shall inform Members of any requests or complaints lodged by their assistants pursuant to Article 90 of the Staff Regulations.’ sets out disciplinary measures provides for appeal procedure for Members: ‘Any Member who takes the view that these implementing measures have not been correctly applied to him/her may initiate the procedure laid down in Article 72 of the Implementing Measures for the Statute for Members.’


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European Parliament rules applicable to conference interpreters engaged in accordance with Article 90 of the CEOS Bureau decision of 15.12.2008

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.5 – Freelance conference interpreters)

Article 1

Articles 7 and 8

NB: refer to the Agreement on working conditions and financial terms for conference interpreters recruited by the institutions of the European Union as annotated on 13.10.2004 following the adoption of the 2004 CEOS and revised on 31.07.2008 (found on the internet – COM) ‘All staff recruited by the European Parliament as part-time conference interpreters under Article 90 of the CEOS (hereinafter referred to as ‘conference interpreters’) shall be subject to these rules throughout the term of their engagement.’ Recruitment: by Director-General of Interpretation and Conference or his/her representative (Article 2) Rules on cancellation of the contract, payment, missions, arrangements applicable to travel by conference interpreters (Annex) ‘The Staff Committee shall receive a copy of these rules and shall be informed of any implementing provisions adopted by the European Parliament.’ (Art. 7) and ‘The European Parliament shall take appropriate measures to implement these rules.’ (Art. 8) NB: unclear if such implementing provisions were adopted Possibilities of appeal: not mentioned

Rules governing the secondment of national experts to the European Parliament Bureau decision of 4.05.2009

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.6 – Seconded national experts)

NB: entered into force on 1.05.2009


‘Without prejudice to the possibilities for instituting proceedings after taking up his position, under the conditions and time limits laid down in Article 230 of the EC Treaty, any SNE may submit a complaint about an


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act adopted by the Parliament under these rules which adversely affects him, with the exception of decisions which are direct consequences of decisions taken by his employer. The complaint must be lodged within two months. The period shall start to run on the date of notification of the decision to the person concerned, but in no case later than the date on which the latter received such notification. The Secretary General shall notify the person concerned of his reasoned decision within four months from the date on which the complaint was lodged. If at the end of that period no reply to the complaint has been received, this shall be deemed to constitute an implied decision rejecting it.’

Provisions governing part-payment of the travel and subsistence expenses of people invited to attend oral tests in connection with open competitions or notices of recruitment, interviews or medical examinations

Decision of the Director-General for Personnel of 6.03.2008

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.8 – Invitation to oral tests, recruitment interviews or medical examinations - part-payment of expenses)

NB: apply also to selection tests for auxiliary conference interpreters (as per footnote 1)

‘People who are invited to attend oral tests in connection with open competitions or notices of recruitment, interviews or medical examinations will have part of their travel expenses refunded, under the conditions set out below.’ (Article 1)

Provisions governing part-payment of the travel and subsistence expenses of candidates invited by Parliament to sit its internal competitions

NB: anonymous

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.9 – Invitation to internal competitions - part-payment of expenses)

apply as of 15.05.2002 to officials and other servants of the EP invited to sit tests in EP’s internal competitions ‘These provisions shall apply to officials and other servants of the European Parliament who are invited to sit written and/or oral tests in connection with internal competitions organised by the institution.’ (first paragraph)


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General implementing provisions on grading (Articles 5, 29, 30, 31, 32, 37, 38 and 39 of the Staff Regulations and Article 10 and 15 CEOS) Decision of the Secretary-General of 18.05.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.10 – Grading – officials and temporary agents)

Procedure: none (the implementing provisions govern the principles of grading of staff)

NB: entered into force on 1.05.2004

NB: based, inter alia, on Bureau decision of 3.05.2004 determining the appointing authorities and Bureau decision of 29.03.2004 to delegate to the Secretary-General powers in respect of all the issues which, in connection with the implementation of the Staff Regulations, involve technical provisions derived therefrom

Guidelines on relations with external staff adopted by the Secretary General on 2.07.2008

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (4 - Recruitment and conditions of employment of the various categories of staff/4.11 – Guidelines on relations with external staff)

Procedure: none

Regulation governing mobility policy Bureau decision of 29.03.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development/8.3 – Mobility)

Article 1

Article 3(3)-(5)

‘This Regulation is designed to encourage the mobility of staff employed in Parliament’s Secretariat’ ‘3. After consultation of the appropriate directorates-general, the Directorate-General for Personnel shall draw up and, whenever necessary, update a proposal for a list of sensitive posts and a proposal for a list of specific posts. 4. The Secretary-General shall adopt the lists of sensitive and specific posts on the basis of the proposals from the Directorate-General for Personnel and after consulting the Joint Mobility Committee provided for in Article 5 below. The posts assigned to (a) the Legal Service, (b) the Medical Service, (c) the Directorate for Information Technology (DIT), (d)


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Article 4

Article 5

anti-terrorist security, (e) financial audit, and (f) the architects assigned to the Directorate-General for Infrastructure and Interpretation, shall be automatically included in the list of specific posts. 5. The lists adopted by the Secretary-General shall be the subject of a Notice to Staff which shall be distributed to every member of staff.’ establishes arrangements for implementing mobility (mobility procedure); decisions are taken by the appointing authority with specific provisions applicable to Directors-General and Directors (Article 4(7) ‘7. On 1 January each year, the posts of Director-General and Director subject to mobility and which have been occupied for more than seven years by the same person shall be the subject of a Communication to Parliament’s Bureau. On the basis of the interests of the Institution, the Bureau shall decide whether or not to apply the mobility policy to the persons holding those posts.’) establishes the Joint Mobility Committee; the regulation laying down the JMC operating procedure shall be adopted by the Secretary-General on a proposal from the JMC (not found) possibility of appeal: not mentioned NB: refers to the Bureau Decision of 25.06.1997 adopting the Secretary General’s report “Towards a new staff policy at the European Parliament” (not found), decision of 2.05.2001 to evaluate the new staff policy after three years (not found), Minimum standard of internal control No 5 of 17.12.2002 (not found)

Rules governing the attachment of Parliament officials and temporary staff of the political groups to national public authorities, bodies treated as such public authorities and international organisations Bureau decision of 7.03.2005

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career

‘Article 1 - Scope Parliament officials and temporary staff of the political groups may, on a decision of the Secretary-General or of the political group authority empowered to conclude contracts of employment (hereinafter 'AECE'), be


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development/8.4 – Attachment to bodies outside Parliament)

Article 1

Article 4

Article 5

attached to a national public authority of a Member State or applicant country, to a body treated as such a public authority, or to an international organisation. The attachment shall take place with the agreement of the official or temporary staff member concerned. As far as possible, priority shall be given to attachments to parliamentary bodies.’ ‘Article 4 - Period of attachment (…) 2. Breaks in attachments may be authorised on the basis of a duly substantiated request from the Secretary-General of Parliament, the AECE of the political group or the host administration. (…) The decision to interrupt the attachment shall be taken, in Parliament, by the Secretary-General or by the AECE of the political group, as appropriate. The attachment may be extended for a period equal to the length of the break, subject to the agreement of all the parties concerned. (…)’ ‘Article 5 - Termination of the attachment 1. The attachment may be terminated prior to the scheduled date on the basis of a duly substantiated request from one of the parties concerned. 2. The decision to terminate the attachment prior to the scheduled date shall be taken by the Secretary-General of Parliament or by the AECE of the political group, subject to one month's notice. (…)’ possibility of appeal: not mentioned

General implementing provisions relating to the certification procedure (Article 45a of the Staff Regulations) Bureau decision of 26.09.2005 (amended by the Bureau decision of 7.07.2008)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development/8.2 – Certification procedure)

certification procedure; establishes Joint Certification Procedure Committee (COPAC) NB: Article 11 “repeals” these general implementing provisions adopted on 26.9.2005 and provides for entry into force of general implementing provisions of 7.07.2008 on the day following their adoption


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Article 3(1)

Article 4

Article 5

Article 6

Article 7

Article 9

‘Article 3 - Call for applications 1. Every year, after consultation of the Joint Committee referred to in Article 9 (hereinafter referred to as the COPAC) the Appointing Authority (hereinafter referred to as the AA) shall determine: (a) the number of officials to be authorised to take part in the training programme referred to in Article 45a(1) of the Staff Regulations; (b) the precise nature, value and weighting of the criteria, as referred to in Article 4(2), to be used to classify the admissible applications in order of priority. Once it has taken these decisions, the AA shall publish a call for applications which shall lay down the maximum number of applications admissible, the criteria to be used in assessing applications and the marking scheme. The call for applications shall also make clear how important it is that applicants should have an adequate command of at least one of the languages in which the training programme and the tests referred to in Articles 5 and 6 respectively will be held.’ Admissibility of applications and establishment of the list of officials selected to take part in the training programme – decisions taken by the appointing authority, after consulting COPAC. Possibility of lodging appeals to COPAC. ‘Article 5 – Participation in the training programme 1. In application of Article 2(2) of the Staff Regulations, the European Parliament shall delegate to the EAS the power to define and organise the training programme, in accordance with the Decision of the Secretaries-General of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions and the Representative of the European Ombudsman on the organisation and running of the European Administrative School.’ Organisation of tests and establishment of the list of officials who have passed the tests demonstrating that they have successfully taken part in the training programme – delegated to EPSO Publication of the list of officials who have passed the tests demonstrating that they have successfully taken part in the training programme – the appointing authority on the basis of EPSO’s list Establishes the Joint Certification Procedure Committee "3. After consultation of the Staff Committee and the Committee on Equal


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Article 10(3)

Opportunities, and having received the opinions of the Joint Committee (COPAR) and of the Staff Regulations Committee, the European Parliament shall review and, where appropriate, amend the criteria laid down in Article 4 before the end of 2010 at the latest, in the light of the outcome of the certification procedure".?

Internal rules on implementation of the attestation procedure adopted by the Secretary General on 13.06.2006 (Article 10(1) and (3) of Annex XIII to the Staff Regulations)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development/8.1 – Attestation procedure)

Article 4

Article 8

NB: refers to Bureau’s decisions of 20.10.1997 and 2.05.2001 on the new staff policy (not found)

‘Article 4 Organisation The attestation procedure shall be conducted annually according to a timetable that is compatible with the promotions exercise. It shall comprise four phases: 1. opening of the attestation period: the Secretary-General shall inform the staff concerned of the opening of the attestation procedure, the career implications and the conditions for admission, and invite them to apply; 2. admissibility of candidates: the Directorate-General for Personnel shall receive the applications and check their admissibility on the basis of the conditions for admission set out in Article 5. Candidates who are not admitted to the procedure shall be informed in writing by the Directorate-General for Personnel: 3. evaluation of applications: the B*/AST Promotions Committee shall consider the applications by reference to the conditions under Article 6 and draw up a draft list of candidates who may be attested. The list shall be submitted to the Secretary-General for approval; 4. attestation: the Secretary-General shall approve the list of officials attested. The list shall be published internally within the European Parliament. Candidates who are not attested shall be informed in writing by the Directorate-General for Personnel.’ ‘Article 8 Appeals and complaints Without prejudice to Article 90(2) of the Staff Regulations, officials wishing to contest a declaration of inadmissibility notified in accordance


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with Article 4(2), and those wishing to contest a decision not to include them on the list drawn up under Article 6, may refer the matter to the Secretary-General within 10 working days following notification of the decision on inadmissibility or publication of the list. They must give reasons for doing so. The Secretary-General shall decide within the following 15 working days whether any action is to be taken.’

Internal rules on confirming the appointments of heads of unit, directors and directors-general (based on Articles 44 and 46 SR and Article 7(4) of Annex XIII) Bureau decision of 7.07.2008

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development/8.5 – Advancement to a higher step for managers)

Article 7

Article 8

Concerns trial periods for managers and its assessment – final decision on confirmation – right of defence

‘Article 7 - Final decision on confirmation or non-confirmation in the post The Appointing Authority shall take the final decision. (…)’ Article 8 – Official’s right of defence At any interviews with the assessors or the Appointing Authority, the official concerned may, if he or she so desires, be accompanied by a member of the Staff Committee or any other official or employee of the institution. The person concerned shall receive, with acknowledgement of receipt, copies of all documents relating to him or her drawn up under the present internal rules. If the person concerned wishes to contest a decision by the Appointing Authority not to confirm him or her in the post as head of unit, director or director-general, he or she must use the appeals procedures laid down in the Staff Regulations.’ Delegation for the Secretary-General to change the confirmation report form (Annex to the decision) in line with technical requirements (Article 11)


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Internal guidelines concerning the promotion and advancement to a higher step for heads of unit, directors and directors-general which entered into force on 1 May 2004 - reversibility and non-aggregation - legal framework

adopted by the Secretary General and dated 10.08.2005 (Conclusion 240/05 of the College of Heads of Administration of 16.06.2005)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development/8.6 – Advancement to a higher step for managers)

applied in the EP as of 1.05.2004 Procedure: none

Promotion and career planning policy Bureau decision of 6.07.2005 (as amended by Bureau decisions of 13.02.2006, 23.04.2007 and 21.04.2008)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.3 – Promotion and career planning)

Implementing measures concerning the award of merit points and promotion Decision of the Secretary General of 6.05.2008

Procedure: none general definition of the roles of various actors in the award of merit points and promotion procedure and detailed timetable for the staff reports and promotion exercise (Annex) NB: ‘D. FINAL PROVISIONS The Secretary-General shall adopt implementing measures laying down detailed procedures for the award of merit points. He shall have the power to alter the timetable annexed to this decision to take account of technical necessities.’


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Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.4 – Merit points)

NB: required by point D of the Bureau decision of 6.07.2005 and based on Bureau decision of 21.04.2008

Part I: Provisions concerning award of merit points, including the procedure for such award to officials/servants within functional entities, duties of the body of assessors, notification and appeals, role of the Reports Committee; Part II: Provisions on merit and promotion, including conditions for promotion, refusal to promote, carrying over merit points; Part III: Transitional measures and derogations; Part IV: Final provisions; Annex A with detailed timetable for the staff reports and promotions exercise (the timetable taken from the Bureau decision of 23.04.2007 on promotion and career planning policy – see footnote 12) and Annex B – form for the decision on the award of merit points (including information about the complaint procedure)


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General implementing provisions applicable to Article 43 of the Staff Regulations of officials and Articles 15(2) and 87(1) of the Conditions of Employment of Other Servants (staff reports) Bureau decision of 6.07.2005 (amended by Bureau decision of 9.07.2007)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.1 – Staff assessment)

Articles 1-3

Articles 4-9

Articles 10-14

Articles 15-16

Article 17

Articles 18-19

NB: refers, inter alia, to Bureau decision of 20 October 1997 adopting the report by the Secretary-General entitled ‘Towards a new staff policy at the European Parliament’, and, in particular, the conclusions of that report concerning staff reports, promotions and career development (not found); staff reports procedure and timetable – general provisions provisions concerning assessors, including ‘Article 9 - List of assessors After being approved by the Secretary-General, the list of assessors shall be published in each directorate-general prior to the start of the staff reports exercise and brought to the attention of the staff members concerned.’ timetable of the staff reports exercise, including right of making comments on the report by the official assessed procedure for the award of merit points application of the general implementing provisions to potential cases of incompetence appeals procedure: right of appeal against the staff report to the Reports Committee with the Secretary-General drawing up the final report following the appeal procedure authorisation for the SG to modify the timetable of stages in the staff report procedure and the staff report form to take account of technical imperatives (Article 20)


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General implementing provisions governing the staff reports procedure applicable to senior management pursuant to Article 43 of the Staff Regulations and Article 15(2) of the Conditions of Employment of Other Servants Bureau decision of 7.07.2008 (amended by Bureau decision of 22.09.2008) Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.2 – Assessment of senior management)

Lex specialis based on Article 6(9) of the General implementing provisions on the staff reports (Bureau decision of 6.07.2005)

Article 4

Article 6

Article 8

‘Article 1 - Objective of these GIPs These general implementing provisions (hereinafter referred to as 'GIPs') lay down the specific rules governing the staff reports procedure for senior management in the Institution, in accordance with Article 43 of the Staff Regulations and Article 15(2) of the CEOS, derogating from the general system laid down by the general implementing provisions adopted by the Bureau on 9 July 2007 (hereinafter staff reports GIPs)’ Definition and role of assessors

timetable of the staff reports exercise, including right of making comments on the report by the official assessed

‘Article 8 - Appeals (a) Staff assigned to the Secretariat of the European Parliament Officials/temporary staff members wishing to challenge their staff report shall ask for a review by Parliament's Bureau. The person concerned shall address his or her request to the President, within 10 working days: - from the date on which their report was signed or, - should they have made comments, from the date on which the final assessor’s reply was received or, failing a reply, upon expiry of the time limit laid down in Article 6, seventh paragraph above. The request for a review shall be automatically entered on the agenda for the first Bureau meeting scheduled at least two months after the date on which the request was received. At this meeting and before taking its decision, the Bureau may, if it considers it necessary, hear the person concerned and his or her


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assessors. The decision shall be communicated to the official/temporary staff member and assessors concerned within one month from the date on which the Bureau meeting was held. The final assessor shall confirm or amend the staff report, in accordance with the Bureau decision, within 15 working days from the date on which that decision is received. The final staff report may be challenged by lodging a complaint pursuant to Article 90(2) of the Staff Regulations. (b) Staff assigned to the political groups Each political group shall be responsible for establishing its own appeal procedure. Political group staff members wishing to challenge their staff report shall do so in accordance with the appeal procedure in force within their group.’ Delegation for the Director-General of Personnel, after the SG’s agreement, to modify the form of staff report form to take account of technical necessities (Article 9)


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Internal directive on the advisory promotion committees adopted by the Secretary General on 19.10.2005

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (7 – Assessment and promotion/7.5 – Promotion committees)

defines the committees' procedure defines advisory functions of two promotion committees provides delegation for the chairs of the committees to harmonise the procedures for implementing the internal directive (ad hoc, yearly basis) AD committee to lay down guidelines for promotions in a given year applies also to attestation procedure (Article 10(3) of Annex XIII SR) + Article 87(3) CEOS (promotion of contract staff) NB: refers, inter alia, to Bureau decision of 3 May 2004 adopting the promotion and career-planning policy, replaced by Bureau decision of 6.07.2005 on promotion and career planning policy)

Internal rules on the remedial procedure to identify, deal with and remedy potential cases of incompetence on the part of officials Bureau decision of 3.07.2006

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (9 – Incompetence/9.1 – Remedial procedure - rules)

Article 14

NB: refers to the Bureau decision on the delegation of the powers of the Appointing Authority as amended on 26.10.2004

Establishes the remedial procedure for dealing with incompetence, including general principles of the procedure, provisions on support staff (HoU, assessors, roles of the adviser), conduct of the remedial procedure (stages, consultation of the Medical Service, implementation and follow-up to the remedial plan, reporting) and provisions on the rights of defence of the official

‘Article 14 - Right of defence of the official At all stages of the procedure, the official may contest the assessments of his performance and arrange to be advised and accompanied by a member of the Staff Committee or any other official or other member of staff of the institution. The official shall receive, in exchange for an acknowledgement of receipt, a copy of every document concerning him which is drawn up pursuant to these rules. The official may refer the matter to the Reports Committee on the basis of all the documents arising from this procedure which are annexed to his staff report, in accordance with the provisions of Articles 18 and 19 of the GIPSR.’ Delegation for the Director-General for Personnel, in consultation with the Staff Committee, to compile a Guide to the remedial procedure and adopt the model remediation plan (Article 16) – the model can be found at the following address : http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/personnel/career/staff_reports/incompetence_preventive_measures/lang/en


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Guide to the remedial procedure to identify, deal with and remedy potential cases of incompetence on the part of officials of 26.10.2006 by the Director-General for Personnel

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (9 – Incompetence/9.1 – Remedial procedure - guide)

based on Article 16 of the Bureau decision of 3.07.2006

Note of the Director-General for Personnel of 16.05.2007 on the protection of officials with regard to the processing of personal data within the framework of a remedial procedure for incompetence Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (9 – Incompetence/9.1 – Remedial procedure – data protection)

Procedure: none (guidance for the application of the internal rules) sets additional measures to be taken into account when a remedial procedure is launched concerning the conservation and transfer of data, the official’s right to rectification and information and the consultation of Medical Service

Guide to leave and absence from work (see Articles 57-60 and Annex V SR and Articles 16 and 91 CEOS) issued by the Director-General of Personnel on 10.11.2008

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.7 – Leave and absence)

compendium NB: periodical updates envisaged but not clear if any made to date


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General implementing provisions concerning parental leave (Article 42a of the Staff Regulations)

Decision of the Secretary-General of 18.05.2004 (+ form)

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.8 – Parental leave)

Article 2

procedure for granting the parental leave (request submitted through official’s immediate superior - Appointing Authority) appeal procedure: not mentioned entered into force on 1.05.2004

Internal rules on family leave (Article 42 b of the Staff Regulations) Decision of the Secretary-General of 18.05.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.9 – Family leave)

Article 2

procedure for granting the family leave (request submitted through official’s immediate superior – Medical Service - Appointing Authority)

appeal procedure: not mentioned entered into force on 1.05.2004

Internal Rules on part-time working (Article 55a and Annex IVa of the Staff Regulations) adopted by the Secretary General on 2.06.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.1 – Part time work)


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Article 2

authorisation procedure (request submitted through official’s immediate superior – Appointing Authority; possibly involvement of the Director of Personnel and Social Affairs; Joint Committee) appeal procedure: not mentioned entered into force on 1.05.2004

Internal Directive relating to the determination of the basic salary of officials authorised to work half time in preparation for retirement (Article 4 of Annex IVa to the Staff Regulations) – Conclusion 241/05 of the Heads of Administration of 6.10.2005 – decision of the Secretary General of 4.11.2005

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.2 – Half-time work in preparation for retirement – calculation of the basic salary)

Procedure: none effective as of 1.11.2005

Internal rules on compensation in respect of overtime (Articles 55-56b of, and Annex VI to, the Staff Regulations) of 18.5.2004 [EN translation not dated] adopted by the Secretary General

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.3 – Overtime - compensation)

Article 3 subparagraph 3 and Article 13

entered into force on 1.05.2004 ‘Special work schedules shall be set up by the Secretary-General on a proposal from the Director General in question, having consulted the Director of Personnel and Social Affairs. The Appointing Authority shall take its decision after consulting the Staff Committee’ Decisions with respect to various aspects of overtime compensation are taken by the appointing authority; exemptions dealt with by the appointing authority in cooperation with medical officer and the Joint Committee Procedure for requesting and declaring overtime managed by each directorate-general or autonomous unit (with notifications to the Accounts


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Division) appeal procedure: not mentioned

Internal rules on the fixed allowance for overtime (Article 3 of Annex VI of the Staff Regulations) of [date missing] adopted by the Secretary General

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.4 – Overtime – fixed allowance)

Article 3

NB: refers to Bureau decision on the appointing authorities as amended on 26.10.2004

‘The fixed allowance shall be granted on a proposal from the immediate superior of the person concerned, by decision of the Appointing Authority. It shall terminate on the date on which the official or servant concerned ceases to fulfil the conditions laid down in Article 1.’ entered into force on 1.05.2004

Provisions applicable to permanent, temporary and auxiliary interpreters at the European Parliament Bureau decision of 16.01.2006

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.5 – Provisions applicable to interpreters)

Article 3

Provisions concerning working time of interpreters and specific provisions applicable to AIC (auxiliary conference interpreters) in the Annex ‘Article 3 - Organisation of interpreting 1. The Interpretation Directorate, under the authority of the Secretary-General, is responsible for the quality of interpreters’ work and therefore for the recruitment of interpreters and the organisation of language aspects of meetings. In order to ensure quality where mixed teams (teams including interpreters hired by other bodies) are required, all interpreters so hired shall be


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subject to the prior agreement of the Interpretation Directorate and their work shall be monitored and a report submitted on it. 2. These provisions shall be applied in all cases.’ entered into force on 1.02.2006

Decision of the Secretary General of 10.02.2009 concerning the teleworking scheme for linguists working in the translation directorate Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.6 – Teleworking arrangements in DG Translation)

Article 5

Authorisation procedure ‘The teleworking scheme, throughout the period for which it is authorised, shall remain strictly compatible with the interests of the service. Duly substantiated applications to take part in this scheme shall be submitted through the official channels to the Director-General responsible for translation services.’

Decision of the Secretary-General of 4.6.2010 laying down internal rules on medical examinations in connection with absence from work on medical grounds and periodic medical examinations of persons claiming the invalidity allowance (under revision) Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (10 – Working time and working conditions/10.10 – Medical examinations in connection with absence on medical grounds and invalidity)

Publication 2: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.3 - Medical examinations in connection with absence on medical grounds and invalidity)

Sets out the arrangements in accordance with which the Parliament may arrange examinations with a view to determining whether the absence from work on medical grounds of an official or other servant in active employment is justified (Article 1), defines rights and obligations of officials in the event of absence from work on medical grounds or of unauthorised absence (Articles 2 and 3), arbitration procedure (Article 8), periodic examinations of persons drawing an invalidity allowance (Article 9), supervision of the management of sick leave and medical examination (Articles 10 -11) NB: entered into force on the date of signature [4.06.2010] with a review clause after two years


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General implementing provisions concerning family allowances (household, education) (Articles 67 and 68 of the Staff Regulations and Articles 1, 2 and 3 of Annex VII thereto) adopted by the Secretary General on 18.05.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.1 – Family allowances)

Procedure: none entered into force on 1.05.2004

General implementing provisions on granting the household allowance by special decision (Article 67 of the Staff Regulations and Article 1, paragraph 2, point (d) of Annex VII thereto) adopted by the Secretary General on 18.05.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.2 – Household allowance granted by special decision) Articles 1, 6 and 13

Household allowance is granted by reasoned decision of the Appointing Authority (Articles 1 and 13); the institution can take all appropriate steps to check whether the conditions are satisfied (Article 6) entered into force on 1.05.2004

General implementing provisions relating to persons treated as dependent children (Article 67 of the Staff Regulations and Article 2(4) of Annex VII thereto) adopted by the Secretary General on 18.05.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.3 – Persons treated as dependent children)

Articles 11-12

Provisions concerning the decision to grant an application: Appointing Authority entered into force on 1.05.2004


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General implementing provisions concerning the granting of the education allowance (Article 67(1)(c) of the Staff Regulations and Article 3 of Annex VII thereto) adopted by the Secretary General on 18.05.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.4 – Education allowance)


General implementing provisions for determining or changing place of origin (Article 7(3) of Annex VII to the Staff Regulations) adopted by the Secretary General on 18.05.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.5 – Place of origin – determination and modification)

Decision on determination or modification of the official’s place of origin: Appointing Authority (Article 1) entered into force on 1.05.2004

General implementing provisions on travel expenses from the place of employment to the place of origin (Article 8 of Annex VII to the Staff Regulations) adopted by the Secretary General on 28.06.2004 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.6 – Travel expenses – place of employment/origin)


Décision du Parlement européen du 13 octobre 2004 portant adaptation de la règlementation commune relative aux transferts d’une partie des émoluments des fonctionnaires des communautés européennes Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (11 – Individual entitlements/11.7 – Transfer of part of remuneration)

Procedure: none; the institution can take at any time all appropriate steps to check whether the conditions are satisfied (Article 3) applicable as of 1.05.2004


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Joint rules on sickness insurance for officials of the European Communities – Common accord between the institutions of the European Communities recorded on 24.11.2005 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.1a – Sickness insurance – Joint rules)

entered into force on 1.12.2005 Procedures are set out in Title III (Articles 26-35); decisions are taken in principle by the Settlement Office designated by the appointing authority; procedure for dealing with complaints (Article 35)

Commission decision laying down general implementing provisions for the reimbursement of medical expenses Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.1b – Sickness insurance – General implementing provisions)

Annex contains general implementing provisions for the reimbursement of medical expenses entered into force on 1.07.2007

Common rules on the insurance of officials of the European Communities against the risk of accident and of occupational disease – Common accord between the institutions of the European Communities recorded on 13.12.2005 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.2 – Insurance against the risk of accident and of occupational disease)

Procedures are set out in Title III (Articles 15-25), Appeals are set out in Chapter V


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Internal rules on the procedure for convening the Invalidity Committee adopted (signed) by the Secretary General on 24 September 2010 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.4 – Internal rules on the procedure for convening the Invalidity Committee)

NB: refers to Procedural Handbook for Invalidity Committees approved by the College of Heads of Administration at its 253rd meeting on 10 September 2008 (not found) Initiating the procedure on invalidity: the Appointing Authority; the service responsible for managing sick leave checks and records the number of days of absence and communicates to the Appointing Authority the name of any official whose total period of absence on duly substantiated medical grounds exceeds that provided for in Article 59(4) of the Staff Regulations. (Point I of the Internal rules); the role of Medical Officer and the Invalidity Committee; final decision taken by the Appointing Authority on the basis of the conclusions of the Invalidity Committee Possibility of appeal: not mentioned

Provisional guidelines for implementation of the budget heading 'supplementary aid for the disabled' concerning welfare appropriations for disabled persons

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.4b – Supplementary aid for people with disabilities)

NB: document could not be accessed on the Intranet on this page but could be found at the following address: http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget/archives/orientation_ligne_budg_handicap/orientation_ligne_budg_handicap_en.pdf


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Rules laying down the detailed arrangements for applying the provisions relating to the grant of the unemployment allowance to members of the temporary staff pursuant to Article 28a(10) of the conditions of employment of other servants adopted by the Commission on 14.07.1988; agreement between the institutions was recorded by the President of the Court of Justice on 4.07.1989

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.5 – Unemployment allowance)

General implementing provisions for the transfer of pension rights Bureau decision of 22.06.2011

NB: refers to Council Regulation (EC, Euratom) No 1324/2008 adjusting, from 1.07.2008, the rate of contribution to the pension scheme of officials and other servants of the European Union (at the time of the adoption of the Bureau decision there has already been a Council Regulation (EU) No 1240/2010 with the same scope) NB: in force from 1.08.2011 but see: Article 6 of the Bureau decision: “1. The general implementing provisions in relation to Article 11(2) and (3) of Annex VIII to the Staff Regulations shall enter into force on the first day of the month following the date on which they are brought to the attention of staff. 2. They cancel and replace the general implementing provisions adopted on 28.08. 2008. 3. However, those general implementing provisions shall continue to apply in respect of staff whose transfer request under Article 11(2) of Annex VIII to the Staff Regulations was registered by the competent department prior to the entry into force of these general implementing provisions, without prejudice to the provisions of Article 4(5) thereof.” Applications for the transfer of pension rights to be submitted to the ‘competent department’ of the institution (Article 2) ‘Any signed decision taken by a staff member which directs that the capital value of pension rights be paid to the European Union is, by its very nature, irrevocable’ (Article 5(5))


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Decision of the Secretary General of the European Parliament adopting general implementing provisions in relation to Articles 11 and 12 of Annex VIII to the Staff Regulations of Officials of the European Communities of 28.8.2008 [date missing in EN translation]

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.6 – Transfer of pension rights)

NB: applied retroactively as of 1.05.2004, except for applications made before that date (application of general implementing provisions previously in force); in force from 1.05.2004 to 31.07.2011

General implementing provisions relating to early retirement without any reduction in pension rights for officials and temporary staff (Article 9, paragraph 2, of Annex VIII of the Staff Regulations) adopted by the Secretary General on 6.10.2004

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (12 – Social security benefits, pensions and invalidity allowance /12.7 – Early retirement without reduction of pension rights)

Article 8

Procedure for dealing with applications for early retirement without reduction in pension rights The Director-General of the DG for Personnel forwards the final proposal for a decision on the early retirement without the reduction in pension rights to the Secretary-General. Possibility of appeal: not mentioned


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General implementing provisions concerning reimbursement of mission and duty travel expenses (Articles 11 to 13a of Annex VII to the Staff Regulations) Bureau decision of 17.06.2009

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (13 – Missions /13.1 – General implementing provisions)

“1.4. Internal rules which incorporate practical arrangements for missions and duty travel shall be drawn up by the Secretary General, in consultation with the Legal Service, the Staff Committee, the Equal Opportunities Committee and the Advisory Committee on Prevention and Protection at Work, and brought to the attention of staff.” (Article 1.4)

Article 2

Internal rules governing missions and duty travel by officials and other servants of the European Parliament adopted by the decision of the Secretary General decision on 10.12.2009

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (13 – Missions /13.2

procedures for reimbursement of mission expenses

NB: entered into force on the date of signature of the internal rules on missions and duty travel by the Secretary General (Article 10), i.e. 10.12.2009 (?) ‘Article 2 - Competent authorities 2.1. The competent authority empowered to authorise a mission by an official or other servant of the European Parliament's Secretariat shall be the Secretary-General, a director-general or a person to whom such authority has been delegated. 2.2. Directors-general may delegate their power to authorise missions to their directors. 2.3. Other delegation arrangements concerning missions by members of the various committees, internal bodies, working parties and selection boards shall be set out in the internal rules. 2.4. The Director-General of Personnel shall be the authorising officer by delegation.’ Possibility of appeal: not mentioned Articles 3.5, 3.8, 3.9, 3.10, 4.4, 5.4, 5.8, 5.9, 5.12, 6.2, 7.2 state which of the aspects of the mission expenses are to be dealt with in the internal rules NB: Point 176 states that “These Internal Rules shall enter into force on 1 January 2010 and shall apply to missions undertaken as from that date” Procedures and details concerning the missions and reimbursement of mission and duty travel expenses Possibility of appeal: not mentioned


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– Internal rules)

Note à l’attention des membres de jurys de concours EPSO (27.04.2011 signe par Chef de l’Unité Concours et Procédures de Sélection)

Publication: EP Intranet: Home - Administrative life - Staff - Missions - Legal basis, information notices and reference documents

Defines steps of the procedure for establishing and reimbursing missions within the framework of participation in the Selection Boards of EPSO competitions

Conclusion 221/04 des chefs d’administration concernant l’accès des fonctionnaires ou autres agents à leur dossier médical ; nouvel article 26bis du statut, approuve par les Chefs d’administration le 19 février 2004 - access to the medical file Publication: EP Intranet: Home - Practical life - Medical service - Access to medical files for officials and other agents - General information – Right of access

applicable as of 1.03.2004 rules concerning access to medical file

Notice to persons who use the services of the addiction counsellor in the Medical Service in Luxembourg Signed by the Head of Unit of Social workers service of the Luxembourg Medical Service on 26.08.2009 Publication: EP Intranet: Home - Practical life - Medical service - Access to medical files for officials and other agents - General information – Notice to persons who use the services of social workers or the addiction counselor

Concerns collection and processing of personal data ‘Officials in active service and retired officials, as well as other staff, who use the services of the addiction counsellor have to provide information or produce data concerning various aspects of their private or professional life in order to receive the support, advice or assistance requested. (…)’

Notice to persons who use the services of social workers (mentioned on the Intranet but not uploaded: the link refers to the Notice to persons who use the services of the addiction counsellor in the Medical Service in Luxembourg) Publication: EP Intranet: Home - Practical life - Medical service - Access to medical files for officials and other agents - General information – Notice to persons who use the services of social workers or the addiction counselor


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Notice of 9.02.2011 of the Director General of Personnel on the annual medical check-up (D(2011)5092) Publication: EP Intranet: Home - Practical life - Medical service - Activities - Annual medical check-up Privacy Statement. Annual Medical Check-up Publication: EP Intranet: Home - Administrative life - Staff - Health, social rights, social security, individual and social assistance - Annual medical check-up – Privacy statement Medical reimbursement form: annual check-up Publication: EP Intranet: Home - Practical life - Medical service – Forms – List of medical forms

carrying out and reimbursement of annual medical check-up, schedule, laboratory tests eligible for reimbursement, medical report form, clinical examination form, form for the claim for reimbursement of medical expenses incurred in the annual medical check-up, form for the request for reimbursement for medical examinations carried out as part of the annual medical check-up, form for the ophthalmological examination

concerns collection and processing of personal data (anonymous/not dated)

Conclusion No 258/10 on the Reimbursement of the cost of spectacles for working on screen approved by the Heads of Administration at their 260th meeting on 29 September 2010 Publication: EP Intranet: Home - Practical life - Medical service - Important notice (Medical certificates, reimbursement of medical costs) - Reimbursement of the cost of spectacles for working on screen

Note on the purchase of spectacles specifically for working on screen (overview of the reimbursement rules and procedure) Publication: EP Intranet: Home - Practical life - Medical service - Important notice (Medical certificates, reimbursement of medical costs) - Reimbursement of the cost of spectacles for working on screen

Rules and procedure for applying for reimbursement Includes form for the request for prior authorisation for the purchase of spectacles specifically for working on screen, form of the declaration by line manager, form on eyesight examination, form on claim for reimbursement


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Forms of standard supporting documents for special leave requiring a medical certificate concerning:

– Consulting a doctor away from the place of employment (more than 65 km)

– Serious illness of spouse

– Serious illness of a child

– Very serious illness of a child

– Illness of a relative in the direct ascending line

– Serious illness of parents-in-law

These certificates should be sent to the Medical Service secretariat at the place of employment, together with a copy of the application for special leave (Streamline), no later than one month after the event in question.

Publication: EP Intranet: Home - Practical life - Medical service - Forms - Standard supporting documents for special leave requiring a medical certificate


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OTHER RULES APPLICABLE TO STAFF OF THE EUROPEAN PARLIAMENT


Internal rules governing traineeships and study visits in the Secretariat of the European Parliament adopted by the Secretary General on 1 February 2013; entered into force on 1 February 2013

Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (15 – Traineeships in the General Secretariat /15.1 – Traineeships and study visits)

Procedure on admission to traineeships in the EP, including disputes

Internal rules governing translation traineeships in the Secretariat of the European Parliament adopted by the Secretary General on 8 February 2013; entered into force on 1 March 2013 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (15 – Traineeships in the General Secretariat /15.2 – Translation traineeships

Procedure on admission to traineeships in the EP, including disputes

Rules on the e-CV application Bureau decision of 1 February 2012 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (8 – Changing post and career development /8.7 – eCV application

entered into force on 2 February 2012; the Bureau decision of 12 January 2009 setting out the internal rules on the SKILLS database is repealed with effect from 1 January 2013 ‘The data controller for the e-CV application is the Head of Unit for the Internal Organisation and Human Resources Panning Unit in DG Personnel’ (Article 3 – Responsibility) ‘The different sources of information might be adapted to technological innovations by decision(s) of the Secretary-General’ (Article 2 last paragraph – Source and content of information processed)


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Article 6 deals with the rights of the person conce(access and correction of data by data subjects)

Implementing rules relating to the European Parliament and Council Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data Bureau decision of 22 June 2005 Publication: EP Intranet: Home - Administrative life - Staff - Rules in force regarding staff - Rules in force regarding staff (16 – Data protection /16.2 – Implementing rules

– Article 1

NB: entered into force on the day following its publication in the Official Journal of European Union (Article 16) = 6 December 2005 (OJ C 308/2005, p. 1) ‘Article 1 - Purpose 1. This Decision lays down the general rules governing the implementation of the Regulation in the case of the European Parliament. In particular, it supplements the provisions set out in the Regulation which relate to the tasks, duties and powers of the European Parliament’s Data Protection Officer(s). 2. Furthermore, the Decision lays down the detailed rules pursuant to which a data subject may exercise his or her rights, the procedure for notifying a processing operation and the procedure for obtaining access to the register of processing operations kept by the Data Protection Officer.’ Possibility of appeal: remedies (Article 15); also right to access, correct, object, have data erased, etc.


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LIST OF ADMINISTRATIVE FORMS Obligations of officials

Application form for authorisation to perform an outside activity

Prior notification form concerning the intention to publish a text relating to the activities of the Communities

Request for prior authorisation (to accept an honour/decoration/favour/payment)

Declaration of spouse's gainful employment

Declaration of candidacy for elective public office or high political office

Declaration concerning the holding of elective public office or of high political office

Declaration of intention to engage in an occupational activity after termination of functions in the European Parliament - Art.16

Career

Recruitment

Request for recruitment / renewal of contract of a contractual agent (articles 3a) (FG I only)

Request for recruitment / renewal of contract of a contractual agent (article 3b) (FG II, III and IV)

Justification for requesting the recruitment (if as Renfort) of a contractual agent (articles 3a or 3b)

Request for autorisation to open the procedure for filling a vacancy (AD) (restricted users)

Request for autorisation to open the procedure for filling a vacancy (AST) (restricted users)

Probation report


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Report on the probationary period of an Official

Report on the probationary period of a temporary member of Staff

Report on the probationary period of a member of the contract Staff

Staff reports - Promotion

Referral to the Reports Committee Form

Individual file

Request for the insertion of a document in the individual file Questionnaire Category AD

Questionnaire Categories AST

Pay

Salary

Certificate of earnings request (Luxembourg)

Request for a certificate – Brussels

Streamline

Delegation form for Streamline

Working conditions

Leave

Application form for leave on personal grounds


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Application form for family leave

Application form for parental leave

Change or cancellation of leave on personal grounds

Change or cancellation of parental leave

Change or cancellation of family leave

Long-term external training leading to a diploma

Membership of the JSIS during leave on personal grounds

Working time

Overtime declaration

Overtime sheet

Request for part-time work

Half time pre-retirement

Change or cancellation of part-time work

Non-conformities

Problem, non-conformity or accident with environmental consequences

Missions

List of documents to be attached to the declaration of expenses


45/50 17 December 2013

Allowances / hotels within the UE

Allowances / hotels outside of the UE

IATA's European countries for economy class flights

Missions related to professional training

Estimates for internal/external professional training

EPSO certificate of attendance

Mission order request form for Political Group drivers

Training

Explanation for absence or cancellation of course

Training response sheet

Ongoing assessment form

Estimates for internal/external professional training

Health and social security

Illness insurance

Joint Sickness Insurance Scheme (JSIS)

Financial identification (change of bank account)

Legal entities/individuals (DG BUDG Commission)


46/50 17 December 2013

Accident insurance

Accident declaration and medical certificate

Annual medical check-up

Medical reimbursement form (annual visit)

Ophtalmological consultation form

Working on screen form

Annual medical check-up

Individual entitlements

Family, children, dependent persons

Birth allowance, dependent child allowance

Application for double dependent child allowance

Dependent child allowances received from another source

Mariage and household allowance form

Partnership and household allowance form

Application for allowance in respect of persons treated as dependent children

Form for declaration of a spouse's employment

Declaration of change of activity by spouse/partner form


47/50 17 December 2013

Certificate of spouse's employer

Divorce

Education allowance - Notification of end of education

Tax abatement in favour of a child

Medical certificate for the assessment of a handicap

Change of address: The form for changing address no longer exists. Please use Streamline to notify of a change of address.

Residence permits (titres de légitimation)

Papers / Documents

Education, schooling

Application for an education allowance

Annex I – Certificate of education

Annex II – Living outside the family home

Education allowance: notification of end of scholarity

Registration form –crèche

Registration form - Nursery school (children already registered with the crèches)

Registration form - Nursery school (newcomers)

Certificates, administrative documents


48/50 17 December 2013

Application form for a laissez-passer

Request for a certificate (Brussels)

Request for a certificate (Luxembourg)

Application for unpaid leave on personal grounds

Declaration on a single parent’s honour

Form for reimbursement

Reimbursement of travel expenses

Transfer request or cancellation form

Declaration of a candidacy for public elected office or high political office

Declaration of the performance of public duties or holding of high political office

Removals

Estimate of removal expenses

Solemn declaration (removal declaration)

Solemn declaration form (installation allowance)

Solemn declaration form (resettlement allowance)

Other

Property management


49/50 17 December 2013

Contact list for the supply/repair of furniture or office equipment

Declaration of loss

Declaration of security incident

Authorisation form DG INLO

o Brussels

o Luxembourg

o Strasbourg

Application form - obtaining a parking sticker

Parking stickers for 2013 for staff with a fixed-term contract

Ring-book movement(s) within a Directorate General

Request for an access to ELS

Form for Access authorisations for individuals visitors

Bookings

Request for a hotel room reservation for private/use reason

Request for meeting room reservation

Room reservation

Request for beverages (meeting rooms)


50/50 17 December 2013

Printing and translation

Printing request

Formulaire de création de compte Gepro+ pour demander des traductions


DG INLO

European Parliament DG Infrastructure and Logistics

1/9 17 December 2013


Rules governing access to and attendance in the Chamber and the conduct of debates consolidated by the Bureau on 3.05.2004 (amended by Bureau decisions of 28.03.2007 and consolidated by Bureau decision of 16.06.2009) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Responsible service: ushers

Rules governing transport arrangements for Members in the European Parliament’s places of work Bureau Decision of 30.11.2011 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules – 2.2. Facilities and logistics – 2.2.1 Transport arrangements for Members in Parliament’s places of work NB: see also publication of obsolete Règlementation sur l’utilisation des voitures de service par les députés au Parlement européen consolidée par le Bureau en date du 3.05.2004 on the Intranet of DG INLO Home - At Your Service - Transport - Official cars ( M.E.Ps) - References Article 1(3) Article 1(4) Article 1(5)

NB: based on the Statute for Members of the European Parliament, in particular Art. 20 and 22 and Implementing measures for the Statute for Members of the European Parliament, in particular Art. 18(5), 22(2a) and 44 Governs the use of official cars, “reserved as a matter of priority for Members undertaking duty travel in connection with the exercise of their parliamentary mandate” (Art. 1(2)) “3. If official cars are available, the Director-General of Infrastructure and Logistics may authorise their use by officials for duty travel, on a case-by-case basis.” “4. The Director-General of Infrastructure and Logistics, as authorising officer by delegation, shall be responsible for the purchase, maintenance and replacement of the vehicles and their parts and for hiring vehicles (…)” + proposal of the cost-ceilings for the purchases in a given year for the approval by the Secretary-General “The environmental management objectives approved by the Bureau shall also fully apply to the management of the fleet of official cars.” Defines assignment of cars on a permanent basis



Article 2 Article 2(4) Article 3 Article 5

Assignment of official vehicles on an exceptional basis to Members with reduced mobility or for security reasons – decision of the Secretary-General Conditions and procedures of use of official cars by Members set out in the annex to the rules, which may be modified by “a decision of the Quaestors alone if the changes in question do not require amendment of Parliament’s budget” or by the Bureau in they do so. NB: the Annex was amended by the Quaestors decision of 21.05.2013 Rules on reimbursement of taxi fares (DG FINS) Possibilities of appeal: not mentioned

Facilities granted to former Presidents of the European Parliament during the remainder of their term of office as a Member Bureau Decision of 11.11.2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Articles 1-3

NB: based on the Implementing measures for the Statute for Members of the European Parliament, in particular Art. 44(2) Entitlement to offices, secretarial assistance and cars Procedures: none

Rules governing the bicycles service Bureau Decision of 6.06.2005 (amended by Bureau decision of 18.06.2007) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Article 2 Article 9 Article 11

Creation of “Bicycles Service” assigned to the “People Transport Unit” of DG INLO, “which shall be responsible for the operations thereof and for ensuring users’ compliance with the rules” declaration of accidents within 3 working days to Bicycles Service “In the event of a user repeatedly breaching these rules, the Bicycles Service may suspend him or her, for appropriate period from his or her entitlement to use the bicycles provided by the Bicycles Service.” NB: separate provisions on the role of Security Service



Rules governing furniture in Members offices consolidated by the Bureau on 6.06.2011 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules – 2.2. Facilities and logistics – 2.2.2 Furniture in Members’ offices

Facilities granted to former Members of the European Parliament Bureau Decision of 12.04.1999 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Rules governing the arrangements whereby, at the end of their term of office, Members may have their personal effects located in their offices in Brussels and Strasbourg shipped back to their country of origin Bureau Decision of 16.01.2006 (as amended by the Bureau decision of 3.12.2008) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Personal effects of a Member may be shipped back to his country of origin: submitting a request to [email protected] (Article 1) Sets limit of removal boxes available unless Quaestors authorise the provision of additional boxes; packing in accordance with instructions of the competent service distributed with the boxes, that service sets also time limits for packing and shipping

Rules governing the use of Parliament’s premises by outside bodies Bureau Decision of 14.03.2000 (as amended by the Bureau decisions of 12.02.2001, 2.06.2003, consolidated by the Bureau decision of 3.05.2004, further amended by the Bureau decisions of 16.11.2004, 7.03.2005, 13.02.2006, 21.04.2008, 24.03.2010, 4.07.2011, 12.012.2011, 14.01.2013) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules



A. Catering/Events: Communication 24/04 of the Quaestors on Quality of food at receptions supplied by outside caterers dated 19.05.2004 (not published) Document entitled ‘Évènements au PE organisés ou parrainés par les députés: Avec le recours au service traiteur du prestataire du Parlement européen Avec le recours à un service traiteur externe’ (internal document of the Catering and Staff Shop Unit's – part of the unit’s compendium of procedures not dated, not signed, not published) Request for reservation of catering service EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition OrganisationHome: Document entitled: ’Informations concernant la nourriture provenant de l’extérieur dans le cadre de la dégustation de produits régionaux’ (no date)

Introduced a ban on the supply of foodstuffs prepared off Parliament's premises for events organised on Parliament's premises “This ban does not cover products prepared in Parliament's kitchens by outside caterers as part of an authorised event, or drinks and food to be consumed as part of a tasting of regional products. In these two exceptional cases, the applicable rules as well as the appropriate documentation requiring that products comply with the safety standards, will be forwarded to the organisers who must assume all responsibility with regard to fully respecting these standards under the relevant national legislation.”

Specifies the practical arrangements and procedures to be followed for the use of infrastructure in organising exhibitions and events (involving the general public) in the European Parliament.

Procedure for reservation of restaurants and catering service for events organised by Members.

In case of EP restaurants or catering service: request by a Member with agreement of the Quaestors and send to DG INLO, Restaurants Service. In case of outside catering service: request by a Member with prior agreement by the Questor in charge of restaurant services (particular procedures for verification of the quality of products which are to be served are also put in place with a possibility for the URCA unit to refuse the product and propose an alternative solution).



Procedure for the organisation of exhibitions and events on the European Parliament site in Brussels (guide) of 25.11.2010 by DG INLO (DG INLO Procedure) EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition OrganisationHome:

Modus operandi for inter-DG cooperation in the organisation of events in the European Parliament of 9.07.2009 (Annex 2 to the DG INLO Procedure) EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition OrganisationHome: Note (?) by the Secretariat of the Bureau, the Conference of Presidents and the Quaestors (?) of (date missing) including the procedures concerning 1) the delivery of the exhibition material, 2) access of external visitors to the opening reception, 3) organisation of the opening reception, 4) material provided by the EP and 5) insurance (Annex 3 to the DG INLO Procedure) EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition OrganisationHome: B. Infrastructure: Internal DG INLO ICU procedures, P-UCI-DO-BRU-ALL-GEN-001 to 007 (Annex 4 to the DG INLO Procedure) EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition OrganisationHome: This includes: 1) P-UCI-DO-TLT-ALL-GEN-001 Procedure for interventions on structural elements in the European Parliament’s buildings in Brussels NOTE: new version of 25.03.2013 exists but not yet published on the intranet 2) P-UCI-DO-BRU-ALL-GEN-002 Procedure for handling and transport of loads in the European Parliament’s buildings in Brussels, 3) P-UCI-DO-BRU-ALL-GEN-003 Procedure regarding access to and use of the Esplanade de la solidarité in Brussels 4) P-UCI-DO-BRU-ALL-GEN-004 Procedure for access to



the false ceilings accessible above the chambers and meeting rooms in the European Parliament’s buildings in Brussels, 5) P-UCI-DO-BRU-ALL-GEN-005 Procedure for contractor access to the European Parliament’s buildings in Brussels, 6) P-UCI-DO-BRU-ALL-GEN-006 Procedure for hot-work permit applications by contractors working in the European Parliament’s buildings in Brussels, 7) P-UCI-DO-BRU-ALL-GEN-007 Procedure for temporary work at height on the European Parliament site in Brussels See also: P-UCI-DO-BRU-ALLGEN-006 Procedure for fire permit applications by contractors in the European Parliament’s buildings in Brussels at EP publication: DG INLO intranet: Home – At Your Service – Infrastructures – Tech.procedures – external companies (NB: despite different title it is the same as P-UCI-DO-BRU-ALL-GEN-006 Procedure for hot-work permit applications by contractors working in the European Parliament’s buildings in Brussels) See also: P-UCI-DO-BRU-ALLGEN-009 Procedure for applications for shutdowns of technical installations and equipment which contribute to the comfort and safety of assets and people in the European Parliament buildings in Brussels at EP publication: DG INLO intranet: Home – At Your Service – Infrastructures – Tech.procedures – external companies Staff handbook for staff of all external companies carrying out works and maintenance on the European Parliament site in Brussels 007 (Annex 5 to the DG INLO Procedure) EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Exposition Organisation NOTE: new version of 2.11.2012 exists but not yet published on the intranet Forms: (i) authorisation form Buildings Brussels, (ii) authorisation form Buildings Luxembourg, (iii= authorisation form Buildings Strasbourg, (iv) work on structural components form

EP publication: DG INLO intranet: Home – DG INLO Administrative Info – DG INLO Forms – Buildings



DG INLO rules on videoconference rooms (text of the rules pasted on the DG INLO intranet: see http://www.inloweb.ep.parl.union.eu/inloweb/cms/cache/offonce/Accueil/Service/Reunions/Salles_visio Home: EP publication: DG INLO intranet: Home – At Your Service – Meetings, events – Videoconference rooms Quaestors communication 04/2010 on the use of meditation rooms in the Parliament and Note of the Secretary General to the Director General of DG INTE of 4.03.2010 on meditation rooms EP publication: DG INLO intranet: Home – At Your Service – Infrastructures – Other rooms (meditation) DG COMM Procedure for practical aspects of event organisation (Members’ exhibitions in Brussels – practical aspects) [NB: this is more of a guide/manual than set of rules] EP publication: Home – Administrative life - Members - Logistics - Organisation of events - How to manage the practical aspects of the event

The SG Note specifies that DG INLO’s responsibility for keeping the rooms “clear of objects and symbols of denominational nature”, while general responsibility for reservations is on DG INTE Indicates DG INLO’s responsibility for the following: providing trolleys, technical material, posting notices

DG INLO Notice to Staff on How to use the trunks correctly between the three places of work EP publication: DG INLO intranet: Home – At Your Service – Transport – Trunks DG INLO Notice to Staff on transport of trunks to Strasbourg dated 13.01.2011 (text of the note pasted on Intranet) EP publication: EP intranet: Home – Administrative life –Services for officials – Trunks for missions – Transport Also: EP publication: DG INLO intranet: Home – At Your Service – Transport – Trunks NOTE: a Notice to staff of 22.10.2002 on the same subject is also published on the intranet (EP publication: EP intranet: Home – Administrative life –Services for officials – Trunks for missions – Transport); however it became obsolete after the issuing of the Notice of 13.01.2011



Note under GEDA D(2013) 46346 with the Annex

EP publication: DG INLO intranet: Home – DG INLO Administrative Info – DG INLO Forms – Catering (only the Annex is published on the intranet)

and the following forms: (i) request for coffee (meeting rooms), (ii) request for catering (meeting rooms), (iii) request for reservation of catering service (only for MEPs), (iv) purchase order (only for MEPs)

EP publication: DG INLO intranet: Home – DG INLO Administrative Info – DG INLO Forms – Catering

Concerns rules on reorganisation of beverage services for meetings at administrative level and reorganisation of deliveries of food and/or beverages to administrative services of the European Parliament as of 1.11.2013

Rules governing the posting of notices consolidated by the Bureau on 3.05.2004 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Responsible service: the Ushers’ Service Defines the format and type of notices, use of notice boards, types of notices which are allowed/forbidden (display of controversial items on open notice boards to be referred to Quaestors for decision), general signposting and additional signposting (requests to the Ushers’ Service), automatic removal of notices posted in public areas which are not consistent with the rules adopted by the Bureau Possibility of appeal: none

Rules on the processing of mail consolidated by the Bureau on 3.05.2004 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

Articles 3 and 4 on the responsibility of the Ushers’ Service to deliver incoming mail. NB: Service responsible in general for mail: Mail Service – DG PRES

Rules on the Environmental Management System of the European Parliament approved by the Bureau on 20.05.2013 Publication: EP Intranet: Home - Practical life – Environmental management - Documentation – Environmental Manual

DG PERS: Unit for Prevention and Well-Being at Work,

EMAS procedures provide precise instructions for putting in place concrete aspects of the Environmental Management System of the EP



DG INLO: Directorate for Logistics, EMAS: Coordination team – Notice to Staff containing new procedures for recycling empty printer toner cartridges and photocopier toner bottles (date missing) EP publication: DG INLO intranet: Home –Your Office – Photocopiers (Toner) General instructions to staff on how to have the copying machine repaired at EP publication: DG INLO intranet: Home –Your Office – Photocopiers Fiche de signalisation de problèmes, de non-conformités�ou d'accidents avec des conséquences environnementales. EP publication: DG INLO intranet: Home – DG INLO Administrative Info – DG INLO Forms – EMAS

Rules governing donations and the acquisitions of works of art Bureau decision of 29.11.2006 (amended by the Bureau on 8.03.2010) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules

The rules provide the decision-making procedure for the donations and acquisition of works of art (Mainly DG COMM). Article 4 provides that a representative of DG INLO is to sit in the advisory board of the artistic committee which guides Quaestors in their decisions on donations and acquisitions of works of art.

Explanation of rules on SNCB – STIB tickets and their reimbursement to staff based in Brussels and on Jobkaart for staff based in Luxembourg EP publication: DG INLO intranet: Home – Mobility The STIB tickets page includes documents describing procedure for stolen or card or card which failed to charge as well as the reimbursement procedure The SNCB tickets page includes Rules governing enrolment in the SNCB third party payment scheme for the European Parliament staff based in Brussels Jobkaart Luxembourg internal rules and the document entitled “Jobkaart – Conditions of use”


DG TRAD DG INTE


European Parliament DG Translation and DG Interpretation

1/17 17 December 2013

1. Meetings Code of Conduct on Multilingualism Bureau decision of 17.11.2008 (cancelling and replacing the Code of Conduct of 4 September 2006) Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 5.2.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/5/5.2/5.2.1/413599-net2_en.pdf

Article 1(4): General provisions

Requests by Members or outside bodies: 'Save where express authorisation is granted by the Bureau on an exceptional basis, such facilities may not be made available either to Members acting on an individual basis or to outside bodies.' Decision: Bureau

Articles 1(5) and 1(6): General provisions

'Whereas users are competent to define their language needs, it shall be for the service providing the facilities requested to make the necessary organisational arrangements and decisions.' Decision: DG INTE Possibility of appeal: None

Article 1(7): General provisions Cross-reference: Administrative Rules governing meetings of the political groups Publication: EP Intranet: Home - Parliamentary life - Conference of Presidents - Presentation - Compendium of rules, 3.3 Meetings of political groups http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/3/3.3/725831_1_en.pdf

'Meetings of political groups are governed by the 'Administrative Rules governing meetings of the political groups'. Where language resources do not allow all the facilities requested by a group to be provided, the arrangements laid down in this Code of Conduct shall apply.' Decision: DG INTE Possibility of appeal: None



2/17 17 December 2013

Interpretation: Article 2(1e): Order of priority - Interpretation shall be reserved for users in the following order of priority - other official bodies

'other official bodies authorised by the Bureau and the Conference of Presidents' Decision: Bureau + Conference of Presidents

Interpretation: Article 2(1f): Order of priority - Interpretation shall be reserved for users in the following order of priority - some administrative events

Publication: EP Intranet: Home - Administrative life - Services for officials - Meetings, conferences and events - Room reservations - How to reserve a room for an administrative meeting http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/services_for_officials/meetings_conferences_events_1/room_reservations_3/reserve_meeting_room

Decision: Secretary-General Possibility of appeal: None

Interpretation: Article 2(3): Order of priority - Parliament provides interpretation services for other European Institutions (in the framework of interinstitutional cooperation)

Historical agreement Decision: DG INTE Possibility of appeal: None

Interpretation: Article 5(1): Language arrangements for meetings outside the places of work - Parliamentary committees and delegations Cross reference: Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules - 1.3.2 Travel by committees away from the three places of work - Article 15 – Assistance to committee delegations http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.3/1.3.2/422576_net_en.pdf

'In exceptional circumstances, the Bureau may grant interpretation in more than five languages where budgetary resources and the availability of interpreters permit.' Decision: Bureau

Interpretation: Article 5(2): Language arrangements for meetings outside the places of work - Political groups Cross reference: Publication: EP Intranet:

'In exceptional circumstances, the Bureau may grant a derogation from the rules set out in the first and second subparagraphs. When so doing, the Bureau may ask the group to contribute towards the costs incurred as a result of the derogation.' Decision: Bureau



3/17 17 December 2013

Home - Parliamentary life - Conference of Presidents -Presentation - Compendium of rules, 3.3 Meetings of political groups http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/3/3.3/725831_1_en.pdf

Interpretation: Article 6(4): Scheduling, coordination and processing of requests for meetings with interpretation - Submission of a request for a meeting with interpretation in a time-slot normally reserved for another user

'However, it shall be for the user concerned to obtain, where necessary, the agreement of the political authorities to the departure from the parliamentary calendar.' Decision: The President or the Secretary-General depending on

the week Possibility of appeal: None

Interpretation: Article 6(5): Scheduling, coordination and processing of requests for meetings with interpretation - Submission of competing requests with the same level of priority

'Should competing requests with the same level of priority be submitted, or in cases of force majeure referred to in Article 8(1)(a) and (2)(a), the matter shall be submitted to the Secretary-General for prior authorisation, on the basis of a duly substantiated request from the user and a technical opinion drawn up by the Directorate-General for Interpretation and Conferences.' Decision: Secretary-General Possibility of appeal: None

Interpretation: Article 7(1): Scheduling principles - Meeting requests exceeding the upper limit of 18 meetings in parallel

'Any meeting that exceeds the upper limit of 18 meetings in parallel shall require prior authorisation by the Secretary-General, on the basis of a duly substantiated request from the user and a technical opinion drawn up by the Directorate-General for Interpretation and Conferences.' Decision: Secretary-General Possibility of appeal: None

Interpretation: Article 7(2): Scheduling principles - Meetings exceeding the standard length

'Any meeting that exceeds the standard length shall require prior authorisation by the Secretary-General, on the basis of a duly substantiated request from the user and a technical opinion drawn up by the Directorate-General for Interpretation and Conferences.' Decision: Secretary-General Possibility of appeal: None

Document circuit: Part 1 - The administrative circuit Article 10(5): Deadlines and translation lead times - Derogation from deadlines

'The President may grant a derogation from the deadlines referred to in paragraphs 1 and 2 in the case of texts which are urgent in the light of deadlines imposed by the Treaties or the priorities laid down by the Conference of Presidents, having regard to the legislative timetables agreed between the institutions.' Decision: The President Possibility of appeal: None



4/17 17 December 2013

Document circuit Part 3 - Translation Article 14(2): The length of texts submitted for translation - Annual reserve

'Once the committee has used up its annual reserve, any further derogation shall require authorisation from the Bureau.' Decision: Bureau

Multilingualism – Proposal to extend the derogations from Rule 146 Adopted by the Bureau on 10 June 2013, following the impossibility of ensuring full coverage of some official languages (interpreters available for Maltese, interpreters, translators and lawyer-linguists available for Irish and interpreters and translators available for Croatian).

Extended the derogation under Rule 147 with respect to Maltese interpretation until the end of 2013; Extended the derogation under Rule 147 with respect to Irish until the end of 2013; Granted a derogation under Rule 147 with respect to Croatian interpretation and translation until the end of 2013.

Resource-efficient full multilingualism in interpretation implementation of the decision on the European Parliament’s budget 2012 (Bureau decision of 12.12.2011). Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Bureau - Calendar of meetings, agendas, follow-up, minutes http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/01_Bureau/06_PV-Minutes/2011/2011-12-12/pv%202011-12-12-net_en.pdf

Item 5, as from page 12 The Bureau heard the Secretary-General highlight the proposals aimed at implementing the Bureau decision of 26 September to reduce the overall amount of the 2012 Draft Estimates of the European Parliament, which would lead to 30% less expenditure on freelance interpreters and overall savings of €10.000.000 per year for interpretation services.

The Bureau approved unanimously the proposed implementation plan and requested the Secretary-General to implement the measures as of the beginning of the second half of the mandate.



5/17 17 December 2013

Rules governing meetings of the political groups Bureau decision of 4 July 2005 Amended by decision of the Bureau on 10 March 2008. Amendments adopted after 4 July 2005 shall enter into force on the day of their adoption by the Bureau, unless the Bureau specifies a particular date. Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 3.3 http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/3/3.3/725831_1_en.pdf

Article 1(1): Basic principles

'Within the limits of the appropriations available, particularly the annual appropriations allocated for interpretation services for the political groups, and of the possibilities open to it, the Secretariat shall assist with the organisation of political group meetings and shall contribute to the smooth running thereof in accordance with the conditions laid down in the following articles.'

Article 1(2): Basic principles

'Except in the cases set out below, the political groups shall be liable, vis-à-vis the Secretariat, for expenditure arising from services provided by third parties which are requested but not used.'

Article 2(3): Dates and length of meetings 'Meetings shall be held on Saturdays, Sundays and public holidays, or on days other than those provided for in paragraph 1, only by way of an absolute exception and shall require specific prior authorisation from the Conference of Presidents.' Decision: Conference of Presidents

Article 2(4): Dates and length of meetings

Article 2(4) ‘During days or periods when parliamentary business is slack, limited interpretation facilities (maximum of five languages) may be provided for the political groups in Brussels for meetings of a purely administrative nature (e.g. selection boards for competitions, meetings of staff, etc.). The provision of these facilities is subject to the prior agreement of the Directorate-General Interpretation and Conferences and may not entail any additional costs for Parliament.’ Decision: DG INTE Possibility of appeal: None

Article 2(5)

Article 2(5) ‘For meetings of an internal or administrative nature in the three places of work, the political groups may request the provision of conference rooms without interpretation facilities. Such rooms will be provided subject to availability and in accordance with the priorities laid down in the Code of Conduct on



6/17 17 December 2013

Multilingualism’ Decision: DG INTE Possibility of appeal: None

Article 3(2): Venues for meetings 'Authorisation must be secured from the Conference of Presidents for the holding of meetings in regions of the Union which are situated geographically outside its European territory but which are politically and administratively part of a Member State.' Decision: Conference of Presidents

Article 4(1): Meeting facilities for non-attached Members

'On the basis of the facilities available, and in conformity with the annual quota of six such meetings, the Secretary-General shall be authorised to bring the detailed arrangements for the provision of a large conference room into line with the requirements expressed by the coordination unit for the non-attached Members.'

Article 5: Submission of requests '1. The secretaries-general of the political groups shall submit to the Directorate-General Interpretation and Conferences a provisional schedule of their meetings at least three months in advance. That schedule shall indicate the proposed times of and venues for the meetings, together with the languages requested. (see also art.6(1) of the Code of Conduct on Multilingualism) 2. The political group shall inform the European Parliament’s Secretariat by letter whenever it intends to hold a meeting outside the three places of work. If, for political reasons, a meeting has to be convened at short notice, the group shall inform the Secretariat thereof as soon as possible by the quickest means available. The Director-General of Interpretation and Conferences shall reply to the group within one week. 3. In the case of the meetings provided for in Article 3(1)(b) and (c), the groups shall supply all the necessary information (venue for the meeting, languages to be covered, administrative facilities required, etc.), using the form provided for this purpose. 4. In the event of a group meeting being postponed or cancelled, the group shall inform the Secretary-General thereof at least six weeks before the scheduled date of the meeting, if the meeting was to be held outside the European Parliament’s three places of work, and three weeks before the scheduled date for meetings to be held in the three places of work of the European Parliament. (see also art.7(4) of the Code of Conduct on Multilingualism) 5. Groups shall bear financial liability (with regard to freelance conference interpreters already hired and general expenditure) for postponed, cancelled or changed meetings, save where the Administration has been informed thereof in accordance with the time-limits laid down in the Code of Conduct on Multilingualism. 6. Any request for an additional language must be submitted at the latest three weeks prior to the scheduled date of the meeting in question (six weeks before the scheduled date of the meeting if it is to be held outside the places of work). Once that deadline has passed, the additional facility shall be granted only if the requisite resources are available. 7. The final deadline for the submission of requests for additional languages (with no guarantee that the resources will be available) and for confirming requests



7/17 17 December 2013

already made is midday Thursday of the week preceding the meeting (midday Thursday of the second week preceding the meeting if it is to be held outside the places of work). (see also art.7(6) of the Code of Conduct on Multilingualism).’ Decision: DG INTE Possibility of appeal: None

Article 6: Language arrangements ‘The Secretary-General shall make a simultaneous interpretation service covering the appropriate languages available to the political groups for their meetings, on the basis of the number of members of the group, the languages represented therein, the venue for the meeting and in conformity with the rules laid down in the Code of Conduct on Multilingualism. (see also art.1(6) of the Code of Conduct on Multilingualism). The team of interpreters shall constitute a single entity and may not be split up (Annex II and Annex III). (a) Groups consisting of at least 100 Members (or 100 Members and Observers) shall be provided with: (1) a second team of interpreters, which may be augmented, for their meetings in the three places of work or at other venues, during the week preceding a Strasbourg part-session; - in Brussels, on the Wednesday morning preceding an additional part-session; (2) in Strasbourg, during the part-session, they may have the team of interpreters augmented. (b) Groups consisting of at least 150 Members (or 150 Members and Observers) shall be provided for their meetings: - in Brussels, on the Tuesday, Wednesday and Thursday of the week preceding the part-session, with a third team; - in Strasbourg, during the part-session, with a second team (maximum of five languages). They shall be provided with additional facilities in the three places of work, in accordance with the size of group and on the basis of an agreement concluded between the Secretary-General and the group concerned; (c) for meetings held outside the three places of work, active interpretation shall be provided in a maximum of 60% of the languages in the group’s interpretation language profile, up to a maximum of seven languages. If the language of the host country is not part of the group’s interpretation language profile, additional interpretation in that language may be provided. (see also art.5(2) of the Code of Conduct on Multilingualism) Passive interpretation may be provided in all the languages in the group’s interpretation language profile, provided that that does not entail an increase in the number of booths and/or interpreters. In exceptional circumstances, the Bureau may grant derogations from this rule, where appropriate asking the group to contribute towards the costs incurred as a result of the derogation.(see also art.5(2) final subparagraph of the Code of Conduct on Multilingualism).’ Decision: Bureau (art. 6.c)



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Article 7: Other administrative facilities '1. On the basis of the size of the group, the Secretariat shall bear the costs arising from the provision of the following administrative facilities (within the limits of its budgetary and practical possibilities): (a) provision of rooms, (b) installation of technical and IT equipment, including conference equipment, (c) hire of photocopiers and fax machines, (d) telephone and fax charges, (e) supply of coffee and other beverages, (f) transport of members at the meeting place, (g) other services (in accordance with the framework establishment plan - the framework establishment plan is indicative and to be regarded as a maximum) * interpretation, * conference technicians, * ushers, * transport of documents and IT equipment.’

Article 8(3): Invitations to non-members of the group

'Any further decisions on this subject shall be taken by the Conference of Presidents.' Decision: Conference of Presidents

Article 9(1): Final provisions 'The Secretariat reserves the right to deduct any amount owed to it under the terms of the above provisions from the appropriations paid to the political groups from the European Parliament’s budget.' Decision: The Secretary-General Possibility of appeal: None

Article 9(2): Final provisions 'At the end of each group meeting held outside the three places of work, the Secretary-General shall forward a statement of the costs incurred to the Secretary-General of the group concerned.'

Annex I: Provisions relating to meetings of the political groups held on the margins of parliamentary committee meetings (Interpretation facilities and Submission of requests)

'Interpretation facilities The Secretary-General provides the political groups with three teams of interpreters covering up to five of the most used official languages (in some rooms, where the number of booths is limited, provision can be made for only four languages), on the understanding that, per room and per week, the language combination must remain identical. The language arrangements agreed for each of the three teams may not be changed. In order to ensure the continuity of the meetings, each team works in the same room. Submission of requests Requests for the provision of interpretation facilities must be submitted in accordance with normal procedures at least four weeks in advance. Where a request is submitted after that deadline, no guarantee can be given that the languages requested will be covered. Compliance with normal procedures is



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obligatory. With regard to the allocation of teams and rooms, the political groups reached agreement on the following allocation: one team/room is allocated to the PPE Group, one team/room to the PSE Group, and one team/room will be allocated to all the other groups which reach mutual agreement on the use thereof.' Decision: DG INTE Possibility of appeal: None

Annex II: Teams of interpreters provided for the political groups

(Where language resources do not allow for the provision of all the facilities requested, the arrangements laid down in the Code of Conduct on Multilingualism shall apply; Situation of the political groups as at 1 January 2008) During the weeks set aside for political group activities In the three places of work PPE - 2 teams (one of which may be augmented) covering the languages officially represented 1 additional team covering the languages officially represented 1 team covering 5 languages PSE - PSE 2 teams (one of which may be augmented) covering the languages officially represented 1 additional team covering the languages officially represented ALDE - 1 team (which may be augmented) covering the languages officially represented 1 additional team covering the languages officially represented The other groups - 1 team covering the languages officially represented Outside the three places of work PPE - 2 teams (one of which may be augmented) covering a maximum of 7 languages PSE - 2 teams (one of which may be augmented) covering a maximum of 7 languages ALDE - 2 teams (one of which may be augmented) covering a maximum of 7 languages The other groups - 1 team covering a maximum of 7 languages or 60% of the languages used by the group During part-sessions In Strasbourg PPE - 1 team (possibly augmented) covering the languages officially represented 1 team covering 5 languages 1 team covering 4 languages PSE - 1 team (possibly augmented) covering the languages officially represented 1 team covering 5 languages ALDE - 1 team (possibly augmented) covering the languages officially represented The other groups - 1 team covering the languages officially represented In Brussels Wednesday morning PPE - 2 teams (one of which may be augmented) covering the languages officially represented PSE - 2 teams (one of which may be augmented) covering the languages officially



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represented ALDE - 2 teams (one of which may be augmented) covering the languages officially represented The other groups - 1 team covering the languages officially represented Wednesday 14h00 – 15h00 and 16h30 – 19h00 Thursday 8h30 until voting time All the groups - 1 team covering the languages officially represented Decision: DG INTE Possibility of appeal: None

Videoconferencing in Multilingual Meeting Note of the Secretary General of 06.09.2013 Geda D(2013)42831 No publication

'The project Videoconferencing in Multilingual Meetings was set up to develop a Proof of Concept for an integrated videoconferencing solution which would allow the organisation in the European Parliament of videoconferences in meetings supported by conference interpreters...'

Rules on the displaying of details concerning meetings Bureau decision of 4 September 2006 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 6.5 http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/6/6.5/630803_1_en.pdf

Article 4: Language in which information is entered

‘Information concerning meetings shall, as a rule, be entered in English. In exceptional cases, information may be entered in French.’ Decision: DG INTE Possibility of appeal: None

Article 6: Units responsible ‘DG PRES (Codict Team) shall define and update the codes and sub-codes corresponding to official Parliament bodies. DG IFIN (Pericles Team) shall define and update the local codes for the Pericles application concerning meetings other than those of official bodies.’ Decision: DG PRES - DG INTE Possibility of appeal: None



11/17 17 December 2013

Article 7: Creation of codes ‘All those involved in the process of entering information concerning meetings (meetings office, DG IFIN, Calendar Unit, DG IPOL, political groups) shall be responsible for ensuring that systematic use is made of the codes and that the titles to be displayed contain the correct information. As soon as a new body is set up or a new type of meeting is introduced, they shall submit to the relevant services of DG PRES or DG IFIN a request to create a code. With a view to updating of the terminological lists, they shall give notification of any other change (modification, deletion).’ Decision: DG PRES - DG INTE Possibility of appeal: None

The publication of the verbatim report of proceedings Rules consolidated by the Bureau on 3 May 2004 As amended by the European Parliament decision of 24 October 2007 on amendment of Rule 173 and insertion of Rule 173a of Parliament's Rules of Procedure Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 1.1.7 http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/1/1.1/1.1.7/339 488-net_en.pdf

Article 4 'Immediately after the sitting, an audiovisual record of the proceedings, including the soundtrack from all interpretation booths, shall be produced and made available on the Internet.'

Article 5 'Speakers may correct inaccuracies or stylistic defects, but not make changes of substance, at the latest one week after the part-session concerned. Changes notified later shall no longer be incorporated. Possible corrections will be incorporated into the final report of proceedings. This report shall be published in the Official Journal.' Decision: DG responsible Possibility of appeal: None



12/17 17 December 2013

2. Specific interpretation Interpretation ad Personam Supplementary interpretation services including the pilot project for Members – Note from the Secretary General, approved by the Bureau on 10 December 2007 http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/services_for_members/meetings_conferences_events/interpretation/ad_personam

Interinstitutional agreement on the provisions applicable to remote interpreting Publication: EP Intranet Home - Administrative life - Services for Members - Meetings, conferences and events - Interpretation - Remote interpreting http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/services_for_members/meetings_conferences_events/interpretation/remote_interpreting Publication: INTE Intranet Home - Our framework - Texts which define our work http://www.inteweb.ep.parl.union.eu/inteweb/cms/lang/en/pid/5

Administrative cooperation agreement between the European Parliament and the Committee of the Regions related to the provision of interpretation services Not public



13/17 17 December 2013

3. Staff members

Provisions applicable to permanent, temporary and auxiliary interpreters at the European Parliament Decision of the Secretary General of 5 July 2005 (“Working conditions”) Publication: only accessible to INTE staff and ACI on the INTE intranet

Agreement on working conditions and the pecuniary regime for auxiliary conference interpreters (ACIs) recruited by the Institutions of the European Union Signed for the EP by the Secretary General Publication: only accessible to INTE staff and ACI on the INTE intranet

Rules implementing certain provisions of the Agreement Publication: only accessible to INTE staff and ACI on the INTE intranet

Temporary placements and loans of staff members within DG TRAD DG TRAD Director General decision of 13.09.2013 (cancelling and replacing the internal rules of 1 December 2009)

'Le chef d'unité qui souhaite bénéficier d'une mise à disposition temporaire ou d'un prêt pour son unité adresse sa demande à son directeur qui, après accord, la transmet à l'unité Ressources humaines. En fonction des particularités du profil recherché et de la durée de la mission, l'unité Ressources humaines propose au directeur général l'organisation d'un appel à manifestation d'intérêt pour une mise à disposition, ou d'une consultation via les chefs d'unités, pour un prêt.'



14/17 17 December 2013

Publication: DG TRAD Portal - Directorate C - Human resources: http://tradportal.ep.parl.union.eu/rh/?page_id=22 The purpose is to strengthen links among the DG departments and to foster exchanges of information and best practice, in the interests of the service.

'Dans l'intérêt du service, le directeur général peut mettre fin à la mise à disposition par anticipation.' 'L'unité Ressources humaines prépare une décision officielle, signée par le directeur général, qui est transmise à la direction générale du Personnel ainsi qu'à tous les intéressés.' Possibility of appeal: Staff Regulations of Officials of the EU,

Title VII - Appeals, Art. 90.2

Interinstitutional exchanges between the EP, the EC and the Translation Centre Adopted by a Director and a Head of Unit. Publication: DG TRAD Portal - Directorate C - Human resources: http://tradportal.ep.parl.union.eu/rh/?page_id=24 The purpose of the interinstitutional exchanges is to offer staff members new training opportunities and experience and to improve their knowledge of other translation services. La pratique des échanges de linguistes entre les institutions existe depuis septembre 1992. Depuis 2010, cet exercice est élargi au personnel (AD/AST) des services horizontaux.

'Un seul appel aux candidatures est lancé une fois par an dans les institutions participantes. Les candidatures - présentées au moyen du formulaire préétabli et accompagnées d'un bref CV - sont adressées à la personne responsable des échanges au sein de l'institution, après approbation du chef de service et visa du directeur concerné. Chaque institution - selon ses méthodes propres - procède à une première sélection. Les candidatures non retenues ne seront pas automatiquement reprises en considération pour 2014. Les listes des candidats retenus, avec leurs qualifications, sont établies par chaque institution et soumises à un comité institué par siège (un membre par institution). Celui-ci consulte l'/les institution(s) d'accueil, recueille toute information complémentaire et, après avoir pris les contacts nécessaires et en fonction des possibilités de l'institution d'accueil, propose le(s) candidat(s) à retenir.' Possibility of appeal: Staff Regulations of Officials of the EU,


Teleworking scheme for linguists working in the Translation Directorate Secretary-General decision of 10 February 2009 Publication: DG TRAD Portal - Directorate C - Human resources: http://tradportal.ep.parl.union.eu/rh/?page_id=418

The purpose of the teleworking is to offer translators the possibility of working at home. New rules that propose to enlarge teleworking to other staff (all the

Decision: The AIPN is DG PERS Director General, with previous approval of DG TRAD Director General.

Possibility of appeal: Staff Regulations of Officials of the EU, Title VII - Appeals, Art. 90.2



15/17 17 December 2013

administrators and AST colleagues) are waiting for the Secretary-General's approval.

Rules for hosting staff from other language units (Minestrone Project) Adopted by the Director General of DG TRAD. Publication: DG TRAD Portal - Directorate B: http://tradportal.ep.parl.union.eu/dir-b/?page_id=147 The purpose of the project is to provide more opportunities for language staff to interact in a multilingual environment through relocation of their physical office to a language unit other than that of their home unit. There is neither a statutory right nor any obligation to take part in the project. Participation is voluntary and organised by the participants themselves.

Participation in the project is subject to the approval of the heads of both the home and the host unit.


Extra time Adopted by the Director General of DG TRAD. See note from the Director General of DG TRAD to the directors and heads of unit of DG TRAD of 14 December 2010 - Geda D(2010)64265).

Publication: Will be soon available on DG TRAD Portal

The purpose of the extra time rules is to harmonise the different systems in place in the linguistic Units regarding compensation of the extra time.

Tout travail effectué en dehors de l'horaire normal de travail est soumis à l'autorisation préalable du chef d'unité.

Le travail effectué pendant le week-end et les jours fériés est soumis à l'autorisation du directeur ou du directeur général pour les unités horizontales.




16/17 17 December 2013

Internal Rules Governing Translation Traineeships Adopted by the Secretary-General on 8 February 2013 Publication: DG TRAD Portal - Directorate C - Training and Traineeships: http://tradportal.ep.parl.union.eu/tandt/?page_id=116

The purpose of the Translation Traineeships is to contribute to EU citizens’ European education and vocational training and to provide an insight into the way in which the institution functions.

The AIPN is DG TRAD Director General. Possibility of appeal: The Secretary-General.

Decision taken in application of these Rules may also be challenged before the General Court of the European Union in accordance with Article 263 of the Treaty on the Functioning of the European Union (TFEU).

Internal Training Guidelines which complete the Internal Rules on Professional Training for EP Staff that entered into force on 1 January 2013. Publication: DG TRAD Portal - Directorate C - Training and Traineeships: http://tradportal.ep.parl.union.eu/tandt/?page_id=327

The aim of these guidelines is to highlight areas where special considerations may be necessary due to the specific nature of the work undertaken in DG TRAD.

In the case of translators, the learning of languages other than EN, DE, FR, ES, IT and PL is to be judged on a case-by-case basis by the superior, who will have to provide justification to the approval of the request.


European Parliament rules applicable to conference interpreters engaged in accordance with article 90 of the conditions of employment of other servants of the European Communities, Bureau decision of 15 December 2008 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 7.1.14



17/17 17 December 2013

http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/7/7.1/7.1.14/768009_1_en.pdf

Article 2- Recruitment 'Conference interpreters shall be recruited by the authority empowered to conclude contracts of employment (hereinafter referred to as ‘the AECE’), namely the Director-General of Interpretation and Conferences or his or her representative.' Decision: INTE Director-General Possibility of appeal: None

Annex: Arrangements applicable to travel by conference interpreters Article 1(3) - Means of transport used - Plane

'Long-distance journeys are defined in the implementing provisions concerning Article 12 of the Agreement. A derogation entitling conference interpreters to travel in a higher class may be granted on an exceptional basis by the Director-General of Interpretation and Conferences or his or her representative if conference interpreters must accompany a Member of the institution who requests authorisation for them to travel first class.' Decision: INTE Director-General or his/her representative Possibility of appeal: Staff Regulations of Officials of the EU,


Annex: Arrangements applicable to travel by conference interpreters Article 1(4) - Means of transport used - Taxis and hire cars

'The flat-rate daily allowance covers all conference interpreters’ likely expenditure. Taxi fares at the place of work are thus included and cannot be reimbursed. However, if public transport is not available or not running, or if the use of a taxi shortens the duration of a journey and reduces its cost, reimbursement may be granted on submission of a reasoned request and a receipt to the Director-General of Interpretation and Conferences or his or her representative. The hiring of a car may be authorised for certain journeys. The request must be forwarded in advance to the Directorate-General for Interpretation and Conferences. Car hire costs shall be reimbursed only for travel undertaken in connection with the mission. The invoice must be attached to the statement that the engagement has been carried out.' Decision: INTE Director-General or his/her representative Possibility of appeal: Staff Regulations of Officials of the EU,



DG FINS


European Parliament DG Finance – Members’ Entitlements


Implementing measures for the Statute of Members Bureau decision of 19.05. and 09.07.2008 (modified by the Bureau decisions of 11.11, 23.11 and 14.12.2009, of 19.04, 05.07 and 13.12.2010, of 14.02, 23.03 and 14.11.2011, of 12.12.2012 and 01.07.2013) Publication: EP Intranet: Home - Administrative life - Members – Official documents and texts – European Parliament Rules of Procedure and Statute for Members – Implementing measures (2.1.1.): http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.1/2.1.1/422536-v2013-07-net_en.pdf

TITLE I: Exercise of the parliamentary mandate

It is explicitly stated that any administrative procedures are directly based on the Statute of Members and on the Implementing measures. However, a “Handbook for Members” summarising the Rules is available on http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/members_new/members_official_documents/practical_guide_members

For all matters related to Members’ financial entitlements, the relevant units of DG FINS, Directorate B (Members' Financial and Social Entitlements) is responsible. Payments are executed by the competent authorising officers. For alleged incorrect application of all the implementing measures, Article 72: Possibility of appeal: written complaint to Secretary-General

Second level of appeal: Quaestors after consultation of the Secretary-General

Third level of appeal: Bureau for final decision

Chapter 1: Salary IMMS fully comprehensive – no 2nd level rules. For all matters relating to salaries and the transitional allowance, the processing of personal data and information collected on the basis of Regulation (EC) 45/2001 are processed automatically and non-automatically. No claim required; automatic payment on the basis of

composition of Parliament On the technical level, valid bank account information must be

communicated to the services

Chapter 4: Reimbursement of expenses

New practical arrangements of 29 November 2012 by Quaestors for implementing the recommendations by the Bureau and the Working Group on Budget in order to conform with 2012 EP resolution on budget to achieve a 5% cut in travel expenses. http://www.finsnet.ep.parl.union.eu/finsnet/webdav/site/mySite/shared/IndPar/AssParl/Travel_Expenses_COM53_en.pdf

For all matters related to members’ travel and subsistence expenses reimbursement, mainly processing of applications of reimbursement: Decision: DG FINS, Members’ Travel and Subsistence Expenses

Unit, Members Cash Office

Article 12(1): Attestation of attendance

PV Bureau 4 May 2009 Quaestors Communication 33/02 PV Bureau 19 October 2009

Article 13: Travel documents

Quaestors Communication 53/12




Article 17(5): proposal for a different route for reimbursement by Member

If route not accepted by the Unit responsible (see above) or the route results in increasing the cost of the journey by more than 20%: Decision: Secretary General, eventually after consultation of

Quaestors

Article 18: Rules governing transport arrangements for members in the European Parliament’s places of work

PV Bureau 4 May 2009 Quaestors Communication 22/05

Article 21: duration allowance

PV Bureau 4 May 2009 Quaestors Communication 5/12

Article 22: Additional travel expenses

PV Bureau 14 November 2011 (implementing provisions governing the work of delegations travel by committee delegations outside the three places of work of the European parliament)

Article 23: Travel expenses incurred in the Member State of election

PV Bureau 14 November 2011

Article 22(3): Participation by (sub)committee Chairs in conferences or events of European interest

Decision: prior authorisation by President

Article 28(2): Expenses covered by the general expenditure allowance

Adoption of a non-exhaustive list of the expenses that may be defrayed from the general expenditure allowance: Publication on DG FINS intranet site and on intranet – Administrative Life – Members – Expenses, allowances and social rights – General Expenditure allowance: http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/assistants_apa/gen_exp/gen_exp_en.pdf Decision adopted by Bureau on 13 December 2010 Bureau Communication 01/2011

Decision: Authorising Officer Approved standard application form




Article 30: Assistance for disabled Members

IMMS fully comprehensive – no 2nd level rules.

Authorisation of defrayal by Parliament of certain expenditure for assistance to a seriously disabled Member and setting of arrangements for providing assistance: Decision: Quaestors on proposal from Secretary-General and

after consultation of Parliament’s doctor. Periodic confirmation by Parliament’s doctor.

Article 34(7): Expenses covered by

the parliamentary assistance

Adoption of a non-exhaustive list of the expenses that may be defrayed from the parliamentary assistance allowance: Publication on DG FINS intranet site and on intranet – Administrative Life – Members – Expenses, allowances and social rights – Parliamentary assistance allowance: http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/meps_allowances/expenses_assist/exp_ass_en.pdf

Decision adopted by Bureau on 5 July2010

Director General's Communication of 19 December 2012 relating to Guideline against high remuneration (adopted at the Temporary Evaluation Group meeting of 11 January 2012)

- Bureau Communication 01/2011

- Bureau Communication 04/2011

- Quaestors Communication 22/2013

- Quaestors Communication 35/2013 - Bureau Decision of 19 April 2010 on trainees - Quaestors Communication 40/2010

Defrayal under the conditions laid down by the Bureau Decision: Authorising officer Approved standard application form Approved model of contract

Article 34(8), second subparagraph: Publication of names of accredited parliamentary and local assistants on the European Parliament’s website

- Quaestors Communications 61/2010 and 03/2011

Accredited parliamentary and local assistants may request that, for the protection of their personal safety, their names are not published on the EP’s website: Decision: Secretary-General




Article 36(5)&(6): Direct payment of net salaries directly to assistants covered by employment contract with the Member and to trainees; payment of advances

Decision: competent Authorising Officer at the request of a Member (possibility offered on the application form). “exceptionally” (5) / “whenever circumstances so require” (6)

Article 39(3): Verification of statements of expenses related to an employment contract

In cases of irregularities, after a series of steps, application of Rules 67 and 68 (suspension of payments and recovery of undue payments): See below under Articles 67 and 68

Chapter 6, Article 44: Access to internal services and the provision of equipment and facilities

Bureau decision of 4 May 2009 http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.2/2.2.11/422540-net_fr.pdf

TITLE II, End of the parliamentary mandate

- Chapter 1: Transitional allowance

For all matters related to Members’ social entitlements: Decision: DG FINS, Members’ Salaries and Social Entitlements

Unit Possibility of appeal: Article 72 IMMS applies

Article 47: Offsetting of payments

IMMS fully comprehensive – no 2nd level rules

Decision: Member, notification of the Secretary-General Possibility of revision: None, decision is irrevocable

Article 48: Procedure for receiving the transitional allowance

IMMS fully comprehensive – no 2nd level rules For MEPs opting-out the Statute the following rules apply:

Rules governing the payment of expenses and allowances to Members (PEAM)

http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.1/2.1.2/795791_net_en.pdf

Member must apply Settlement of entitlement by the authorising officer by sub-

delegation under the Financial Regulation (Members’ Salaries and Social Entitlements Unit)

Member must inform the services of possible incompatible positions taken up after end of mandate

Members’ Salaries and Social Entitlements Unit applies Article 46 IMMS where relevant

Possibility of appeal: Article 72 IMMS applies Article 49: Old-age pension

IMMS fully comprehensive – no 2nd level rules For MEPs retired before the Statute the following rules apply: Rules governing the payment of expenses and allowances to Members (PEAM) http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/




10_Recueil/2/2.1/2.1.2/795791_net_en.pdf

Articles 55-57: Invalidity pension

(Art. 55-57) Member must apply Decision: President on proposal of the invalidity committee

(convened by the Secretary-General)

TITLE III, General and final provisions

Chapter 1: Payment arrangements

Article 65: Payment date

Decision: competent authorising officer after notification of the Member or paying agent and information to Quaestors

Article 67: Suspension of payment

Decision: ad hoc instructions by Secretary-General after Member being heard

(Art. 67) Decision: competent authorising officer after notification of the Member or paying agent

Possibility of appeal: Article 72 IMMS applies.

Article 68: Recovery of undue payments

Specific arrangements concerning advance payments for ordinary travel expenses and subsistence expenses: Decision: Secretary-General

Article 71: Attachment

Decision: ad hoc instructions by Secretary-General after Member being heard

(Art. 71) The salary, the transitional allowance or the old-age pension may be the subject of an attachment order: Request: formal notification by the competent authority of one

of the three Member States in which Parliament has either its seat or its place of work

Decision: Members’ Salaries and Social Entitlements Unit Possibility of appeal: Art. 72 IMMS applies


European Parliament DG Finance – Public procurement and grants


Rules governing public procurement procedures

The Public Procurement Forum (PPF) has produced a Vade Mecum on public procurement procedures. This Vade Mecum is a practical guide setting out the legal requirements contained in the Financial Regulation, its Implementing Acts, Directive 2004/18/EC, and accompanied by advice and good practice. In that sense, it is not a set of rules but a guide on which action by relevant departments is based. http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget_public_markets/gestion_marches%20_publics/gestion_marches%20_publics_fr.xls Guidelines Publication: EP Intranet http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/contracts_subsidies/practical_guides

Comment from DG FINS: - Central Financial Service has been renamed Central Financial Unit (2007/2008) - Central Financial Unit submits proposals of the mentioned Vade Mecum, model contracts, guidelines to PPF PPF formally approves these documents. This explains why some texts are labelled “CFU” and others “PPF”. As PPF by approving becomes “owner” of the texts, these are labelled “PPF” systematically since 2012. A series of standard contracts, order forms and letters established by PPF is available on the EP intranet for the use of authorising officers http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/support_training/models_and_instructions/models_and_instructions2 http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/contracts_subsidies/standard_letters

Internal Rules on the Implementation of the European Parliament’s Budget adopted by the Bureau on 27.04.2005 Publication: EP Intranet: Home - Administrative life - Finance – Financial Rules – Official Texts - Internal Rules: http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/financial_rules/Regles_internes_01_06_2005/Regles_internes-execution_budget_01062005_en.pdf

Article 17: Public procurement

Action Plan for Public Procurement Management http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget_public_markets/gestion_marches%20_publics/gestion_marches%20_publics_fr.xls These actions from the IAS have been implemented, confirmed by letter from IAS to Mr Guillen Zanonn Chair of the PPF on 21 June 2012 D(2012)33100.




The Secretary-General shall set up an Inter-Service Public Procurement Group in order to advise authorising officers on the award of contracts. He shall decide the composition of the group and lay down the criteria and procedure for consulting it. Decision: Secretary-General on 7 February 2008 “New Presidency of the PPF” repealing the initial decision of 11 July 2006 Publication: EP Intranet http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget_public_markets/forum_presidency/forum_presidency_en.pdf

Series of other decisions related to the PPF List of members appointed by authorising officers http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget_public_markets/fmp_list_members_fr/fmp_liste_membres_fr.pdf Consultation of PPF in individual procurement procedures under article 53 RAP http://www.epintranet.ep.parl.union.eu/intranet/webdav/site/refin/shared/admin_live_finance/budget_public_markets/fmp_pn_fr/NT_SG_OD_38110_saisine_FMP_FR.pdf

All of these issues / procedures are directly based on the Financial Regulation and its Rules of Application . In matters of access to information relevant guidance is also based on regulations 45/2001 and 1049/2001

Recommendations of internal Audit Service of September 2006

Action plan (action J-3) How to organise public procurement procedures more efficiently Decision of the Secretary-General of 17 December 2010 instructing the implementation of the PPF note of November 2010 following up from note by the Secretary-General of 09 April 2010 For DG FINS: Note by the Director General - Reorganisation of tender procedures, 14 December 2011 - D(2011)60931




On use of Web-contracts and measures in the light of the new Financial Regulation: Note of the Secretary-General of 29 August 2012 D(2012)41531 Note of the Secretary-General of 7 January 2013 D(2012)61287 Instruction the implementation of PPF note of November 2012

http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/contracts_subsidies/practical_guides Definition of long-standing contractual obligations Decision: Note (by whom?) Possibility of appeal: None

Simplification of the rules on certain procedures for awarding contracts with specific characteristics Decision: Guidelines by EP Central Financial

Unit (CFU, DG FINS), September 2010 Possibility of appeal: None




Contractual clause providing for either a mid-term review or a benchmarking system Decision: Guidelines by EP CFU, October 2010 Possibility of appeal: None

EP minimum standard for internal control No.5 Action plan (action 34.1-04)

Sensitive tasks Decision: Practical Guide by PPF, November 2011 Possibility of appeal: None

Bureau decision of 28 November 2001 last amended on 22 June 2011, on general public access to documents (Publication: OJ C 2011, C 216/19)

Provision of information on invitations to tender issued by the European Parliament Decision: Guidelines by EP CFU, January 2010 Possibility of appeal: None

Guidelines by Secretary-General of 02 July 2008 on relations with external staff (Note GEDA D(2008) 46966)

Participation by third parties in invitations to tender issued by the European Parliament Decision: Guidelines by EP Central Financial Service (CFS, DG

FINS), April 2008 Possibility of appeal: None

Single signatures and supplementary agreements

Decision: Guideline by EP CFS, April 2008 Possibility of appeal: None

Contract award date Decision: Note by PPF, June 2009 Possibility of appeal: None

Selection of experts on the basis of article 179a of the Financial Regulation Decision: Rules adopted by PPF, June 2010 Possibility of appeal: None




Publication of information on the value and contractors of specific contracts based on a framework contract Decision: Note by PPF, March 2009 Possibility of appeal: None

Date to be added in the Feuilles de Route for translation requests

Decision: Instructions by EP PRE-TRAD and EP CFU Possibility of appeal: None

Panel for Monitoring Access to the Institutions'

Contracts - "ICAM" (106 – 108 FR) Decision setting up and rules of procedure: http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/contracts_subsidies/icam

- Nomination of Members http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/contracts_subsidies/icam Individual referrals by AOD. Communication to Commission Accounting Officer of individual proposals by DG FINS – CFU.

Rules for grants paid directly from the EU Budget (not covered by the above) Rules on grants are directly laid down in the Financial Regulation and in its Implementing Measures. In the Parliament two fields are relevant - political parties and foundations + communication Funding of European Political Parties and Foundations

covered by separate legislation, i.e. Regulation EC (No) 2004/2003, currently under revision.

Decision of the Bureau of the European Parliament of 29 March 2004 laying down the procedures for implementing regulation (EC) 2004/2003 of the European Parliament and of the Council on the regulations governing political parties at European level and

Guide issued by the Political Structures Financing and Inventory Unit intended to help the applicant parties and foundations in the application procedure Guide. Operating grants awarded by the European

Parliament to political parties and foundations at European level (version 12 March 2013) - publication -

Procedure Manual Manuel of management and internal control

procedures. Political Structures Financing and

Annual work programme Annual work programme of grants managed by the Directorate-

General for Finance. Published annually on the Parliament internet site

Annual calls for proposals published in the Official Journal Call for proposals. Grants to political parties at European level Call for proposals. Grants to political foundations at European

level Annual Bureau Decisions




the rules regarding their funding last amended by Bureau decision of 2 February 2011, currently under revision

Inventory Unit (DG FINS). Contributions to European political parties and contributions to European political foundations (version 28 June 2013) - publication -

Funding of political parties and foundations at European level. Grant award decision

Approval of the final reports of political parties and foundations at European level

Individual grant award decisions (annual) Grant award decisions for each political party and political

foundation (transmitted by DG Finance for Parliament) Possibility of appeal Decisions taken pursuant to the Bureau Decision of 29 March

2004 may be subject of an appeal to the Court of Justice in accordance with the conditions laid down in the Treaty (Article 13 of the Bureau Decision)

Decision of the Bureau of the European Parliament of 26 January 2005 (as amended) on the rules governing the award of grants by DG Communication in the area of information policy http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/4/4.5/781314-net_en.pdf

DG Communication Financial Guidelines and other practical instructions for Grants http://www.europarl.europa.eu/aboutparliament/en/00beb2559e/Grants.html


European Parliament DG Finance – Implementation of EP Budget, Management, Internal Control, Inventory and Property Management


Minimum standards for internal control (MICS) Note by Bureau, 17/12/2002 Publication: EP Intranet http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/management_control/minimum_internal_control_standards

Please note for this section that the Central Financial Service was renamed Central Financial Unit (2007/2008).

Implementation by each DG Annual self assesment

Ex-ante/ex-post verifiers / initiators

Internal rules on the implementation of the European Parliament’s budget, Bureau decision of 27.04.2005 Publication: EP Intranet (Compendium of Rules, under 7.2.1.) http://www.sib.ep.parl.union.eu/SIB/recueil.do

MICS 16-17

Guidelines by Central Financial Service (DG FINS) of February 2006 TERMS OF REFERENCE FOR STAFF (INITIATORS AND VERIFIERS) INVOLVED IN DG OPERATIONAL AND FINANCIAL CIRCUITS Contains a section on ex post https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/guides_pratiques Guidelines by Central Financial Service (DG FINS) of February 2006 Ex post verification Publication: EP Intranet http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/management_control/verification/ex_ante_verifications

Internal rules as above (5 and 6) MICS 16

NB – this one is in section ex ante verification ! Guidelines by Central Financial Service of the European Parliament – Financial Circuits https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/guides_pratiques

Decision: ex-ante/ex-post verifiers and initiators DG’s instructions on procedure (initiation/ex-ante) DG work plan (ex post)Possibility of appeal: N/A, results of

verifications part of annual reports




Protection of financial interests Internal rules on the implementation of the European Parliament’s budget, Bureau decision of 27.04.2005 Publication: EP Intranet (Compendium of Rules, under 7.2.1.) http://www.sib.ep.parl.union.eu/SIB/recueil.do

Article 7: Specialised Financial Irregularities Panel MICS 1 (ethics)

Bureau decision of 10.03.2004 establishing the Panel Publication: EP Intranet (Compendium of Rules, under 7.2.2.) http://www.sib.ep.parl.union.eu/SIB/recueil.do Guidelines by Central Financial Service of the European Parliament – July 2007 – Conflicts of interests https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/guides_pratiques

Referrals of cases by AIPN or AOD (76 RAP); information by agent (66(8) RF

Decision: AIPN after opinion by Specialised Financial Irregularities Panel and information of internal auditor and authorising officers / Panel may inform OLAF

Possibility of appeal: None (AIPN decides on possible disciplinary / liability procedure where appeal possible); reference to Annex XII EP internal regulation

Keeping of archives

Bureau decision on Parliament’s archives, 16.12.2002

Bureau rules on document management, 02.07.2012

Bureau rules on treatment of confidential information, 06.06.2011

Secretary General Decision of 1 October 2008 on the archiving rules of each DG (FINS: 16.04.2012 - D(2012)20333) Guidelines by DG FINS on the keeping of supporting documents by authorising officer https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/management_control/Archiving Charter of Accounting Officers - Decision by the Secretary-General of 18 December 2002 Charter of Authorising Officers

Decision: “Archive agents” appointed by authorising officer Possibility of appeal: None

Decision: Accounting Officer appointed by decision of the

President Possibility of appeal: None




Inventory and Property Management Internal rules on the implementation of the European Parliament’s budget, Bureau decision of 27.04.2005 Publication: EP Intranet (Compendium of Rules, under 7.2.1.) http://www.sib.ep.parl.union.eu/SIB/recueil.do

Article 14: Property Inventory

Decision by the Secretary-General of 9 January 2003 adopting EP Inventory Regulation, currently under revision Rules on Management of European Parliament Property contained in a Notice to Staff by the Secretary-General of 12 September 2000 Manual of Procedures for Management of the European Parliament's Property of 3 June 2003 by DG FINS (Political Structures Financing and Inventory Unit), currently under revision Practical guide on Property Inventory Management and Logistics Management at the European Parliament by DG FINS (Political Structures Financing and Inventory Unit), currently under revision All of the above Publication : EP Intranet http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/property_management_inventory/property_inventory_management

Decision: Responsible authorising officers by (sub)delegation

Note: various practical decisions: GBI (gestionnaire des biens inventories), LSA (local system administrator), SCI (service central inventaire), Unité de Gestion, Unité Principale, ex-ante verificator

Possibility of appeal: None

General Implementation of EP’s BudgetInternal rules on the implementation of the European Parliament’s budget, Bureau decision of 27.04.2005 Publication: EP Intranet (Compendium of Rules, under 7.2.1.) http://www.sib.ep.parl.union.eu/SIB/recueil.do




I. Financial Actors Article 5, 8 and 18: Delegation of authorising

officer duties

Charter for Authorising Officers adopted by decision of the Secretary-General on 18 December 2002 Publication : EP Intranet http://www.epintranet-edit.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/financial_players/authorising_officers Various « notices » concerning specific instructions to authorising officers, mostly issued by Secretary-General or the Director-General of DG FINS Publication: EP Intranet https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/financial_rules/instr_ordonnateurs

Decision:

President, nominating Secretary-General as principal authorising officer by delegation, 12/03/2009

Annual decision by Secretary-General nominating as authorising officers by delegation the Jurisconsult, Directors-General and the Head of Protocol Service (08/11/2012), (completed or modified in the light of circumstances by ad hoc decisions e.g. of 19/03/2013)

Subdelegations - by authorising officers by delegation to staff (annual decisions and ad hoc update)

Ad hoc subdelegations (holiday) Nomination of staff for specific tasks President nominating the Accountant

President nominating the Auditor Possibility of appeal: None Publication: EP Intranet https://epnet.europarl.europa.eu/http://epnetptlbru.europarl.europa.eu/portal/dt

Article 9 (and 18): Imprest administrator

Charter for Imprest Administrators adopted by decision of the Secretary-General on 04 February 2003 Publication: EP Intranet https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/financial_players/imprest_account_administrators Notes of DG FINS / Accounting Officer (detailed instructions and forms to be used in application of the provisions of IR and Charter) http://www.finsnet.ep.parl.union.eu/finsnet/cms/lang/fr/pid/1562




Article 18: Subordinate texts and forms

Charter for Accounting Officers adopted by decision of the Secretary-General on 18 December 2002 Charter of the Internal Audit Service adopted by decision of the Secretary-General on 18 December 2002 Charter for FINORD Administrators adopted by decision of the Secretary-General on 24 January 2005 Code of Professional Standards for Staff Responsible for the Verification of Financial Operations adopted by SG (see on same page) on 18 December 2002 For all the above, Publication: EP Intranet https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/financial_rules/internal_rules

II. Implementation of Budget

Article 1: Carry-over of appropriations

Guidelines by Central Financial Service of the European Parliament – Applying the annuality principle https://epnet.europarl.europa.eu/http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/guides_pratiques

Decision: Non-automatic carry-overs: President on proposal by

Secretary-General. Proposals prepared by Budget Unit on the basis of proposal by authorising officer. Information of the BUDG committee.

Automatic carry-overs: on the basis of detailed procedures communicated by the Secretary-General at year end.

Possibility of appeal: None Publication (procedures): ?

Article 3(4): proposals for transfers of

appropriations

Decision: President Possibility of appeal: None Publication (of decisions): oeil?




Article 4: modification of establishment plan

Decision: Bureau, President declares the modification if no comments by BUDG committee

Possibility of appeal: None

Article 6 (1) and MICS 15: documentation

Article 13: Closure of accounts for the financial year

Decision: President Possibility of appeal: None

Article 15(3) External audit

Guideline by Central Financial Service of the European Parliament - February 2006 DOCUMENTATION OF PROCEDURES BY DEPARTMENTS OF AUTHORISING OFFICERS BY DELEGATION

http://www.epintranet.ep.parl.union.eu/intranet/ep/lang/en/content/administrative_life/finance/regulation/guides_pratiques

Replies to the observations of the Court of Auditors Decision: Bureau /President, on proposal by Secretary-

General Possibility of appeal: None

Article 16: Building projects

Note du SG D(2012)50558 du 15.10.2012 sur les procedures relatives à la saisine de la Commission des budgets en matière de projets immobiliers Note de la DG FINS D(2012)53292 du 18.10.2012 sur les procedures relatives à la saisine de la Commission des budgets en matière de projets immobiliers

Decision: Bureau after approval BUDG Possibility of appeal: None


European Parliament DG Finance – Groups - Non-attached Members


Rules on the use of appropriations from budget item 400 Bureau decision of 30.6.2003 Amended by Bureau decisions of 22 March 2006, 11 July 2007, 20 September 2010, 23 March 2011, 26 September 2011, 2 July 2012 and 11 March 2013. Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section3.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/3/3.1/422537_net2_en.pdf

Guide issued by the Political Structures Financing and Inventory Unit

Guide (version June 2013) Publication?

Procedure Manual

Manual of management and internal control procedures. Political Structures Financing and Inventory Unit (DG FINS)

Publication?

Annual Bureau Decisions

1. Allocation of appropriations under Item 400, based on a letter by a representative of the political groups

2. Closure of the accounts for the political groups


DG ITEC


European Parliament DG Innovation and Technological Support


Rules on the provision of IT and Telecommunications equipment to Members Bureau decision of 17 June 2009 amended by the Bureau on 8 March 2010 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 2.2.3: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.2/2.2.3/422535_net_en.pdf

Bureau decision of October 18 2010 concerning WiFi coverage Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Calendar of meeting - Minutes http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/01_Bureau/06_PV-Minutes/2010/2010-10-18/pv%202010-10-18-net-rev_en.pdf

European Parliament Rules on the provision of laptops of Members + Quaestors notice 49/2009 + 12/2008 + 15/2012 + 29/2007 Quaestors decision of 21 October 2009 Publication (of the meeting minutes only): Conference of Presidents/Bureau/Quaestors website: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/06_PV-Minutes/2009/2009.10.21/2009.10.21-or_en.pdf (of the actual rules): MEPSpace: http://www.mepspace.ep.parl.union.eu/mepspace/cms/lang/en/pid/97

Quaestors Notice 49/2009 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Quaestors - Communications http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2009/49.09/49_en.pdf

Quaestors Notice 12/2008 on mobile IT: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2008/12.08/12_en.pdf Quaestors Notice 15/2012 on simplified e-mail addresses: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2012/15.12/15_en.pdf Quaestors Notice 29/2007 on WiFi coverage: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2007/29.07/29_en.pdf (Note: coverage has enormously increased since this communication was issued, further to the Bureau decision of 18/10/2010)

Implementation by DG ITEC and LSUMEP Exhaustive list of available IT and Telecommunications equipment Procedure: Decision: responsible unit in DG ITEC Possibility of appeal: None Error! Hyperlink reference not valid. A comprehensive introduction guide on IT and telecom equipment for Members can be found here: http://www.mepspace.ep.parl.union.eu/mepspace/cms/site/mySite/pid/132




Rules on stationary supplies for Members Bureau decision of 17 June 2009 amended by the Bureau on 8 March 2010 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 2.2.4: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/2/2.2/2.2.4/422548_net_en.pdf

Guidelines on available stationary to Members Quaestors decision of 11 September 2012 + Quaestors Notice 41/2012 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Quaestors - Communications http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2012/41.12/41_en.pdf

Implementation by DG ITEC

Guidelines on Printing and distribution of working documents on demand for Members Quaestors decision of 14 February 2007 + Quaestors Notice 02/2007 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Quaestors - Communications http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/04_Quest/18_Communications/2007/02.07/02_en.pdf

IT Individual Equipment Policy - Guidelines concerning staff DG ITEC decision of 13 February 2013 Publication: DG ITEC Intranet: http://www.crmnet.ep.parl.union.eu/crmnet/cms/pid/28

Implementation by DG ITEC and ITEC Service Desk Exhaustive list of available IT and Telecommunications equipment Procedure: Decision: responsible unit in DG ITEC Possibility of appeal: Derogations can be given by the Director of

DG ITEC Directorate A




Mobile phones and smartphones - Guidelines concerning staff - DG ITEC decision of 3 January 2012 Publication: DG ITEC Intranet, in EN, FR and DE: http://www.itecnet.ep.parl.union.eu/itecnet/cms/policies

Article 1: attribution

List of staff who may receive a cellphone/smartphone Decision: derogation may be given by Director-General of DG

ITEC Possibility of appeal: None

Medium Term ICT Strategy Bureau decision of March 24 2010 Publication: MEPSpace http://www.mepspace.ep.parl.union.eu/mepspace/cms/lang/en/pid/122

Implementation by DG ITEC Administrative Work Programs 2009-2011 and 2012-2014

**Decisions in DG ITEC are managed through ICT Governance. The ICT Governance structure of the European Parliament has been laid down by the Bureau in its meeting on April 21st 2009:

http://www.itecnet.ep.parl.union.eu/itecnet/webdav/site/mySite/groups/Itecnet/public/Mission/ICT%20Governance/Bureau_decision_20090421en.pdf There is a double governance structure that ensures that DG ITEC's activities are aligned both with Parliament's political priorities, and with the IT needs of Members, the Secretariat General, and the Political Groups. The governance structure consists of: - The Committee for ICT Innovation Strategy, chaired by Mr Rainer Wieland, Vice-President. This Committee coordinates ICT governance at the political level (see http://www.itecnet.ep.parl.union.eu/itecnet/cms/site/mySite/committee-ict-innovation-strategy). - The Steering Committee for ICT Innovation, chaired by Mr Klaus Welle, Secretary General. This Committee coordinates ICT governance at the administrative level. (see http://www.itecnet.ep.parl.union.eu/itecnet/cms/ict-governance/steering-committee-ict-innovation) The Committee for ICT Innovation Stragegy ensures ICT innovation strategy and follows up on the implementation of the Medium Term ICT Strategy. The Steering Committee for ICT Innovation approves DG ITEC's yearly IT Programme. The IT Programme is DG ITEC's working programme, listing all projects the DG works on during a given year. The IT Programme is drafted in close collaboration with key representatives from all DGs, as well as the




Political Groups, so as to make sure to contain the needs of all our stakeholders. Once the Steering Committee for ICT Innovation has approved the IT Programme, DG ITEC continuously reports on the Programme's execution to all DGs and Political Groups. Apart from that, the Steering Committee for ICT Innovation:

reviews and approves transversal working methods in the field of ICT, on the recommendation of the Inter DG Steering Group in ICT. The Managed Decentralization model, a subsidiary based hybrid approach in IT development aiming to safeguard the advantages of a centralized approach whilst allowing Parliament, where appropriate, to reap the benefits of a more decentralized modus operandi, is a prime example in this field.

follows up on a number of strategic programmes in the field of ICT, in the framework of the current Administrative Work Program (2012-2014) Next to this, DG ITEC also participates to the MEP ICT Coordination Group, established and chaired by Mr Rainer Wieland, Vice-President. This Group brings together Members, their assistants, and the Political Groups with a view to sharing information on which ICT products and services Members of Parliament need, in a less formal setting. A list of minutes can be found here: http://www.mepspace.ep.parl.union.eu/mepspace/cms/site/mySite/Minutes


Legal Service


European Parliament Legal Service


DECISION ON THE CONSULTATION OF THE LEGAL SERVICE Bureau decision of 28 January 2004 amended by the Bureau on 8 March 2010 Publication: EP Intranet: Home - Parliamentary life - Bureau and Quaestors - Presentation - Compendium of rules Section 5.1.1: http://www.sib.ep.parl.union.eu/SIB/download.do?file=/Documents/10_Recueil/5/5.1/5.1.1/339.484_en.pdf

Article 2

No further guidelines apply Subject to prior authorisation from the President of the European Parliament, political groups and individual Members may also submit a request for the drawing up of a legal opinion. Decision: President Possibility of appeal: None

DECISION ON THE REPRESENTATION OF PARLIAMENT IN LEGAL PROCEEDINGS President decision of 18 May 1995 amended on 17 June 2003 - delegation of power according to EP RoP Rule 20(4)Publication: None

No further guidelines apply Implementation by the Jurisconsult/Legal Service - delegation of power