2005/119/EC: 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 Comittee of the Regions and the Representative of the European Ombudsman of 26 January 2005 on the organisation and running of the European Administrative School
Date: 2005-01-26
Institutions: Council of the European Union, Court of Justice of the European Union, European Commission, European Committee of the Regions, European Court of Auditors, European Economic and Social Committee, European Ombudsman, European Parliament, General Secretariat of the Council
Subjects: EU body, EU office or agency, European official, European school, in-service training, interinstitutional cooperation (EU), operation of the Institutions

10.2.2005

EN

Official Journal of the European Union

L 37/17

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 COMITTEE OF THE REGIONS AND THE
REPRESENTATIVE OF THE EUROPEAN OMBUDSMAN

on the organisation and running of the European Administrative School

of 26 January 2005

(2005/119/EC)

THE SECRETARIES-GENERAL OF THE EUROPEAN PARLIAMENT, THE
COUNCIL, THE COMMISSION, THE REGISTRAR OF THE COURT OF
THE COURT OF
JUSTICE,
SOCIAL
AUDITORS,
COMMITTEE, THE COMMITTEE OF THE REGIONS AND THE REPRE-
SENTATIVE OF THE EUROPEAN OMBUDSMAN,

SECRETARIES-GENERAL OF

ECONOMIC

EUROPEAN

AND

THE

THE

the
Having regard to the Staff Regulations of officials of
European Communities and to the Conditions of Employment
of other servants of the European Communities, as laid down
by Council Regulation (EEC, Euratom, ECSC) No 259/68 (1),

Having regard to the Decision 2005/118/EC of the European
Parliament, the Council, the Commission, the Court of Justice,
the court of Auditors,
the European Economic and Social
Committee, the Committee of the Regions and the European
Ombudsman of 26 January 2005 setting up a European Admi-
nistrative School (2), and in particular Article 5 thereof,

(5)

(6)

should be facilitated by ensuring a minimum number
of places on the School’s courses for staff of that insti-
tution, especially if such training is obligatory or a
precondition for exercising particular functions, parti-
cularly management functions.

like any other training body, should draw
The School,
advantage from cooperation at European level by parti-
cipating in relevant networks.

the attachment of

The details of
to the
European Communities Personnel Selection Office, as
provided for in Article 4 of the Decision setting up the
School, should be laid down,

the School

Having consulted the Staff Regulations Committee,

HAVE DECIDED AS FOLLOWS:

Article 1

Whereas:

Duties of the European Administrative School

(1)

(2)

(3)

Inter-institutional cooperation on training should be rein-
forced, in particular with a view to transmitting values
common to all the Community institutions. Such co-
operation represents
in
particular in terms of access to training, a wider range
of training on offer and a reduction in unit costs.

considerable

added,

value

The principle of sound management dictates that a
gradual approach should be adopted to setting up the
European Administrative School, hereafter ‘the School’.

The European Administrative

‘the
1.
School’, shall design, organise and evaluate, on behalf of the
signatory institutions to the Decision setting up the School
(hereafter ‘the institutions’), the following types of training:

School, hereafter

(a) management courses for officials and other servants who
to perform

are called upon, or may be called upon,
management functions;

(b) induction courses for new members of staff;

The Decision setting up the School leaves scope for the
Secretaries-General, the Registrar of the Court of Justice
and the Representative of the Ombudsman to identify the
fields of training to be assigned to it.

(c) compulsory training as provided for in Article 45a of the
the process for transferring

Staff Regulations as part of
between function groups.

(4) Where one of the signatory institutions implements a
staff policy requiring training in a special field which
is called upon to provide, such a policy
the School

(1) OJ L 56, 4.3.1968, p. 1. Regulation as last amended by Regulation

(EC, Euratom) No 31/2005 (OJ L 8, 12.1.2005, p. 1).

(2) See page 14 of this Official Journal.

2. Management and induction courses as referred to in
points (a) and (b) of paragraph 1 may be organised by each
of the institutions to supplement those organised by the School
in line with their own specific needs. The School shall have
exclusive responsibility for organising the training referred to
in point (c) of paragraph 1.

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Official Journal of the European Union

10.2.2005

Article 2

Responsibilities of the institutions

In the event of any such complaints, the Principal of the
2.
School shall consult the Chairman of the Management Board
where he or she intends to endorse the original decision.

1.
The appointing authority in each institution shall make a
sufficient number of officials available to the School as trainers
according to rules adopted by the Management Board as
provided for in point (g) of Article 7.

2.
At the request of the School and depending on avail-
ability, the institutions shall provide it with training rooms in
accordance with rules to be set by the Management Board.

Article 3

Other services

1.
Under an agreement between the Principal of the School
and any body, office or agency, the School may admit parti-
cipants from them to the courses which it organises on behalf
of the institutions to the extent that there are places free.

Specifically in the case of the training provided for in
2.
point (c) of Article 1(1), a number of places shall be reserved
each year for the Community bodies, offices and agencies,
taking account of declared needs, in order to guarantee equal
treatment of staff assigned to them in connection with Article
45a of the Staff Regulations. The number of places and the
contributions to costs shall be set each year by the Management
Board.

3.
By written agreement, the School may include courses in
its training programmes which are requested by a Community
body, office or agency provided this does not hinder the orga-
nising of courses for the institutions. Any agreement of this
kind shall set out the financial details of the services to be
provided by the School and shall require the prior approval
of the Management Board before coming into effect.

4. Where appropriate, and at the request of an institution or
any Community body, office or agency, the School may provide
assistance in the form of training expertise or other activities
relating to its field of responsibility by means of an agreement
with the Principal of the School setting out the financial details
of this service.

Article 4

Complaints and requests

The Principal of

1.
the School shall exercise the powers
conferred on the appointing authority under Article 90 of the
Staff Regulations in respect of all requests or complaints relating
to the tasks of the School.

3.
The School shall answer requests from the European
Ombudsman concerning any matter falling within its area of
responsibility under this Decision.

Article 5

Organisation of activities

1.
As a general rule, the courses organised by the School
shall be given in both Brussels and Luxembourg. Other places
of employment may be taken into consideration, consistent
with the principle of sound management.

2.
The Management Board shall ensure balanced access to
courses for staff of the different institutions. It shall ensure, in
particular, that a minimum number of places on the School’s
courses are available for staff of any institution, where special
training which the School has been asked to provide is obli-
gatory or a precondition for exercising particular functions,
particularly management functions. As part of the process of
devising the annual work programme, any institution concerned
shall notify its needs in the relevant fields. Appropriate priority
shall be given in the final work programme to organising such
courses.

3.
So that signatory institutions may be able to cope with
special and temporary situations, they may ask the School to
admit a number of participants which is higher than its relative
share of the total population, transferring to it the requisite
budget resources. Article 3(2) shall apply.

4.
The School may engage in cooperation with other colleges
of administration, institutes and universities active in the same
field. Such cooperation may include mutual exchanges.

Article 6

Management Board

During the period when the School is attached to the European
Communities Personnel Selection Office, hereafter ‘the Office’,
the function of the Management Board of the School shall be
carried out by the Management Board of the Office according to
the terms of Article 5 of Decision 2002/621/EC of the Secre-
taries-General of the European Parliament, the Council and the
Commission, the Registrar of the Court of Justice, the Secre-
taries-General of
the Economic and
Social Committee and the Committee of the Regions, and the
Representative of the European Ombudsman (1).

the Court of Auditors,

(1) OJ L 197, 26.7.2002, p. 56.

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Official Journal of the European Union

L 37/19

Article 7

Tasks of the Management Board

The Principal shall be the appointing authority for the

2.
staff of the School.

In the common interest of the institutions, the Management
Board shall:

(a) acting by a qualified majority, approve the rules governing

the running of the School;

(b) acting by a simple majority on a proposal

Principal of
structure of the School;

the

School,

approve

from the
the organisational

(c) acting by a simple majority under the budget procedure on
the basis of a draft drawn up by the Principal of the School,
prepare an estimate of the School's revenue and expenditure
and send it to the Commission with a view to the drawing-
up of the estimate of the Commission's revenue and expen-
diture; at the same time it shall propose to the Commission
any adjustments to the School’s establishment plan that it
deems necessary;

(d) acting by a simple majority, approve the type of and the
rates chargeable for additional services that the School may
perform against payment for the institutions, bodies, offices
and agencies and the terms and conditions on which the
School may perform them;

(e) acting unanimously on a proposal from the Principal of the
The work
School,
programme shall also cover services not relating directly
to training activities;

programme.

the work

approve

(f) acting by a qualified majority on the basis of a draft drawn
the School, approve an annual
up by the Principal of
individual revenue and
management report covering all
expenditure headings
relating to work performed and
services provided by the School. Before 1 May each year,
it shall send to the institutions the report on the preceding
financial year, drawn up in the light of
the analytical
accounts;

(g) acting by a qualified majority on the basis of training needs,
define the rules governing how each institution is to provide
the School with an adequate number of officials to serve as
trainers.

The Principal shall

inform the Management Board of
3.
appointments made, contracts signed, promotions granted and
disciplinary proceedings
initiated against officials or other
servants.

The officials of all Community institutions

4.
shall be
informed of posts vacant within the School as soon as the
Appointing Authority decides to fill those posts.

5. When carrying out tasks judged non-essential, the School
may make use of contract staff as defined in Article 3a(1)(c) of
the Conditions of employment of other servants.

Article 9

Duties of the Principal and management of staff

the School. Within the area of

1.
The Principal shall be responsible for the smooth running
the
of
Management Board, he or she shall act under the authority of
the latter. He or she shall provide secretarial services for the
Management Board, shall report to it on the performance of his
or her duties and shall submit to it any suggestion for the
smooth running of the School.

responsibility of

Administrative procedures connected with the day-to-day
2.
management of staff, such as salaries,
leave, and sickness,
accident and retirement insurance, shall be carried out under
the same conditions as for the officials and other servants of the
Commission. That list shall not be exhaustive and the School
to cover other areas in agreement with the
may extend it
Commission.

Article 10

The Head of the School

1. While the School is attached to the Office, a Head of the
School shall be appointed by the Commission after obtaining
the Management Board’s opinion in favour, arrived at by simple
majority. The Management Board shall be closely involved in
the procedures to be followed for appointing the Head of the
School, in particular the drafting of the vacancy notice and the
scrutiny of applications.

Article 8

Appointment of staff

1. While the School is attached to the Office, the function of
Principal of the School shall be carried out by the Head of the
Office.

The Head of the School shall be responsible, under the
2.
authority of the Head of the Office, for carrying out the duties
set out in Article 2 of the Decision setting up the European
Administrative School. He or she shall attend the meetings of
the Management Board which discuss points falling within his
or her responsibility.

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Official Journal of the European Union

10.2.2005

Article 11

Financial aspects

Decision 2002/621/EC in the light of a detailed report prepared
by the Principal.

Article 13

Review of the attachment to the Office

At the latest at the end of the School’s third year of
1.
activity, the Head of the Office shall prepare a detailed report
to the Management Board regarding
administrative
the
attachment of
to the Office. The Management
the School
Board may decide to end this attachment by a decision taken
in accordance with the rules laid down in Article 4(3) of the
Decision setting up the School. Where the Management Board
decides that the attachment should continue, its decision shall
include a reasoned opinion.

the Management Board decides under

the
2. Where
procedure provided for in paragraph 1 that the attachment
shall be renewed, it shall indicate in the decision the date by
which it will re-examine the matter.

Article 14

Effective date

This Decision shall take effect on the day of its publication in
the Official Journal of the European Union.

Done at Brussels, 26 January 2005.

For the European Parliament
The Secretary-General
Julian PRIESTLEY

For the Council
The Deputy General Secretary
Pierre DE BOISSIEU

For the Commission
The Secretary-General
David O’SULLIVAN

For the Court of Justice
The Registrar
Roger GRASS

For the Court of Auditors
The Secretary-General
Michel HERVÉ

For the European Economic and
Social Committee
The Secretary-General
Patrick VENTURINI

For the Committee of the Regions
The Secretary-General
Gerhard STAHL

The European Ombudsman
Nikiforos DIAMANDOUROS

The appropriations allocated to the School,

1.
the total
amount of which shall be entered in a separate budget
relating to the
heading within the section of
Commission, shall be set out in detail
in an Annex to that
section. That Annex shall
take the form of a statement of
revenue and expenditure, subdivided in the same way as the
sections of the budget.

the budget

The establishment plan of the School shall be annexed to

2.
the Commission’s establishment plan.

3.
As regards the appropriations for the School entered in
the Annex hereto, the Commission shall, on the basis of a
proposal from the Management Board, delegate the powers of
authorising officer to the Principal of the School and shall set
the limits and conditions applying to that delegation of powers.
At the end of the financial year the Management Board shall
inform the budgetary authority of the breakdown of amounts
obtained in return for extra services provided by the School,
within the budget heading in the Annex hereto.

The School’s budget shall be drawn up and executed in
Euratom) No

4.
accordance with Council Regulation (EC,
1605/2002 (1).

5. While the School is attached to the Office, the financial
provisions in paragraphs 1 to 4, and in particular the budget for
the School and its staff, shall be dealt with in the context of the
budget of the Office. The rules relevant to the Office’s budget
shall apply. To make it easier to identify the resources allocated
to the School while complying with the budget rules, the staff
of the School shall be shown separately in the Office’s estab-
lishment plan and the operational appropriations specific to the
School shall be given in a separate Article of Annex IV.

Article 12

Review of duties

1.
This Decision shall be reviewed, as regards the duties
referred to in Article 1(1), at the earliest after a period of
three years following the establishment of the School.

2.
Any changes to these duties shall require the unanimous
agreement of the Secretaries-General, the Registrar of the Court
of Justice and the Representative of the Ombudsman on the
basis of a relevant proposal adopted by the Management
Board by a qualified majority as defined in Article 5(6) of

(1) OJ L 248, 16.9.2002, p. 1.