Instructions for granted EuroTech winter/summer schools

For any information concerning the administrative steps to be taken, please contact directly the EuroTech University concerned

Globally, the Organizing Committee is in charge of the whole organization, including marketing, of the winter/summer school. The EPFL Doctoral School can help promoting the winter/summer school by mentioning it on the webpage dedicated to EuroTech winter/summer schools

Please provide the EPFL Doctoral School ([email protected]) with:

• 1 image (jpg or png, recommended image size: 1920×1080) that represents the winter/summer school
• A short description (max. 850 characters, including spaces) of your winter/summer school that can be placed below the image

Deadline: February 28th

Other promotional suggestions:

• Create an event and publish it on the EPFL memento
• Broadcast on Polynex screens

You should create a website for the winter/summer school that will provide all information regarding the program (day by day), content, speakers, location, registration, etc. Please go to the “Request a website” page to read the EPFL good practices. Then, click on “Get a WordPress site” button, fill out the form and click on the “submit” button. Finally, please forward the website link to the EPFL Doctoral School ([email protected]). Please note that the website should be linked to your unit, in order to have the rights to edit it

Deadline: February 28th

EPFL Doctoral School kindly requests that you create an EPFL email address (e.g., [email protected]) for people to contact you easily. To obtain it, please contact the IT manager of your Faculty to create the address through the web interface: https://services.epfl.ch. Then please forward the email address to the EPFL Doctoral School ([email protected])

Deadline: February 28th

The winter/summer school should be listed in the EPFL concerned doctoral program’s course book. That will allow every doctoral student participant to be registered in IS-Academia (by the EPFL Registrar’s Office) and obtain the ECTS credits; it’s also a good way to promote the winter/summer school

To do so, please fill in the form Course proposal form for Summer or Winter Schools (PDF to downlaod) and send it to the administrative assistant of the concerned doctoral program

Please take note of the following:

• Title: Maximum 50 characters including spaces
• ECTS credits: The winter/summer school should grant 1 or 2 ECTS credits to doctoral candidates, depending on the granted proposal
• Schedule: Dates when the winter/summer school will take place
• Venue: Place where the winter/summer school will take place
• Tuition fees: CHF 100 for EuroTech, CTU and TalTech doctoral candidates (members of the OC are exempt)
• Registration via: URL of the website of the winter/summer school
• EPFL Professor in charge of validating the success of the winter/summer school: The EPFL Organizing Professor should be mentioned in the first section of the form; he·she will be responsible to validate the success of the winter/summer school for each participant
• Keywords: They will help finding the winter/summer school on search engines

Deadline: February 28th

Please note that winter/summer schools held in September or later will be published in the next academic year’s course book, in the summer

The winter/summer school is scheduled to take place in 2027, on the dates and at the location specified in the granted proposal

If you plan to do your winter/summer school on the EPFL campus, you can book a room using the form for occasional booking of rooms for internal or academic purposes available here

Please consider the Checklist for a sustainable EPFL event

The winter/summer school should be opened to a minimum of 15 doctoral candidates from CTU, DTU, EPFL, IP Paris, TalTech, Technion, TU/e, TUM and other international institutions. Among them, each Organizing University should have at least 3 doctoral candidates participating in the course. Please make sure to respect this ratio, since it is one of the conditions to financially contribute to your winter/summer school

Once you decided to admit participants, please provide them with the link to a registration form for final registration and payment. Only participants who subscribed and paid the fees will be registered to the winter/summer school by the EPFL Registrar’s Office. Without this registration, no ECTS credits can be obtained

Once the registration is closed, please send the list of participants by email to the EPFL Doctoral School ([email protected]). The list should contain the mandatory following information (please see Excel template):

• For EPFL candidates: last name, first name, sciper number, academic level, amount paid and if they want the ECTS credits;
• For non-EPFL candidates: last name, first name, date of birth, gender, university, academic level, email address, amount paid and if they want the ECTS credits

The EPFL Doctoral School then will forward the list to the Registrar’s Office for registration

Deadline: 2 weeks before the beginning of the winter/summer school

ECTS credits can only be given to doctoral candidates who:

• Paid their participation fees
• Followed the entire winter/summer school
• Passed the final examination

Depending on the winter/summer school, a written report, presentation, poster (on the new knowledge learned during the winter/summer school), or group project will have to be submitted by the doctoral candidates in order to pass the winter/summer school and obtain the related ECTS credits. The EPFL Organizing Professor evaluates and grades the work

For EPFL Master students: It is their sections that decide wether or not the ECTS credits count for their Master studies. It is therefore up to them to contact their sections

At the end of the winter/summer school, the EPFL Registrar’s Office will ask the EPFL Organizing Professor to enter grades (Fail/Pass) in their teacher portal on IS-Academia. From then on, EPFL students will see the ECTS credits appearing on their portal. External students (not registered at EPFL) received an email with their credentials for IS-Academia, and with this access they can upload their certificate of ECTS credits

No certificate can be given to participants. If they want a proof of their participation in the winter/summer school, the ECTS credit transcript is proof

With the help of the administrative assistant of your lab, you will have to open a special account (third-party funds under the financial center of your unit) which will serve to pay all bills and receive money from participants and/or sponsors. Please make sure that the administrative assistant will be available to process the payment of invoices

EPFL covers the local costs (facilities, lunch, coffee breaks, travel expenses and accommodation of external non-EuroTech, CTU or TalTech speakers, their honoraria if any, and one event dinner)

Tickets for non-EuroTech, CTU or TalTech speakers should be booked through the EPFL travel agency and directly charged to the winter/summer school account, to avoid paperwork related to reimbursements. Each EuroTech University, plus CTU and TalTech, manage the costs (= travel arrangements, accomodation and honoraria) of its participants, i.e. of the speakers (the faculty/postdocs who are foreseen to lecture at the winter/summer school) and doctoral candidates, according to their local procedure

For your information, ETH Domain speakers are not paid for their lectures

In parallel, you are asked to keep accounts (Excel file) to ensure you well manage your budget

Once the winter/summer school is over, you will have to provide the EPFL Doctoral School ([email protected]) a detailed statement (Excel file) showing the amount – which cannot be greater than the amount initially requested – that is needed to balance the accounts, as well as the Infocentre entries or invoices confirming the information in the detailed statement (the Excel file), and the information on the participants, number and affiliated university (Excel file). Substantial deviations from the original budget or the origin of participants must be justified

After Doctoral School’s validation, with the help of the lab administrative assistant, you will have to send us an internal invoice via Sesame for the amount to be reimbursed. If the amount which is necessary to cover your expenses is higher than the subsidy granted, you should find external funding

Deadline: 2 months after the end of the summer school, and no later than November 1st