Recommendations to be implemented by the EJN Secretariat and/or other entities of Eurojust, where appropriate with support from the Member States Website-related recommendations On the User-friendliness of the website and its tools: Making the website more in general; Making the tools, especially the Atlas and Compendium more user-friendly; Keeping the Atlas and the other tools constantly updated. Continuing to improve the functionalities of the EJN website with a view of making it more The “One atlas” project: the “Judicial Atlas” tool contains information related to all mutual legal assistance (MLA) and mutual recognition (MR) legal instruments; The “Compendium” project: the revamp of this tool in order to make its use easier and of real value for the practitioners. friendly 1.1.1.1. EJN Secretariat, Information Management (IM) Unit of Eurojust, national correspondents and tool correspondents. 1.1.1.2. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.1.1.1. 1st Q 2015 1.1.1.2. 2016 1.1.1.1. The new Judicial Atlas has been launched in February 2015. The EJN Secretariat is continuing working closely with the national and tool correspondents in order to permanently update and improve this tool. 1.1.1.2. The EJN Secretariat has elaborated the requirements and submitted them to the contractor.
The “maps” project facilitates the access to different EJN tools using the maps. The working group on to be assigned with the tasks of taking account making the website more user-friendly. On the basis of the indications of the Reports, drafting and sending out a questionnaire for the contact points and tool correspondents, to identify the functionalities of the website they wish to be improved. Redesigning the homepage of the EJN website 1.1.1.3. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.1.1.4. EJN Secretariat, Working group on 1.1.1.5. EJN Secretariat 1.1.1.6. EJN Secretariat, IM Unit, national 1.1.1.3. 1st Q 2015 1.1.1.4. TBD 1.1.1.5. 2016 1.1.1.6. 4rd Q 2015 1.1.1.3. Implemented 1.1.1.5. Kick-off in 2016. Justice
On additional functions in the Atlas Indicating the accepted language by the receiving authority To make word/editable forms available in the EJN website Further analysing the of the website and proposing solutions 1.2.1. The EJN Judicial Atlas will refer to the accepted language for each type of request for judicial cooperation on the basis of the information to be available in the revised Fiches belges. Forms to be available in word/editable format Making the compendium more user-friendly (see above 1.1.1.2.) Analysing the of each tool and implement needed improvements. The “One Atlas” project (see above) Forms to be available in word/editable format in the EJN Judicial Library correspondents and tool correspondents. 1.1.2.1. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.1.2.2. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.2.1.1. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.3.1.1. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.1.2.1. 2016 1.1.2.2. permanent 1.2.1.1. 2nd Q 2016 1.3.1.1. 4th Q 2015
To permanently update the website Establishing a working methodology with a view of ensuring permanent update of all sections of the website The “New compendium project” with the aim of revamping this tool in order to be more user and to enable the practitioners to draft and send all types of request of judicial cooperation in criminal matters, including those based on the principle of mutual recognition. Establishing a regular communication flow with the tool correspondents and national correspondents, using a template for reporting any updates needed See also 1.6.2.1 and 1.6.2.2; Continuing to improve the back-office of the website to facilitate the update by the tool correspondents; 1.3.1.2. EJN Secretariat, IM Unit, national correspondents and tool correspondents. 1.4.1.1 EJN Secretariat, IM Unit, National correspondents and tool correspondents, 1.4.1.2. EJN Secretariat, IM Unit 1.3.1.2. 2016 1.4.1.1. Permament 1.4.1.2. Permanent This is a shared responsibility of the tool correspondents in
On translation of website 1.5.1. Ensuring translation of all sections of the EJN website in all official languages of the European Union Monitoring on quarterly basis the update of the list of contact points for each Member State and candidate country. To this end, the list of contact points will be circulated to check its accuracy, including approaching individually the tool/national correspondents of each Member State; Analysing of the eventual need of assigning more human resources to the work related to the (permanent update of) the website. Publishing disclaimers and/or information on the status of update of certain tools and information in the EJN website 1.5.1.1 Continuing working on the 1.4.1.3. EJN Secretariat 1.4.1.4. AD/HoOS of Eurojust, EJN Secretariat 1.4.1.5 EJN Secretariat 1.4.1.3. Quarterly 2016 Permanent 1.5.1.1. 2016 each Member State and of the EJN Secretariat, with the EJN Secretariat taking the lead. The migration of the EJN Website to the eJustice Portal has to be taken into account 1.5.The translation of the static parts of the website in all languages excepting Croatian) is already realised
Judicial Library Ensuring the permanent update of the information contained in the library Continuing to work on filling in the library, including with relevant case law and case law analysis and overviews and other useful practical information, in accordance with the needs of the practitioners; Taking the appropriate measures to improve the technical functionalities of the library, in order to make it more user-friendly; Establishing a communication flow 1.6.1.1. EJN Secretariat, EJN&Liaison Magistrates (LM) Team of Eurojust, national correspondents, tool correspondents 1.6.1.2 EJN Secretariat 1.6.2.1. Permanent 1.6.1.2. 2016 1.6.2.1. 2015 Permanent update the information on the status of implementation; other documents have been added to the library; individual reminders are sent out on regular basis. 1.6.1.2. The Judicial Library will be revamped.
appropriate, translate and disseminate guidelines issued at national level regarding the referral of cases either to Eurojust or to the EJN; Raising awareness on the Joint Paper EJN-Eurojust 2.1.3. Publication of the Joint Paper on the EJN and Eurojust websites and its dissemination in the Member States; 2.1.4. Evaluate together with Eurojust on the use and usefulness of the Joint Paper and collection of national practices 4th Q 2015 2016 The paper will be also available in all EU official languages. The Member States are encouraged to publish it on the national internet and intranet pages. Because not all Member States agree on the need to have common guidelines, work on this action has been put on hold. Moreover, most Member States were reluctant to a more detailed guidance on this aspect in the draft Eurojust Regulation.
Organising joint workshops EJN – Eurojust and sharing information 2.3. Collect practices on distribution of cases between Eurojust and the EJN identified in the Reports and disseminate them among EJN and Eurojust. 2.4. Eurojust and EJN to collect national guidelines on distribution of cases between Eurojust and the EJN and to publicise and promote Within the 46th EJN plenary meeting under the Dutch Presidency, organisation of workshops is considered on the handling of requests to EJN and Eurojust and the interaction between them. Report outcome of the joint workshops at the Eurojust National Correspondents (NCE) meeting 2.3.1 Collection and analysis of practices 2.3.2 Dissemination. 2.4.1 Collection, translation in English, and dissemination of national guidelines 2.2.1. EJN Secretariat, Eurojust national desks, EJN&LM Team 2.2.2. EJN Secretariat, EJN&LM Team 2.3.1-2.3.2 – EJN&LM Team, EJN Secretariat/EJN&LM Team 2.4.1 EJN&LM Team, EJN Secretariat, LS June 2016 TBD 2016 Permanent As requested in NCE meetings.
their use at European level, by publishing them on EJN and Eurojust websites (guidelines available are already published on the Eurojust Extranet). 3. Recommendations related to the improvement of international judicial cooperation as outcome of EJN meetings Collecting and publishing recommendations made by practitioners during plenary meetings of the EJN; Supporting regional meetings of EJN contact points” The EJN meetings to be focused on practical issues of judicial cooperation 3.1. Careful selection of topics of the plenary meetings, on the basis of consultations within the EJN Trio Presidencies and enlarged trio and Eurojust and liasing on the feed-back from the Contact Points on the practical needs. Such consultation should also include topics for meetings arranged by Eurojust. (see also infra., point 7) 3.2. Continuing providing financial support to organisation of EJN regional and national meetings; 3.3. Collecting the recommendations, best practices, opportunities or problems raised by practitioners in the EJN meetings and disseminating them in the website and through EJN documents. 3.1.1. Organisation of Trio Presidencies meetings and permanent consultation between the EJN Secretariat and the Trio Presidencies, and with Eurojust, including Joint Investigation Teams (JIT) Network and Genocide Network Secretariats. 3.2.1. Allocating budget for financial support to regional and national meetings 3.3.1. Drafting minutes of all EJN meetings; 3.3.2. Extracting the main findings of the plenary and regional meetings 3.1. EJN Secretariat, EJN Presidencies, EJN & LM Team 3.2. EJN Secretariat 3.3. EJN Secretariat 3.1. On annual basis 3.2. On annual basis 3.3. After each meeting and on the occasion of drafting the
3.4. Requesting contributions from the EJN contact points on operational aspects of interest for the improvement of judicial cooperation and for the EU criminal policy. 3.5. Sharing these outcomes within Eurojust. Eurojust will share, with the EJN, relevant information on its findings regarding improvement of judicial cooperation. and publication in the website, in English and French versions. 3.3.3. Making use of the recommendations raised in the EJN meetings when drafting the Report on the activities and management of the EJN. 3.3.4. Constant consultation of contact points on topics of interest for the EJN meetings. 3.4.1. Organising a tour de table on operational aspects in the EJN regular meetings 3.4.2. Collecting such information for the drafting of the bi-annial report on the activities and management of the EJN. 3.5. Establishing a working method on the information provided to Eurojust by the EJN Secretariat and the information provided by Eurojust to EJN. 3.4.1. EJN Secretariat, contact points 3.4.2. EJN Secretariat, Contact points 3.5. EJN Secretariat, EJN & LM Team of Eurojust Report on the activities and management of the European Judicial Network (every second year). 3.4.1. On annual basis, in February 3.4.2. Every second year
4. On raising awareness and training 4.1. The EJN Secretariat, in cooperation with the European Judicial Training Network (EJTN) and other training providers, will promote the EJN’s role and functions among practitioners within the European Union and will organise training seminars on judicial cooperation and on legal language. 4.2. The EJN Secretariat will update brochures/leaflets on EJN 4.3. The news section of the EJN website will be permanently updated 4.4. The EJN and Eurojust shall work together in organising (common) roadshows and promotion tours with a view of raising awareness of the specific roles and functions of each of these structures 4.1.1. Delivering presentations on EJN by the EJN Secretariat representatives or EJN contact points in training seminars on judicial cooperation in criminal matters; 4.1.2. Promoting EJN in events organised by partners; 4.1.3. Organising seminars on international judicial cooperation and legal language, including in cooperation with the EJTN. 4.2.1. Drafting, proofreading, production and dissemination of brochures/ leaflets. 4.3.1. Uploading information in the news section on weekly basis; 4.4.1. Liaising with Eurojust in order to streamline presentations and determine the arrangements for roadshows EJN Secretariat, EJN contact points 4.2.1.EJN Secretariat 4.3.1. EJN Secretariat 4.4.1. EJN Secretariat, EJN & LM Team 4.1. Permanent 4.2.1. TBD 4.3.1. Permanent 2016 Starting with 2015, the EJN will be present in the 6 seminars organised under the Criminal I Project of EJTN Videoconference meetings could be an option, whenever possible.
4.4.2 Making use of and regularly updating EJN and Eurojust presentations in which information on the other is included, and upload these presentations on the websites of the EJN and Eurojust. 4.4.3 Strengthening ties between the EJN and the Eurojust websites, including by regularly updating information on Eurojust and the EJN respectively contained. 4.4.4.Considering making promotion video materials on EJN and Eurojust and disseminating them on the intranet sites of the national authorities. 4.4.5. Encouraging the EJN Contact Points to use in their signature, along with their other functions and titles, their function as EJN Contact Point/National Correspondent 4.4.2 EJN Secretariat, EJN&LM Team 4.4.3 EJN Secretariat, EJN&LM Team 4.4.4. EJN Secretariat, EJN & lm Team 4.4.5. EJN Secretariat 4.4.2 2016 4.4.3 Recurrent and on ad hoc basis 4.4.4. 2016 4.4.5. End of 2015. 5. On collecting statistics related to the EJN workload: 5.1. EJN shall revise the way of collecting statistics on the activities of its contact points 5.1.1. Preparing a proposal on revision of templates for submitting 5.1.1. EJN Secretariat 5.1.1. 2016
designation as EJN contact points from the Reports 6.2. Collecting statistical data on the activities of the EJN contact points and present these data in the reports on the operation and management of the EJN. 6.3. The EJN shall perform a peer evaluation of the functioning of the Network from the Reports; 6.1.b.2 Dissemination 6.2.1. Collection of statitics; 6.2.2. Drafting the Report on the Operation and Management of the EJN. 6.3.1. Elaboration of a questionnaire 6.3.2. Evaluation and drafting of a report; 6.3,3. Dissemination 6.2.1. EJN Secretariat, contact points 6.2.2. EJN Secretariat 6.3. EJN Secretariat, EJN contact points 6.2.1. On yearly basis 6.2.2. Every 2 years. 6.3. 2017 7. On work planning and management of the EJN 7.1. The Trio Presidencies working methodology established in 2010 will continue to be used and improved. 7.2. The EJN Secretariat will 7.1.1. Organising Trio Presidencies meetings; 7.1.2. Inviting the incoming Presidency to attend the last meeting of the Trio Presidencies (Trio +1 format) before the meeting of the enlarged Trio Presidencies 7.2.1. Updating the Trio Presidencies Scoreboard; 7.1.-7.3. The EJN Secretariat, The Trio Presidencies 7.1. Permanent 7.2.
continue to propose to the Trio Presidencies a “Scoreboard” of activities as a planning tool ensuring the consistency between the presidencies 7.3. The EJN Work Programmes will be coordinated with the enlarged Trio Presidencies 7.4. Ensuring full compliance of the EJN Secretariat’s unit plan and operational procedures with the internal procedures at Eurojust 7.3.1. The incoming Trio Presidencies are invited to the last Trio Presidencies meeting of the outgoing Trio. 7.4.1. Liaising with the relevant units and services at Eurojust 7.4. The EJN Secretariat Permament 7.3. Permanent 7.4. Permament