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The Vivaldi Handbook 4.0

30-G-SE-VIV-502
$uthors: E%ternal E&ents 'omm(ttee

Abstract - Summar y
The )oo* (n front of you has )een made and +r(tten +(th a spec(al purpose: to ha&e a comp(lat(on of rules of the complementary educat(on program and the !(&ald( procedure ,procedure +h(ch (s used for promot(on- appl(cat(on and e&aluat(on of all complementary educat(on act(&(t(es (n BEST. and to preser&e some of the e%per(ence gathered (n BEST (n these areas/

The structure of this book

The !(&ald( 0B (s separated (n 2 parts: The first part The Vivaldi Handbook 4.0! (s the one you are read(ng no+/ "t conta(ns all the rules for promot(ng BEST E&ents (n your un(&ers(ty- for send(ng students of your 1n(&ers(ty to BEST E&ents organ(sed )y any 2ocal BEST roup and for organ(s(ng BEST E&ents (n your un(&ers(ty The se"ond part The Vivaldi G#idelines Handbook! conta(ns recommendat(ons for organ(s(ng an act(&(ty and append(ces that can pro&(de useful (nformat(on/ $ppend(ces )r(ng &ar(ous pract(cal and useful e%amples to the top(cs ment(oned (n the other parts of the hand)oo*/

Sources
The or(g(nal &ers(on of !(&ald( 0and)oo* +as )ased on the follo+(ng documents: 3roposal a)out !(&ald( concept ,14-3-!S-S35-301. Summer 3rogramme 0and)oo* ,14-3-!S-S35-000. S"T 0and)oo* ,14-6-E'-S"T-000. BSoE gu(del(nes ,14-3-!S-T07-200. 3roposal a)out BEST 'ourse on 2anguage ,1#-6-3T-2'3-002. 3roposal on the structure of S38' ,16- -'9-!"!-#01. 7umerous proposals and documents concern(ng m(nor changes (n the procedure- made )et+een 8cto)er 1::6 and 8cto)er 1::; The 2nd &ers(on of the !(&ald( hand)oo* (s an (mpro&ed &ers(on of the or(g(nal !(&ald( 0and)oo* ,16-3-T8-!"!100.- conta(n(ng all the changes (n procedure accepted from 3M:; to $03/ $lso se&eral m(nor m(sta*es (n the or(g(nal te%t ha&e )een corrected and m(nor (mpro&ements to procedure added/ The update of th(s hand)oo* made after 3M 2003 +as )ased on the proposals: 20-G-E$-VIV-002% &'-G-ST-VIV&04% &(-G-)*-VIV-&&3% 20-)-)*-VIV-00&% 20-+-,--VIV-&04% 20-+-,--VIV-&05% 22-+-)S--$+-((( - 22-+-)S-VIV00.- 22-+-)S-VIV-00/- 22-+-)S-+0S-004- 22-+-)S-+0S-00. and 22-+-)S-+0S-00/< 23-G-1T-VIV-003% 23-G-1TVIV-00'< 23-G-1T-VIV-&0(% 23-G-1T-VIV-0&&% 23-G-1T-VIV-&&3% 23-+-)*-VIV-00.: 24-G-21-VIV-00(% 2#- -EM!"!-012% 2#- -EM-!"!-010% 25-G-E$-VIV-0&& The 3rd &ers(on of the !(&ald( hand)oo* (s an (mpro&ed &ers(on of the 2 nd &ers(on of the !(&ald( 0and)oo* ,2#-3-!$!"!-#01./ Through all the years a lot of (nformat(on +as gathered (n the 0and)oo*/ =or th(s reason- all the recommendat(ons and gu(del(nes that e%(sted (n &ers(on 2/3 of the !(&ald( 0and)oo* +ere mo&ed (n the !(&ald( u(del(nes/ Th(s +ay there (s a clear d(st(nct(on )et+een rules and gu(del(nes- and also gu(del(nes can )e updated at any t(me +(th no appro&al/ The 4th &ers(on of !(&ald( 0and)oo* ,30- -SE-!"!-#02. (s a copy of pre&(ous &ers(on +(thout chapters descr()(ng compet(t(ons +(th(n European BEST Eng(neer(ng 'ompet(t(on ,EBE'.: 2ocal- 7at(onal and 5eg(onal BEST Eng(neer(ng 'ompet(t(on and the EBE' =(nal E&ent/ Those +ere mo&ed to ne+ly created EBE' 0and)oo* ,30- SE-!"!-#0>. and &oted (n $ =rance 2012/

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Acknowledgements
6e +ould l(*e to than* the mem)ers of Season 3rogramme 8pt(m(sat(on 'omm(ttee ,S38'.- ,later merged +(th 'ompet(t(on 6or*(ng roup under the name of E%ternal E&ents 'omm(ttee. +ho ha&e not only read the numerous documents- stud(ed the procedure and adapted and +r(tten the parts of th(s 0and)oo*- )ut also sho+ed the(r apprec(at(on and +(ll(ngness to +or* on !(&ald( matters- sho+n )y the(r +or* on th(s )oo*- and e&en much more (n the(r colla)orat(on (n E%ternal E&ents 'omm(ttee da(ly rout(ne and on &ar(ous BEST meet(ngs/ $lso spec(al than*s to the )ra&e mem)ers of the "T comm(ttee- +ho ha&e )een ta*(ng good care of the +elfare and de&elopment of BEST $ppl(cat(on System through all these years/ The people +ho contr()uted to the or(g(nal Summer 3rogram 0and)oo*s: 8&(d(u Sandor ,T(m(soara.- 'laus $ndersen ,'openhagen.- Se&er(n Thomas ,E7ST$.- 0elena E&ertsson ,2und.5oland Ducom)le ,2(ege.- Manel Sanmart( ,Barcelona.- "&an 3(nto- uedes ,2(s)on.- Marcus Ta*ner ,Stoc*holm.8l(&er 'u(sena(re ,227.- Beno(t De+onc* ,2(ege.- Sa)(na Brufan( ,5oma.- Bal*ouran(d(s D(mos ,'han(a.- =reder(c 2(ndahl ,Stoc*holm.- 5(*u $*o ,Tampere.- =a)r(?(o Bolognes( ,5oma.- $ngela 'arrasco ,Barcelona.- 'ar(ta Bang ,Trondhe(m.- "rene Dom(ngue? ,!alladol(d.- M(*los Toldy ,!es?prem.- 9esus Mar(a on?ale? ,!alladol(d.- Mart(n Mar*o ,Brat(sla&a.- 3r(mo? @raAn(* ,2Au)lAana.- !(n*o&(ts $ndras ,Budapest.- M(e*e &an den Munc*hof ,E(ndho&en.2u(s M(guel Muno? ,!alladol(d.- Bar)ara =anton( ,5oma.- $nton(o Ta)asco ,Madr(d.- 5osa 1sano ,Madr(d. and se&eral others +hose names ha&e )een lost dur(ng the years/ The people +ho contr()uted act(&ely to the f(rst &ers(on of the !(&ald( 0and)oo*: 1rs*a Demsar ,2Au)lAana.- 3aolo 'ra&ero ,Tor(no.- $nna 0a*ansson ,Stoc*holm.- Dan Bo?gan ,T(m(soara.Susana 2opes ,2(s)on.- 3eter B&(r(ns*y ,@os(ce.- 2ars $ndersson ,'openhagen.- 5(sto @o(&unen ,0els(n*(.- !(*tor "*lod( ,Budapest.- M(chele De+aele , hent./ The people +ho ha&e contr()uted to the 2nd &ers(on of the !(&ald( 0and)oo*: Bo?o =raAman ,2Au)lAana.- eorg(a 5oun( ,$thens.- 'laud(a 'h(tuc ,Bucharest.- Mar(a D(ma*( ,$thens.- M(chele De+aele- $nna 0a*ansson- Dan Bo?gan and 5(sto @o(&unen/ 2udo&(c 'harpent(er , reno)le.- Matt(as Sperl(ngsson ,2und.- 8&(d(u '(ceo ,'luA-7apoca.- Ef( eorg(ou ,$thens.- Tapan( 5aun(o ,0els(n*(.- a)( 3opescu ,Bucharest.- 5omulus S(me ,'luA-7apoca.- 2aura de =ranc(sco ,Barcelona.- 0e(d( 3ellens ,2eu&en.- (orgos $thanasopoulos ,3atras.- "r(na Erpele&a ,E*ater(n)urg.- 0enn(ng Ell(ngsen ,Trondhe(m.- @lemen Drole ,2Au)lAana.7uno $ndrade ,2(s)on.- M(haela B(rgh(lescu ,Bucharest.- Stella Sta&r(nou ,3atras.- 3edro !(las-Boas ,3orto.$ndreea @ertes? ,Bucharest.- Tan(a 2arsen ,'openhagen./ The people +ho ha&e contr()uted to the 3rd &ers(on of the !(&ald( 0and)oo*: 7(*olas 'haralampopoulos ,'han(a.- 'r(st(na 5adu ,T(m(soara.- El(na SeppCnen ,Tampere.- Tassos 7atsa*(s ,Thessalon(*(.The people +ho contr()uted to 4th &ers(on of !(&ald( 0and)oo*: 6oAc(ech @o?uch ,'openhagen.- Bogdan Bucur ,'luA-7apoca.- $lla @l(ushny* ,Bapor(?h?hya.- $le*sandra @esy ,6arsa+.- Mel(nda BaAa( ,Budapest./ $nd f(nal than*s )elong to all the people us(ng th(s )oo* D the h(ghest recogn(t(on +e can get (s *no+ledge that our +or* has )een of use for you/ $nd remem)er that your (deas for (mpro&ement are al+ays &ery +elcomeE

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ve r v i e w
1bstra"t - S#33ar4.....................................................................................................&
The structure of th(s )oo*/////////////////////////////////////////////////////////////////////////////////////////////////////1 Sources//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 1 $c*no+ledgements////////////////////////////////////////////////////////////////////////////////////////////////////////////// 2

5vervie6.......................................................................................................................3 0 General r#les abo#t Vivaldi pro"ed#re.....................................................................

0/1 M(ss(on statement of 'omplementary educat(on program///////////////////////////////////////////////6 0/2 !(&ald( 'oncept/////////////////////////////////////////////////////////////////////////////////////////////////////////////// 6
0/2/1 The 'oncept//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 6 0/2/1/1 Dur(ng the pre&(ous ,S-1. Season////////////////////////////////////////////////////////////////////////////////////6 0/2/1/2 Dur(ng Season S////////////////////////////////////////////////////////////////////////////////////////////////////////////// 6 0/2/1/3 Dur(ng the =ollo+(ng ,SF1. Season/////////////////////////////////////////////////////////////////////////////////6

0/3 'oord(nat(on of !(&ald( procedure///////////////////////////////////////////////////////////////////////////////////6

0/3/1 E%ternal E&ents 'omm(ttee///////////////////////////////////////////////////////////////////////////////////////////////////// 6 0/3/2 Season 'oord(nators////////////////////////////////////////////////////////////////////////////////////////////////////////////// 6

0/4 5espons()(l(t(es of 2ocal BEST

roups///////////////////////////////////////////////////////////////////////////G

0/4/1 =ollo+(ng !(&ald( procedure//////////////////////////////////////////////////////////////////////////////////////////////////// G 0/4/2 @eep(ng the deadl(nes///////////////////////////////////////////////////////////////////////////////////////////////////////////// G 0/4/3 3romot(on//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// G 0/4/4 2ocal !(&ald( respons()les/////////////////////////////////////////////////////////////////////////////////////////////////////// G

0/# $ppl(cat(on accounts///////////////////////////////////////////////////////////////////////////////////////////////////////G

0/#/1 1se of accounts for apply(ng/////////////////////////////////////////////////////////////////////////////////////////////////// G 0/#/2 The creat(on of the accounts and the &al(dat(on//////////////////////////////////////////////////////////////////////G 0/#/3 $ccounts and fees/////////////////////////////////////////////////////////////////////////////////////////////////////////////////// G

0/6 3romot(onal Mater(als/////////////////////////////////////////////////////////////////////////////////////////////////////G

& The Vivaldi pro"ed#re for the ),G sendin7 st#dents to Vivaldi events..............'
1/1 3romot(ng the BEST Seasons/////////////////////////////////////////////////////////////////////////////////////////; 1/2 $ppl(cat(on procedure/////////////////////////////////////////////////////////////////////////////////////////////////////;
1/2/1 Enter(ng the Engl(sh le&el and BEST (n&ol&ement//////////////////////////////////////////////////////////////////; 1/2/2 7um)er of appl(cat(ons//////////////////////////////////////////////////////////////////////////////////////////////////////////// ;

1/3 $cceptance///////////////////////////////////////////////////////////////////////////////////////////////////////////////////// ; 1/4 'onf(rmat(on//////////////////////////////////////////////////////////////////////////////////////////////////////////////////// : 1/# Depos(t//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// : 1/6 E%tra acceptance////////////////////////////////////////////////////////////////////////////////////////////////////////// 10

2 The r#les of Vivaldi pro"ed#re for ),G or7anisin7 an a"tivit4..........................&0

2/1 eneral 5ules a)out BEST e&ents////////////////////////////////////////////////////////////////////////////////10
2/1/1 =ollo+(ng !(&ald( procedure ///////////////////////////////////////////////////////////////////////////////////////////////// 10

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2/1/2 2odg(ng //////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/3 =ood ///////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/4 Transportat(on/////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/# Soc(al act(&(t(es////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/6 Teach(ng ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/G "nformat(on /////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 10 2/1/; 5espons()(l(t(es of the part(c(pants ///////////////////////////////////////////////////////////////////////////////////////10 2/1/: Student e&aluat(ons ////////////////////////////////////////////////////////////////////////////////////////////////////////////// 11 2/1/10 8ff(c(al cert(f(cate //////////////////////////////////////////////////////////////////////////////////////////////////////////////// 11

2/2 BEST 'ourses////////////////////////////////////////////////////////////////////////////////////////////////////////////// 12

2/2/1 eneral cr(ter(a of BEST 'ourses///////////////////////////////////////////////////////////////////////////////////////// 12 eneral (ssues/////////////////////////////////////////////////////////////////////////////////////////////////////////////// 12 2/2/1/1

2/2/1/2 2ength of e&ent////////////////////////////////////////////////////////////////////////////////////////////////////////////// 12 2/2/1/3 'ourse fee///////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 12 2/2/1/4 7um)er of +or*(ng hours////////////////////////////////////////////////////////////////////////////////////////////// 12 2/2/1/# 5eHu(rements///////////////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/1/6 E%am(nat(on/////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/1/G 7um)er of part(c(pants/////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2 BEST 'ourse on Technology /////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2/1 Def(n(t(on//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2/2 5ecommendat(ons //////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2/3 Top(c ///////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2/4 3art(c(pat(on 5eHu(rements /////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/2/# $cadem(c 'omple%(ty//////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/3 BEST 'ourse on 'areer 5elated S*(lls ////////////////////////////////////////////////////////////////////////////////13 2/2/3/1 Def(n(t(on /////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 13 2/2/3/2 Top(c //////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/2/3/3 3art(c(pat(on 5eHu(rements /////////////////////////////////////////////////////////////////////////////////////////// 14 2/2/3/4 $cadem(c 'omple%(ty//////////////////////////////////////////////////////////////////////////////////////////////////// 14

2/3 Seasonal BEST Eng(neer(ng 'ompet(t(on ,SBE'.

/////////////////////////////////////////////////14

2/3/1 Def(n(t(on/////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/2 2ength of the e&ent/////////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/3 =ee//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/4 E%am(nat(on////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/# 7um)er of part(c(pants////////////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/6 7um)er of 6or*(ng 0ours///////////////////////////////////////////////////////////////////////////////////////////////////// 14 2/3/G 8ther cons(derat(ons///////////////////////////////////////////////////////////////////////////////////////////////////////////// 14

2/4 E&ents on educat(on//////////////////////////////////////////////////////////////////////////////////////////////////////1#

2/4/1 Def(n(t(on/////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 1# 2/4/2 Spec(f(c reHu(rements//////////////////////////////////////////////////////////////////////////////////////////////////////////// 1#

2/# BEST 2e(sure E&ents ///////////////////////////////////////////////////////////////////////////////////////////////////1#

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2/#/1 Def(n(t(on/////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// 1# 2/#/2 Spec(f(c reHu(rements//////////////////////////////////////////////////////////////////////////////////////////////////////////// 1# 2/#/3 =ees for BEST 2e(sure E&ents////////////////////////////////////////////////////////////////////////////////////////////// 1#

2/6 'olla)orat(on +(th other programs ////////////////////////////////////////////////////////////////////////////////1# 2/G 5espons()(l(t(es///////////////////////////////////////////////////////////////////////////////////////////////////////////// 1#

2/G/1 $ct(&(ty respons()les////////////////////////////////////////////////////////////////////////////////////////////////////////////// 1#

2/; $nnouncement of the act(&(t(es/////////////////////////////////////////////////////////////////////////////////////1# 2/: $ccept(ng the part(c(pants ////////////////////////////////////////////////////////////////////////////////////////////16 2/10 E%tra acceptance //////////////////////////////////////////////////////////////////////////////////////////////////////16 2/11 "nformat(on for the part(c(pants //////////////////////////////////////////////////////////////////////////////////16 2/12 3resentat(on of BEST ////////////////////////////////////////////////////////////////////////////////////////////////16 2/13 Enter(ng attendance data and e&aluat(ons/////////////////////////////////////////////////////////////////16 2/14 8ff(c(al 'ert(f(cate///////////////////////////////////////////////////////////////////////////////////////////////////////1G 2/1# The 'ourse "nformat(on =orm////////////////////////////////////////////////////////////////////////////////////1G

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0 !eneral r ules about Vivaldi "rocedure

Th(s sect(on handles the )as(c concepts of !(&ald( procedure and 'omplementary educat(on program- as +ell as the )as(c respons()(l(t(es and roles of s(des (n&ol&ed/

0.# $ission statement of %om"lementary education "rogram

I8ur m(ss(on (s to fac(l(tate self-de&elopment on the f(elds of eng(neer(ng- management and cultural matters/I The off(c(al m(ss(on statement of 'omplementary Educat(on- from 1Gth $ ,2(s)on- spr(ng 1:::./

0.& Vivaldi %once"t

0.&.# The %once"t

The )as(c concept of !(&ald( (s to ha&e a common procedure that (s used for promot(on- appl(cat(on- conf(rmat(on of part(c(pat(on- and e&aluat(on of all the pu)l(c BEST act(&(t(es- espec(ally those of complementary educat(on/ The year (s spl(t (nto four separate seasons: Spr(ng- Summer- $utumn and 6(nter/ The per(ods for the act(&(t(es of the d(fferent seasons can )e appro%(mated as follo+s: Spr(ng season Summer season $utumn season 6(nter season )eg(nn(ng of March - )eg(nn(ng of 9une )eg(nn(ng of 9une - )eg(nn(ng of Septem)er )eg(nn(ng of Septem)er D )eg(nn(ng of Decem)er )eg(nn(ng of Decem)er - )eg(nn(ng of March

Seasons +(ll o&erlap +(th around one +ee* of )oth the pre&(ous and the follo+(ng season/ =or a course to )elong to a g(&en season- the start(ng date of the course should )e +(th(n that spec(f(c season/ E%act dates and deadl(nes for each season +(ll )e dec(ded at a preced(ng M/ The procedure for a g(&en season S (s as follo+s: 0.2.1.1 0.2.1.2 During the previous (S-1) Season $nnounc(ng the act(&(t(es: all act(&(t(es of the season S are to )e announced dur(ng the S-1 season/ 3romot(on: act(&(t(es +(ll )e presented on BEST posters- leaflets and +e) pages- a&a(la)le after all the act(&(t(es ha&e )een announced/ $ppl(cat(on: +(ll )e done through "nternet on BEST $ppl(cat(on System/ $ppl(cat(on per(od starts (mmed(ately after all the act(&(t(es ha&e )een announced and appro&ed )y the season coord(nator/ 8pt(m(sat(on: opt(m(sat(on of the ran*(ng l(sts +(ll )e done for all BEST 'ourses and Seasonal BEST Eng(neer(ng 'ompet(t(ons/ 8ther act(&(t(es +(ll not )e opt(m(sed/ 'onf(rmat(on and depos(t payment/ During Season S

The act(&(t(es +(ll ta*e place accord(ng to the respect(&e rules/ E&aluat(on per(od starts (mmed(ately after an act(&(ty (s o&er/ 0.2.1.3 During the Following (S 1) Season

3art(c(pants- professors and act(&(ty organ(sers +(ll do e&aluat(on of the act(&(t(es on BEST $ppl(cat(on System/ Depos(ts +(ll )e returned for those part(c(pants +ho e&aluated/ Depos(t payment (s handled as descr()ed (n paragraph 1/4

0.' %oordination of Vivaldi "rocedure

0.'.# ()ternal (vents %ommittee

The !(&ald( procedure (s coord(nated on the European le&el- )y E%ternal E&ents 'omm(ttee ,EE'.- +h(ch (s respons()le for the de&elopment and coord(nat(on of the !(&ald( procedure- as +ell as for the de&elopment of the 'omplementary educat(on program of BEST and (mpro&ement of the Hual(ty of !(&ald( e&ents/

0.'.&

Season %oordinators

E%ternal E&ents 'omm(ttee (ncludes a separate Season 'oord(nator for each season of a year/ The Season coord(nator (s the ult(mate author(ty for a g(&en season- and heJshe has the respons()(l(ty of ta*(ng care of the season to+ards the ent(re assoc(at(on/ 0eJshe ma*es dec(s(ons concern(ng the season- mot(&ates the 2B s to

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organ(se act(&(t(es- and (s respons()le for the smooth runn(ng of the season procedure and for (nform(ng 2B s a)out the(r tas*s and respons()(l(t(es/

0.4 *es"onsibilities of +ocal ,(ST !rou"s

0.4.# -ollowing Vivaldi "rocedure

2B s ha&e the respons()(l(ty to follo+ the !(&ald( procedure for e&ents organ(sed )y them- as +ell as for ena)l(ng students from the(r un(&ers(ty to apply to pu)l(c BEST e&ents ,(nclud(ng &al(dat(ng accounts- collect(ng the depos(ts and conf(rm(ng studentsK part(c(pat(on./

0.4.&

.ee"ing the deadlines

M/

2B s ha&e the respons()(l(ty for *eep(ng the deadl(nes set for a season )y a

0.4.'

/romotion

2B s ha&e the respons()(l(ty of effect(&ely promot(ng BEST E%ternal E&ents dur(ng each season- us(ng the a&a(la)le mater(als/ They also ha&e the respons()(l(ty to produce the promot(on mater(als for the(r e&ents that are (ncluded (n the !(&ald( procedure- such as +e) page/ 2B s ha&e to follo+ the rules regard(ng promot(on g(&en (n paragraph 1/1/

0.4.4

+ocal Vivaldi res"onsibles

follo+s the !(&ald( procedure and

E&ery 2B (s reHu(red to ha&e a person respons()le for ensur(ng that the 2B related regulat(ons/

0.0 A""lication accounts

0.0.# 1se of accounts for a""lying

$ppl(cat(ons for BEST e&ents are done on the "nternet- through BEST $ppl(cat(on System/ $ s(ngle student (s only allo+ed to o+n a s(ngle account/

0.0.&

The creation of the accounts and the validation

students that )elong to the target group of BEST as descr()ed (n the !(&ald( un(&ers(t(es +(th an 2B act(&e mem)ers of o)ser&er groups students from un(&ers(t(es )elong(ng to partner organ(sat(ons ,(f stated (n the partnersh(p contract. u(del(nes 0and)oo* from

8nly the follo+(ng students can )e &al(dated for BEST e&ents:

$ student that +ants to apply and does not ha&e an account yet- connects to the BEST +e)s(te and creates a ne+ personal account/ $fter ha&(ng created an account- the student (s a)le to f(ll (n h(sJher personal (nformat(on and f(ll appl(cat(on forms for e&ents/ 0o+e&er- h(sJher appl(cat(ons +(ll )e *ept (solated from the rest of the system ,so that the appl(cat(ons cannot )e seen )y any e&ent organ(s(ng 2B and the person cannot )e accepted for any e&ent. unt(l the 2ocal BEST roup has &al(dated the student status of the account o+ner/ To ha&e th(s student account &al(dated- the student has to contact the 2B - and pro&(de rel(a)le proof of h(sJher student status and h(sJher faculty/ The 2B (s respons()le to chec* the (nformat(on- connect to BEST $ppl(cat(on System and &al(date the student account/ 6hen &al(dat(ng- the 2B has to select (f the student )elongs to the Target roup as def(ned (n the !(&ald( u(del(nes 0and)oo*/ Th(s (nformat(on +(ll )e &(s()le on the studentsL prof(le dur(ng select(on process/ $fter the student status has )een &al(dated- any appl(cat(ons )ecome fully &(s()le for any e&ent organ(sers- and the person can )e accepted

0.0.'

Accounts and fees

"t (s not allo+ed for 2B s to as* any *(nd of fee for allo+(ng students from the(r un(&ers(ty to apply to pu)l(c BEST e&ents- for &al(dat(on of studentLs accounts- for conf(rm(ng studentKs part(c(pat(on for e&ent- for return(ng studentKs depos(t- for reco&ery of lost codesJpass+ords- for replac(ng the codeJpass+ord +(th a ne+ one (f the appl(cat(on soft+are or method changes- or for any other related ser&(ces/

0.2 /romotional $aterials

2B s organ(s(ng !(&ald( e&ent should ta*e care of pro&(d(ng all reHuested (nformat(on to BEST $ppl(cat(on Systemma*e (t on t(me )y respect(ng the deadl(nes and ha&e (t accurate/ That (nformat(on +(ll )e &(s()le and promoted to

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all students on the pu)l(c pages ,http:JJ+++/BEST/eu/org./ Season 'oord(nator chec*s the (nformat(on and pro&(des (t to mar*eTeam that (s produc(ng promot(onal mater(als for each season/ Mater(als are a&a(la)le after feed)ac* )y mar*eTeam- EE' and other (nterested )od(es/ The mater(als are l(sted (n paragraph 1/1

# T h e V i v a l d i " r o c e d u r e fo r s t u d e n t s t o V i v a l d i eve n t s

the

+,!

sending

Th(s chapter conta(ns the rules of !(&ald( procedure for 2B s send(ng students to BEST e&ents- as +ell as related recommendat(ons/

#.# /romoting the ,(ST Seasons

2B s are recommended to use all the promot(on mater(als pro&(ded for the season/ These mater(als +(ll )e pro&(ded for the )eg(nn(ng of appl(cat(on per(od and can )e found (n tool)o% ,pr(&ate/BEST/eu/orgJtool)o%. =or the promot(on you +(ll ha&e at your d(sposal: E%ternal E&ents 3osters ,ordered &(a pr(&ate/BEST/eu/orgJprop. 2eaflet +(th e&ents 3resentat(on to present to students at the un(&ers(ty $ny other ,map of Europe- mo&(e- ///.

2B s should *eep the coherency (n BEST pu)l(c e&ents promot(on )y follo+(ng BEST !(sual "dent(ty and mar*et(ng gu(del(nes to ma(nta(n common (mage of BEST/ 2B s are as*ed to promote BEST pu)l(c e&ents to the total(ty of students of the(r un(&ers(ty +hose study f(eld )elong to the target group as descr()ed (n the !(&ald( u(del(nes 0and)oo*/

#.& A""lication "rocedure

8nly appl(cat(ons from &al(dated accounts can )e ta*en (nto cons(derat(on +hen select(ng the part(c(pants/ The organ(s(ng 2B has the r(ght to (n&(te other students- as long as the num)er of places reser&ed for students apply(ng through !(&ald( procedure f(lls the reHu(rements g(&en/

#.&.#

(ntering the (nglish level and ,(ST involvement

E&ery 2B has to enter on BEST $ppl(cat(on System the BEST (n&ol&ement and Engl(sh le&el of the(r appl(cants/ DonKt forget that the language of all BEST e&ents (s Engl(sh- so ma*e sure that your students +(ll )e a)le to understand +hat they +(ll )e taughtE "tKs good )oth for them and e&entKs organ(sersE

#.&.&

3umber of a""lications

Each student (s allo+ed to apply to 3 opt(m(sed e&ents and 3 other e&ents per season/ The 3 opt(m(sed e&ents (nclude )oth BEST 'ourses and Seasonal BEST Eng(neer(ng 'ompet(t(ons/ 3romot(on-only e&ent- +h(ch appl(cat(ons donLt rely on BEST $ppl(cat(on System donLt count/ The h(gher cho(ce ,num)er 1. +(ll )e cons(dered as more (mportant dur(ng the opt(m(sat(on/ $ student +ho has conf(rmed h(s or her part(c(pat(on to three or more BEST courses ,or pre&(ous eHu(&alents. or Seasonal BEST Eng(neer(ng 'ompet(t(ons (n any season- (s not allo+ed to apply to BEST courses or Seasonal BEST Eng(neer(ng 'ompet(t(ons (n any other future season/ Moreo&er- a student +ho has conf(rmed h(s or her part(c(pat(on to t+o or more BEST courses ,or pre&(ous eHu(&alents. or Seasonal BEST Eng(neer(ng 'ompet(t(ons (n the Summer Season (s not allo+ed to apply to BEST courses or Seasonal BEST Eng(neer(ng 'ompet(t(ons (n other future Summer Seasons/ "f there +as a strong reason +hy the attendance +as not poss()le D strong health reason- loss of a close relat(&e&(sas pro)lems- others al(*e D and the mot(&e (s accepted )y the organ(s(ng 2B and conf(rmed )y the send(ng 2B - )oth 2B s should contact the Season 'oord(nator so that the attendance +(ll not )e counted/ =or the purposes of the a)o&e restr(ct(ons- BEST courses ,or the(r pre&(ous eHu(&alents. count (f they ha&e ta*en place start(ng on Spr(ng Season1::;- +h(le Seasonal BEST Eng(neer(ng 'ompet(t(ons count only (f they ha&e ta*en place start(ng on Spr(ng Season 2006/

#.' Acce"tance
$ student can )e accepted to a ma%(mum of one opt(m(?ed e&ent and- (n the same t(me- to any num)er of nonopt(m(sed e&ents per season/ $cceptance to a promot(on-only e&ent does not e%clude the acceptance to other e&ents/ =(nal l(sts are the result of an automat(c opt(m(sat(on procedure< see $ppend(% 0 for further deta(ls/ =(nal l(sts of accepted people to all e&ents +(ll )e a&a(la)le on the season deadl(ne on BEST $ppl(cat(on System/ 2B s must

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contact accepted students and (nform them a)out the(r status and the follo+(ng procedure ,see paragraph 1/4./ E&ery student can access h(sJher personal appl(cat(on area on BEST $ppl(cat(on System to chec* the acceptance status/ "n case a student hasnKt )een accepted to an e&ent heJshe can st(ll )e e%tra accepted

#.4 %onfirmation
E&ery accepted student has to conf(rm h(sJher part(c(pat(on to the e&entJe&ents heJshe has )een accepted/ The 2B (s respons()le for lett(ng the students *no+ +hen the conf(rmat(on deadl(ne (s/ =or ,EST -o#rses- Seasonal ,EST En7ineerin7 -o3petitions- )eis#re Events and Events on Ed#"ation the conf(rmat(on corresponds to the payment of the depos(t to the local BEST group +(th(n the conf(rmat(on D2/ The payment must )e conf(rmed on BEST $ppl(cat(on System )y the 2B / $fter the e&ent the student has to collect the depos(t +(th(n a g(&en date- spec(f(ed (n the season calendar- pro&(ded that heJshe fulf(ls the necessary reHu(rements/ S(nce pro3otion-onl4 e&ents donKt use BEST $ppl(cat(on System to collect the(r appl(cat(ons- ne(ther the acceptance l(st nor the conf(rmat(on +(ll )e done through our BEST $ppl(cat(on System/ 1pon rece(&(ng the depos(t- the 2B has to g(&e a rece(pt to the student stat(ng the amount of the depos(t and the cond(t(ons of gett(ng (t )ac*/ Before conf(rm(ng the student the 2B (dent(ty cards- cert(f(cates etc/./ f(rst has to chec* the student status of the appl(cant ,chec*(ng the student

#.0 4e"osit
$ depos(t has to )e pa(d +hen the student conf(rms h(sJher part(c(pat(on to an act(&(ty through h(sJher o+n 2B / Depos(t payment has to )e conf(rmed on BEST $ppl(cat(on System/ =or non-le(sure e&ents- students from countr(es (n category 1 pay 60 Euro/ Students from countr(es (n category 2 pay #0 Euro/ Students from countr(es (n category 3 pay 40 Euro and students from countr(es (n category 4 pay 30 Euro/ =or le(sure e&ents- all students pay a depos(t of 60 Euro/ The categor(es are def(ned (n paragraph 2/2/1/3 The depos(t +(ll )e g(&en )ac* once the student has part(c(pated to the act(&(ty (f heJshe respected h(sJher respons()(l(t(es and ans+ered more than G0M of the Huest(ons of the e&aluat(on form through h(sJher personal area on BEST $ppl(cat(on System/ 3lease ma*e sure that the student (s actually allo+ed to get the depos(t )ac*/ Students that d(dnKt ta*e part (n the e&ent once they conf(rmed or +ho d(dnLt respect the(r respons()(l(t(es dur(ng the e&ent cannot get the depos(t )ac* and students that d(dnKt e&aluate should get )ac* only half of (t/ The l(st of people that can get the depos(t )ac* can )e found on BEST $ppl(cat(on System/ "f for any reason the 2B organ(s(ng an e&ent d(d not follo+ the rules of the BEST Season 3rogram pu)l(shed (n the IBEST !(&ald( 0and)oo*I students ha&e the r(ght to get the depos(t )ac*/ "f the student (s not allo+ed to get the depos(t )ac* due to status Id(d not part(c(pateI on BEST $ppl(cat(on Systemthe money has to )e g(&en to the organ(s(ng group at the ne%t M ,3M for 6(nter and Spr(ng- $ for Summer and $utumn./ "f the student (s not allo+ed to get the depos(t )ac* due to status Npart(c(pated )ut not o*O on BEST $ppl(cat(on System- the money has to )e g(&en to the common account of BEST at the ne%t M ,3M for 6(nter and Spr(ng- $ for Summer and $utumn./ "f the student d(dnLt attend the e&ent )ut he presented a &al(d reason for h(s a)sence to the organ(s(ng 2B Ne%cusedO on BEST $ppl(cat(on System.- heJshe can rece(&e the depos(t )ac*/ ,status

"f the student does not e&aluate ,status 8has to eval#ate8 on BEST $ppl(cat(on System. half of the depos(t must )e sent to the BEST common account< the rest (s returned to the person/ The Treasurer of the BEST )oard adm(n(sters th(s )an* account/ =or 2e(sure e&ents- and +hen (t (n&ol&es the BEST common account ,student d(d not e&aluate or student (s part(c(pated )ut not o*.- (t +(ll )e cons(dered that the student pa(d the depos(t heJshe +ould ha&e pa(d (n case (t +as a BEST 'ourse/ $s an e%ample- (f heJshe +ould ha&e pa(d a depos(t of 30 euros and goes to a 2e(sure E&enthe pays 60 euros/ 0o+e&er- (f he does not e&aluate he gets 4# euros )ac* and pays 30J2P1# euros to common account and (f he (s part(c(pated )ut not o*- he gets 30 euros )ac* and pays 30 euros to the BEST common account/ 2B s must replace the money of the depos(ts (n the follo+(ng cases: They forgot to as* for (t/ They ga&e (t )ac* +(thout )e(ng sure- and ha&(ng proofs of the effect(&e part(c(pat(on of the student to the e&ent/

Important: Make sure that people understand that it is a deposit and not a fee and that they will have to take it back after the event (there is a DL).

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#.2 ()tra acce"tance

E&ery organ(s(ng 2B can st(ll accept students after the f(nal l(st (s pu)l(shed/ Th(s (s called extra acceptance and follo+s the same rules of the InormalI acceptance/ The e%tra-accepted student to an e&ent has t+o +ee*s to conf(rm and pay the depos(t/ "f heJshe (s accepted +hen less than t+o +ee*s are left )efore the )eg(nn(ng of the e&ent- then the conf(rmat(on D2 (s the day )efore the )eg(nn(ng of the e&ent/ 6hen a student from your 2B (s e%tra accepted an ema(l +(ll )e sent automat(cally to your 2B Ks address/ The message +(ll (nform your group that you should chec* on BEST $ppl(cat(on System +ho +as e%tra accepted and then contact h(mJher/

& The r ul e s of Vivaldi or ganising an activity

"rocedure

fo r

+,!

Th(s chapter conta(ns the rules of !(&ald( procedure that a 2B organ(s(ng a BEST e&ent has to follo+/ "t also (ncludes the off(c(al def(n(t(ons of pu)l(c BEST e&ents that are promoted under !(&ald( procedure/

&.# !eneral *ules about ,(ST events

&.#.# -ollowing Vivaldi "rocedure

$ll BEST e&ents should follo+ the general organ(sat(onal rules of !(&ald( procedure/ $ll BEST e&ents +(ll ha&e appl(cat(ons accepted only through BEST $ppl(cat(on System/

&.#.&

+odging

8ne (nd(&(dual sleep(ng un(t per part(c(pant and easy access to a sho+er and hot +ater for +ash(ng must )e pro&(ded at no e%tra cost )y the organ(sers for the +hole durat(on of the e&ent/ $n (nd(&(dual sleep(ng un(t (s one f(eld )ed or mattress per person or )etter/ "n case a sleep(ng )ag (s neededorgan(sers ha&e to e(ther pro&(de one or to announce )efore the e&ent that part(c(pants ha&e to )r(ng one themsel&es/

&.#.'

-ood

$ll three meals ,)rea*fast- lunch and d(nner. must )e pro&(ded at no e%tra cost for the +hole durat(on of the e&ent ,(nclud(ng the +ee*ends./ $t least one meal a day must )e ser&ed coo*ed and hot ,sand+(ches are not cons(dered coo*ed meal./ Spec(al food reHu(rements of part(c(pants must )e attended at no e%tra cost (n case of med(cal necess(ty or personal and rel(g(ous )el(efs- as long as the organ(sers are (nformed a)out such reHu(rements (n ad&ance/

&.#.4

Trans"ortation

Transportat(on )oth to lectures and to all act(&(t(es related to the content of the e&ent must )e pro&(ded at no e%tra cost/

&.#.0

Social activities

There has to )e an organ(sed program for the durat(on of the +hole e&ent/ $ll the arranged act(&(t(es should )e pro&(ded at no e%tra cost/

&.#.2

Teaching

Teach(ng and mater(al costs must )e co&ered )y the organ(s(ng 2B / =urthermore the organ(sers must pro&(de the part(c(pants +(th appropr(ate +r(tten mater(al related to the content of the course/

&.#.5

6nformation

The organ(s(ng 2B must send to all accepted students necessary (nformat(on a)out the course and a sur&(&al gu(de/ Th(s (nformat(on a)out the e&ent should also )e a&a(la)le through the home page of the 2B /

&.#.7

*es"onsibilities of the "artici"ants

3art(c(pants ha&e to accept the respons()(l(t(es )efore )e(ng a)le to apply- )y t(c*(ng a chec* )o% (n B$S/ Th(s page sho+s the te%ts )elo+ ,l(st of respons()(l(t(es a student part(c(pat(ng (n an e%ternal BEST e&ent has.:

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IDear student6hen part(c(pat(ng (n a BEST e%ternal e&ent part(c(pants are e%pected to enAoy (t to the ma%(mum- )ut to do (t (n a c(&(l(?ed manner- respect(ng others and the organ(sers/ Belo+ you can f(nd a l(st of respons()(l(t(es you must ac*no+ledge and comply +(th- )efore )e(ng a)le to proceed to the appl(cat(on part/ $rt(cle 1. 3art(c(pants ha&e to pay the depos(t to the send(ng 2ocal BEST roup/

$rt(cle 2. Dur(ng the e&ent- part(c(pants ha&e to )eha&e (n a c(&(l(?ed manner- respect(ng people (ndependently of the(r nat(onal(ty or )el(efs and (n accordance +(th the la+s of the country +here the e&ent (s )e(ng held/ $rt(cle 3. 3art(c(pants must pro&(de the host 2ocal BEST roup +(th the (nformat(on of arr(&al at the locat(on spec(f(ed on the +e)s(te of the e&ent at least one +ee* )efore $rr(&al Day/ $rt(cle 4. 3art(c(pants must arr(&e at the locat(on spec(f(ed on the +e)s(te of the E&ent at the latest on $rr(&al Day at the t(me spec(f(ed on the e&entLs +e)s(te- and depart from the e&ent the soonest on Departure Day at the t(me spec(f(ed on the e&entLs +e)s(te/ $rt(cle #. "n e&ents +(th an academ(c component- part(c(pants ha&e to attend all the academ(c part of the e&ent/ 3art(c(pants ha&e to )e on t(me at the start of all academ(c sess(ons/ $rt(cle 6. 3art(c(pants ha&e to attend all act(&(t(es- ta*e act(&e part (n them and may not lea&e the group unless agreed upon +(th the organ(sers/ $rt(cle G. Dur(ng the e&ent- part(c(pants ha&e to pay the e&ent fee spec(f(ed on BEST pu)l(c +e)s(teaccord(ng to the country category of the(r send(ng 2ocal BEST roup/ $rt(cle ;. 3art(c(pants may not consume alcohol nor )e &(s()ly (nto%(cated dur(ng academ(c act(&(t(es and other act(&(t(es def(ned )y the organ(sers (n ad&ance/ $rt(cle :. 1nless med(cal reasons apply- part(c(pants may not consume or )e &(s()ly under the effects of drugs dur(ng academ(c act(&(t(es and other act(&(t(es def(ned )y the organ(sers (n ad&ance/ $rt(cle 10. 3art(c(pants may not sleep dur(ng academ(c act(&(t(es and other act(&(t(es def(ned )y the organ(sers (n ad&ance/ $rt(cle 11. $ part(c(pant +(ll ha&e to pay for any damaged property- (f the damage +as caused )y h(mselfJherself/ $rt(cle 12. 3art(c(pants ha&e the respons()(l(ty to e&aluate the e&ent (n BEST $ppl(cat(on System after the(r attendance/ Th(s must )e done )efore the correspondent deadl(ne spec(f(ed on BEST $ppl(cat(on System/

"t +(ll )e ta*en (nto account that the per(od ment(oned (n art(cle 3 m(ght not )e poss()le to *eep (n case of part(c(pants +ho are e%tra-accepted and for those cases that should )e ta*en (nto account/ "f art(cles 1 to 12 are not respected )y any part(c(pant unless agreed upon d(fferently +(th the host 2ocal BEST roup or for reasons )eyond the part(c(pantLs control- heJshe can )e den(ed to get the depos(t )ac*/ "n the e&ent of these respons()(l(t(es not )e(ng respected- the host 2ocal BEST roup should present the case to the Season 'oord(nator- (nclud(ng the support statement of at least one organ(ser and t+o part(c(pants/ The 2ocal BEST roup of the part(c(pants +ho hasnLt compl(ed +(th h(sJ her respons()(l(t(es +(ll contact the student- +ho +(ll )e g(&en the opportun(ty to present h(sJ her &ers(on of the s(tuat(on/ E%ternal E&ents 'omm(ttee +(ll then analyse all the (nformat(on and ta*e a f(nal pos(t(on/O

&.#.8

Student evaluations

The part(c(pants of e&ery act(&(ty ha&e to enter the e&aluat(on of the act(&(ty after (t ends/ They can do that on BEST $ppl(cat(on System as soon as the organ(s(ng 2B +(ll conf(rm the(r attendance at the act(&(ty/ "f a part(c(pant +(ll not enter the e&aluat(on of the act(&(ty heJshe +(ll )e den(ed to get half of the depos(t )ac*/

&.#.#0

fficial certificate

"f you are organ(s(ng a BEST 'ourse- your part(c(pants should get an off(c(al cert(f(cate and a 'ourse "nformat(on =orm at the end of the act(&(ty- s(gned )y )oth an organ(ser and the professor- +ho +as g(&(ng lectures/ These documents are a&a(la)le from E%ternal E&ents 'omm(ttee pu)l(c arch(&e ,http:JJpr(&ate/BEST/eu/orgJEE'./ The cert(f(cate should )e do+nloaded from BEST $ppl(cat(on SystemLs season page and pr(nted on a n(ce paper ,(tKs a good (dea to use a good Hual(ty paper- th(c*er than usual- may)e also coloured./ These documents could )e &ery useful for the studentsK future '! and students (n some European countr(es m(ght also get cred(ts for (t/

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&.& ,(ST %ourses

BEST 'ourses are d(&(ded (nto the follo+(ng categor(es BEST 'ourse on Technology BEST 'ourse on 'areer 5elated s*(lls

&.&.#
2.2.1.1

!eneral criteria of ,(ST %ourses

#eneral issues

The cr(ter(a (n th(s sect(on apply to all BEST 'ourses/

The course (s a(med to pro&(de ne+ *no+ledge or s*(lls for part(c(pants The course (s taught )y profess(onal people 8rgan(sers ha&e to pro&(de a cert(f(cate of part(c(pat(on and 'ourse "nformat(on =orm at the end of the course The course has to follo+ !(&ald( procedure 2.2.1.2 $ength o% event

The m(n(mum length for a BEST 'ourse (s G days- (nclud(ng the arr(&al and departure days/ 2.2.1.3 &ourse %ee

The ma%(mum fee (s 4 Q per day ,(nclud(ng arr(&al and departure day. )ut no more than 4# Q/ Students from countr(es (n category 1 pay the full fee/ Students from countr(es (n category 2 pay 2J3 of the fee/ Students from countr(es (n category 3 pay 1J3 of the fee/ Students from countr(es (n category 4 pay ?ero fees/ E%ternal E&ents 'omm(ttee has the respons()(l(ty to update fees and depos(ts- present them to the 2B s and ma*e them a&a(la)le on the BEST pu)l(c +e)s(te and the E%ternal E&ents 'omm(ttee +e) page/ 'ategory 1: The D3 ,333. for a country +(th(n the BEST net+or* (s h(gher than 13#M of the a&erage D3 of the countr(es +here BEST (s present/ 'ategory 2: The D3 ,333. for a country +(th(n the BEST net+or* (s h(gher than :0M and lo+er than 13#M of the a&erage D3 of the countr(es +here BEST (s present/ 'ategory 3: The D3 ,333. for a country +(th(n the BEST net+or* (s h(gher than ##M and lo+er than :0M of the a&erage D3 of the countr(es +here BEST (s present/ 'ategory 4: The D3 ,333. for a country +(th(n the BEST net+or* (s lo+er than ##M of the a&erage of the countr(es +here BEST (s present/ D3

E%ternal E&ents 'omm(ttee +(ll ha&e the respons()(l(ty to update sem(-annually ,)efore autumn season and spr(ng season. the l(st of fees and depos(ts for the ne%t 2 seasons/ Th(s has to )e done us(ng the latest ,est(mat(ons. of the "M= ,"nternat(onal Monetary =und. stat(st(cs a&a(la)le at http:JJ+++/(mf/org/ The data that should )e used (s the D3 ,333. per cap(ta of each country , ross Domest(c 3roduct D 3urchas(ng-3o+er-3ar(ty./ The ne+ fees should )e presented to the delegates (n the ne%t eneral Meet(ng/ The amount of the fee has to )e told to the students (n e&ery document concern(ng the e&ent (n general/ 8rgan(sers ha&e to (nform the part(c(pants at the )eg(nn(ng of the course +hen they +(ll collect the fee/ 2.2.1.4 'u()er o% wor*ing hours

+or*ing hours 8ne +or*(ng hour lasts 60 m(nutes/ 6or*(ng hours cons(st of lectures- company &(s(ts related to the course and pract(cal sess(ons ,case stud(esla)oratory +or*- group +or*- tra(n(ng or e%am./ The num)er of hours (s calculated on the )as(s of ha&(ng 20 +or*(ng hours per +ee* us(ng the follo+(ng formula: 5ecommended num)er of +or*(ng hours P ,20JG.Rlength of the BEST 'ourse 2ength of the BEST course ,(nclud(ng arr(&al and departure day. G ; : 10 11 5ecommended num)er of +or*(ng hours per BEST 'ourse 20 23 26 2: 31

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2ength of the BEST course ,(nclud(ng arr(&al and departure day.

5ecommended num)er of +or*(ng hours per BEST 'ourse

12 13 14 1#

34 3G 40 43

2.2.1.5

,e-uire(ents

"f the e&ent has less than G#M of the recommended num)er of hours- (t +(ll not )e recogn(?ed as a BEST 'ourse and the reasons for not follo+(ng the rule should )e presented to E%ternal E&ents 'omm(ttee/ "f the e&ent has more than 12#M of the recommended num)er of hours- (t (s recogn(?ed as a BEST 'ourse- )ut the organ(s(ng 2B +(ll ha&e to e%pla(n the reason for such a h(gh num)er of hours to E%ternal E&ents 'omm(ttee/ 2.2.1.6 ./a(ination

There must )e an e%am(nat(on at the end of the course ,e/g/ proAect- presentat(on- oralJ+r(tten e%am- pract(cal +or*./ The part(c(pants +ho passed the e%am(nat(on must )e g(&en a &al(d cert(f(cate and a 'ourse "nformat(on =orm- stat(ng the num)er of learn(ng hours the student attended dur(ng the BEST 'ourse/ 2.2.1.7 'u()er o% parti0ipants roups- +ho ha&e appl(ed

$ll courses must accept at least 22 students from other un(&ers(t(es +(th 2ocal BEST through the !(&ald( procedure/

&.&.&
2.2.2.1

,(ST %ourse on Technology

De%inition

BEST 'ourse on Technology (s an e&ent a(med for (ncreas(ng and +(den(ng the profess(onal *no+ledge (n a certa(n f(eld of technology- espec(ally concern(ng modern techn(cal appl(cat(ons of technology and the latest research ach(e&ements/ 2.2.2.2 ,e0o((en1ations

"t (s recommended for a BEST 'ourse to ha&e at least 1J3 of the +or*(ng hours (n the(r schedule done through la) and pract(cal sess(ons and at least 1 company &(s(t per +ee* (n order to promote the educat(onal character of the complementary educat(on pro&(ded and enforce the educat(onal Hual(ty of the(r e&ents/ 2.2.2.3 2opi0

The top(c of the course +(ll )e chosen )y the organ(s(ng 2B / The top(c should )e clearly (n the f(eld of technology and eng(neer(ng/ "f (t (s unclear +hether a certa(n e&ent should )e def(ned as a BEST 'ourse on Technology or a BEST 'ourse on 'areer 5elated S*(lls course- (t should )e def(ned as a BEST 'ourse on 'areer 5elated S*(lls/ 2.2.2.4 3arti0ipation ,e-uire(ents

The part(c(pat(on reHu(rements of the course +(ll )e chosen )y the organ(s(ng 2B / There are t+o opt(ons for the part(c(pat(on reHu(rements of a course: N3r(or *no+ledge reHu(redO and N7o pr(or *no+ledge reHu(redO/ The organ(s(ng 2B has to set the part(c(pat(on reHu(rements of the course (n the appropr(ate f(eld +hen announc(ng the e&ent/ 2.2.2.5 40a1e(i0 &o(ple/it5

The academ(c comple%(ty of the course +(ll )e chosen )y the organ(s(ng 2B / There are t+o opt(ons for the academ(c comple%(ty of a course: NBas(cO and N$d&ancedO/ The organ(s(ng 2B e&ent/ has to set the academ(c comple%(ty of the course (n the appropr(ate f(eld +hen announc(ng the

&.&.'
2.2.3.1

,(ST %ourse on %areer *elated Skills

De%inition

BEST 'ourse on 'areer 5elated S*(lls (s an e&ent a)out non-technolog(cal su)Aects (n order to de&elop the *no+ledge of students of technology (n areas such as mar*et(ng- econom(cs- )us(ness stud(es- la+ etc/ and also

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the(r personal s*(lls (n top(cs l(n*ed +(th +or*(ng methods- commun(cat(on techn(Hues- proAect and organ(sat(onal management and other soft s*(lls- stress(ng pract(cal +or*/ Soft s*(lls complement hard s*(lls ,techn(cal *no+ledge.- +h(ch are the occupat(onal reHu(rements of a Ao) and many other act(&(t(es for any eng(neer/ Soft s*(lls top(cs are for e%ample: presentat(on- fac(l(tat(on- feed)ac*- team+or*- &(rtual team+or*- effect(&e meet(ngs- confl(ct sol&(ng- leadersh(p- mot(&at(on- etc/ 2.2.3.2 2opi0

The top(c of the course +(ll )e chosen )y the organ(s(ng 2B / The top(c should )e (n the f(eld of profess(onal (nterest of an eng(neer(ng student/ 2.2.3.3 3arti0ipation ,e-uire(ents

The part(c(pat(on reHu(rements of the course +(ll )e chosen )y the organ(s(ng 2B / There are t+o opt(ons for the part(c(pat(on reHu(rements of a course: N3r(or *no+ledge reHu(redO and N7o pr(or *no+ledge reHu(redO/ The organ(s(ng 2B has to set the part(c(pat(on reHu(rements of the course (n the appropr(ate f(eld +hen announc(ng the e&ent/ 2.2.3.4 40a1e(i0 &o(ple/it5

The academ(c comple%(ty of the course +(ll )e chosen )y the organ(s(ng 2B / There are t+o opt(ons for the academ(c comple%(ty of a course: NBas(cO and N$d&ancedO/ The organ(s(ng 2B e&ent/ has to set the academ(c comple%(ty of the course (n the appropr(ate f(eld +hen announc(ng the

&.' Seasonal ,(ST (ngineering %om"etition 9S,(%:

&.'.# 4efinition

$ Seasonal BEST Eng(neer(ng 'ompet(t(on (s an (nternat(onal Eng(neer(ng compet(t(on follo+(ng the !(&ald( seasons/

&.'.&

+ength of the event

The m(n(mum length for a Seasonal BEST Eng(neer(ng 'ompet(t(on (s G days- (nclud(ng the arr(&al and departure days/

&.'.'

-ee

The regulat(on for the fee (s the same as for BEST 'ourses/

&.'.4

()amination

There must )e an e%am(nat(on at the end of the compet(t(on/ The e%am(nat(on has usually the form of a presentat(on )y each team- of ho+ they managed to accompl(sh the(r tas*,s./ The part(c(pants +ho passed the e%am(nat(on must )e g(&en a &al(d 'ert(f(cate- stat(ng the num)er of learn(ng hours the student attended dur(ng the Seasonal BEST Eng(neer(ng 'ompet(t(on/ $ 'ourse "nformat(on =orm (s also encouraged to )e g(&en to the part(c(pants/

&.'.0

3umber of "artici"ants

$ll Seasonal BEST Eng(neer(ng 'ompet(t(ons must accept at least 22 students from other un(&ers(t(es +(th 2ocal BEST roups- +ho ha&e appl(ed through the !(&ald( procedure/

&.'.2

3umber of ;orking Hours

The num)er of +or*(ng hours should )e the recommended num)er of +or*(ng hours for a learn(ng e&ent/ E&ery part(c(pant must ha&e at least G#M of the recommended num)er of +or*(ng hours for learn(ng e&ents/ 6or*(ng hours can (nclude tra(n(ngs- preparat(on lectures and the actual compet(t(on hours/ T(me spent o)ser&(ng shall not )e (ncluded +(th(n th(s num)er/ The actual compet(t(on hours ha&e to )e more than #0M of the total amount of +or*(ng hours/

&.'.5

ther considerations

$ Seasonal BEST Eng(neer(ng 'ompet(t(on must at least (nclude the category of Team Des(gn/ Teams +(ll )e formed )y the organ(sers after ha&(ng selected the part(c(pants/ They should cons(st of part(c(pants of d(fferent f(elds of stud(es to ensure fa(rness and from d(fferent nat(onal(t(es to ensure an (nternat(onal

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en&(ronment/ $ Seasonal BEST Eng(neer(ng 'ompet(t(on should also ha&e some tra(n(ngs andJor lecture on ,soft. s*(lls that m(ght )e reHu(red for successful accompl(shment of the tas*s/

&.4 (vents on education

&.4.# 4efinition

E&ents on educat(on are e&ents +here the students d(scuss and gather andJor d(str()ute *no+ledge on spec(f(c themes of concern for eng(neer(ng students (n the f(eld of educat(on/ Th(s category (ncludes e&ents such as BEST Sympos(um on Educat(on ,BSoE. and BEST $cadem(cs and 'ompan(es ,B$'o./

&.4.&

S"ecific re<uirements

$ll e&ents must adm(t at least 22 students/ There (s no fee for ta*(ng part (n these e&ents/ The length of the e&ent- the num)er of +or*(ng hours and the contents +(ll )e def(ned for each (nd(&(dual e&ent )y Edu'o and organ(sers (n cooperat(on/

&.0 ,(ST +eisure (vents

&.0.# 4efinition

These are e&ents that cannot )e (ncluded (n the other categor(es and emphas(se elements of fun and ne+ e%per(ences/ These e&ents may (nclude )ut are not l(m(ted to: 8utdoor act(&(t(es Sa(l(ng and s*((ng meet(ngs $ll *(nds of sport(ng e&ents 'ultural e&ents and carn(&al part(es

&.0.&

S"ecific re<uirements

$ll e&ents ha&e to )e safe for the part(c(pants/ There (s no m(n(mum durat(on or m(n(mum num)er of part(c(pants/ "t (s reHu(red to ha&e an organ(sed program for the durat(on of the +hole e&ent/

&.0.'

-ees for ,(ST +eisure (vents

"f the organ(sers of a BEST 2e(sure E&ent +ant to ha&e a fee for the(r e&ent- they +(ll ha&e to present a )udget to the season coord(nator to get an appro&al for the amount of fee reHuested/ The )udget needs to )e presented +ell (n t(me )efore the e&ent announcement deadl(ne/

&.2 %ollaboration with other "rograms

$ BEST e&ent at any organ(s(ng un(&ers(ty may )e part of an already e%(st(ng program as long as the !(&ald( procedure rules are also fulf(lled/

&.5 *es"onsibilities
&.5.# Activity res"onsibles

$t least one act(&(ty respons()le has to )e chosen and announced ,together +(th the e-ma(l address. +hen announc(ng the act(&(ty on BEST $ppl(cat(on System/ They ha&e the respons()(l(ty to commun(cate +(th the season co-ord(nator and on reHuest *eep the coord(nator (nformed a)out all matters concern(ng the act(&(ty/ 6hen the 2B pro&(des the name and ema(l address of the act(&(ty respons()le- th(s address +(ll )e (ncluded (nto the ma(l(ng l(st of all act(&(ty and season respons()le (n all 2B s/ The address of the l(st: summerorgSBEST/eu/orgspr(ngorgSBEST/eu/org- autumnorgSBEST/eu/org or +(nterorgSBEST/eu/org- accord(ng to the season +hen the e&ent +(ll ta*e place/

&.7 Announcement of the activities

The 2B that +ants to organ(se an act(&(ty- must announce all reHu(red (nformat(on a)out the act(&(ty on BEST $ppl(cat(on System/ The (nformat(on on BEST $ppl(cat(on System must (nclude the t(tle- place of act(&(ty- datestype of e&ent- deadl(ne for appl(cat(on- short descr(pt(on of the course as +ell as the respons()le peopleLs names

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and ema(l addresses- amount of the fee- e&aluat(on type- a(mJo)Aect(&es- reHu(rements and e%pected amount of learn(ng hours/ The t(tle and the descr(pt(on of the act(&(ty ha&e to reflect the top(c of the e&ent and cannot conta(n (nappropr(ate +ord(ngs or d(scr(m(nat(ng content- +h(ch can damage the pu)l(c (mage of BEST/ Such +ords as Nse%O- NdrugsO and NalcoholO cannot )e used (n the act(&(tyLs t(tle and descr(pt(on as +ell as e%pl(c(t or (mpl(c(t messages related to them/ "f the course contents are related to these top(cs e%cept(ons to the ment(oned rule +(ll )e d(scussed case )y case ,e/g/ a course a)out )re+(ng )eer./ EE' (s respons()le to chec* all e&ent t(tles and descr(pt(ons after season announcement deadl(ne/ "n case of (nappropr(ate t(tles or descr(pt(ons the organ(s(ng 2B +(ll )e contacted and +(ll ha&e to ma*e the rele&ant changes +(th(n the correspond(ng season deadl(nes/ By th(s deadl(ne the promot(onal page must )e prepared )y the 2B $ppl(cat(on System/ on 6e) and the 152 entered to BEST

6hen Aust(f(ed- a 2B can organ(se an out-of-season e&ent +h(ch doesnLt follo+ the announcement deadl(ne of the season appro&ed (n a M/ These e&entsL announcement has to )e appro&ed )y EE' and can )e done +(th the help of the Season 'oord(nator and these e&ents should st(ll follo+ the other season deadl(nes and )e opt(m(sed (n case of BEST 'ourses and Seasonal BEST Eng(neer(ng 'ompet(t(ons/ They should also cons(der a per(od of 6 D ; +ee*s )et+een the conf(rmat(on deadl(ne and the )eg(nn(ng of the e&ent due to poss()le &(sa (ssues of the part(c(pants/O

&.8 Acce"ting the "artici"ants

E&ery organ(s(ng 2B should enter the ran*(ng l(st for the(r act(&(ty to BEST $ppl(cat(on System +(th(n the deadl(ne/ The num)er of appl(cants ran*ed to the +a(t(ng l(st should )e at least as h(gh as the num)er of a&a(la)le places on the act(&(ty (s- to assure a suff(c(ent num)er of part(c(pants after the opt(m(sat(on/ $fter the opt(m(sat(on organ(s(ng 2B can correct the opt(m(sed l(st of the part(c(pants and re-enter the ne+ f(nal l(st ,(f needed. for the(r act(&(ty to BEST $ppl(cat(on System +(th(n the respect(&e deadl(ne/ 8pt(m(sed act(&(t(es ,BEST 'ourses and Seasonal BEST Eng(neer(ng 'ompet(t(ons. ha&e the ran*(ng and conf(rmat(on deadl(ne set )y the seasonE 7on opt(m(sed act(&(t(es ,BEST 2e(sure E&ents and e&ents on educat(on. can ha&e the same deadl(nes ,(f you choose TThe deadl(ne for appl(cat(on (s the one of the season ,and changes (f the coord(nator changes (t.U +hen announc(ng the act(&(ty on BEST $ppl(cat(on System. or the ran*(ng deadl(ne (s G days and conf(rmat(on deadl(ne 14 days after the appl(cat(on deadl(ne ,(f you choose T$ppl(cat(on on the 6e)- no opt(m(sat(on/ The deadl(ne for appl(cat(on (s f(%ed to: U. on BEST $ppl(cat(on SystemE

&.#0 ()tra acce"tance

8nce conf(rmat(ons D2 passed and +(th(n 10 days- the organ(?(ng 2B (s reHu(red to e%tra-accept at least the needed num)er of part(c(pants to reach the m(n(mum acceptance num)er for the *(nd of e&ent (n f(rst (nstance/ "f any of those e%tra-accepted part(c(pants does not conf(rm or cancel- or there (s a late cancellat(on- (t (s up to the 2B to loo* for anyone else to f(ll that place or not/ The organ(s(ng 2B (s allo+ed to e%tra-accept part(c(pants to (ts act(&(ty up to the )eg(nn(ng of the act(&(ty/ E%tra acceptance (s done through BEST $ppl(cat(on System/ =or e%tra accept(ng students after the )eg(nn(ng of the act(&(ty 2B s ha&e to as* the perm(ss(on of the Season 'oord(natorO "n case of (ssues +(th e%tra-acceptance for any reasons- the season coord(nator should )e contacted +(th(n 10 days after conf(rmat(on D2 and together +(th 2B +(ll loo* for a solut(on/

&.## 6nformation for the "artici"ants

Before or at the )eg(nn(ng of the course- the organ(s(ng 2B must (nform the part(c(pants a)out any rules that +(ll apply dur(ng the course and ma*e sure that they agree upon them/

&.#& /resentation of ,(ST

8rgan(s(ng 2B must organ(se a short presentat(on of BEST dur(ng the act(&(ty/ Vou can do+nload (t from tool)o% ,pr(&ate/BEST/eu/orgJtool)o%./

&.#' (ntering attendance data and evaluations

8rgan(s(ng 2B must enter the attendance l(st of the part(c(pat(ng students +ho attended and respected the(r respons()(l(t(es on BEST $ppl(cat(on System at the end of the act(&(ty/ 3lease read the !(&ald( u(del(nes 0and)oo* for more deta(ls on ho+ to do th(s/ Th(s +(ll allo+ the students to enter the(r e&aluat(on of your act(&(ty after+ards and to get the(r depos(t )ac*/ "f a student attended- )ut d(d not respect h(sJher respons()(l(t(es- the organ(s(ng 2B must contact the send(ng 2B and E%ternal E&ents 'omm(ttee and e%pla(n the s(tuat(on/ Do not forget that you ha&e to do th(s +hen your act(&(ty ends/ 3lease note- that you can enter the attendance l(st

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only once and (t canKt )e changed later/ E&ery organ(s(ng 2B has to enter the organ(sersK e&aluat(on to BEST $ppl(cat(on System after the act(&(ty (s f(n(shed and ta*e care that the professors enter the(r e&aluat(ons to BEST $ppl(cat(on System as +ell ,(n case of organ(s(ng a BEST 'ourse./

&.#4

fficial %ertificate

E&ery part(c(pant +ho attends an act(&(ty and fulf(ls the act(&(ty reHu(rements must rece(&e the 8ff(c(al BEST 'ert(f(cate/ Vou can do+nload (t from one of these poss()le locat(ons: The B$S 2B $rea

The EE' pu)l(c arch(&e under the sect(on I1seful Mater(als for 8rgan(sersI/ The +e)page of EE' under the sect(on IMater(alsI/

The cert(f(cate must )e s(gned e(ther )y a mem)er of the )oard or )y the ma(n organ(ser of the e&ent- as +ell as s(gned )y the $cadem(c respons()le,s. ,teacher- company representat(&e or the Edu'o respons()le (n case of an E&ent on Educat(on. of the 'ourseJEng(neer(ng 'ompet(t(onJE&ent on Educat(on/ Moreo&er the cert(f(cate must ha&e a stamp of the 1n(&ers(ty ,stamps of facult(es- departments or any other (nst(tut(on of the 1n(&ers(ty are accepted. or the company of the $cadem(c respons()le,s./ The cert(f(cate must )e pr(nted on good Hual(ty paper- th(c*er than usual/ Th(s document (s useful for the studentsK '! and for accred(tat(on/

&.#0 The %ourse 6nformation -orm

The part(c(pants +ho ha&e successfully part(c(pated (n a BEST 'ourse- Seasonal BEST Eng(neer(ng 'ompet(t(on or E&ent on Educat(on must )e g(&en a 'ourse "nformat(on =orm- stat(ng the num)er of +or*(ng hours of the e&ent that the students attended/ Vou can do+nload the 'ourse "nformat(on =orm from one of these poss()le locat(ons: The B$S 2B $rea

The EE' pu)l(c arch(&e under the sect(on I1seful Mater(als for 8rgan(sersI/ The +e)page of EE' under the sect(on IMater(alsI/

The 2B +(ll ha&e the respons()(l(ty of pro&(d(ng the part(c(pants to BEST 'ourses- Seasonal BEST Eng(neer(ng 'ompet(t(ons and E&ents on Educat(on +(th )oth 'ert(f(cate and "nformat(on =orms/ The 2B s ha&e to f(ll the template of the "nformat(on =orm located (n E%ternal E&ents 'omm(ttee pu)l(c area/ 7ote that the "nformat(on =orm must )e s(gned )y the $cadem(c respons()le,s. ,teacher- company representat(&e or the Edu'o respons()le (n case of an EoE. of the e&ent and )e sealed +(th a stamp of the 1n(&ers(ty ,stamps of facult(es- departments- any other (nst(tut(on of the 1n(&ers(ty or Themat(c 7et+or*s are accepted. or the company of the $cadem(c 5espons()le,s./ The 2B s organ(s(ng the e&ent must upload a scanned copy or a photo of the s(gned and stamped "nformat(on =orm to B$S 2B $rea )y the deadl(ne of e&aluat(on and depos(t return of the season- (n +h(ch the course too* place/ 2B s that do not send the correspond(ng "nformat(on =orm to the EE' +(ll not see th(s e&ent reg(stered as a learn(ng e&ent/ The "nformat(on =orm must )e pr(nted on good Hual(ty paper- th(c*er than usual/ Th(s document (s useful for accred(tat(on/