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9.7.

2004 EN Official Journal of the European Union C 177 A/3

III
(Notices)

COMMISSION
GUIDE FOR APPLICANTS

(2004/C 177 A/01)

This guide is purely for your information. The only text binding on selection boards is the notice of
competition, published in the Official Journal of the European Union.

INTRODUCTION

A. COMPETITIONS

I. ELIGIBILITY

II. APPLICATIONS

III. GENERAL PROCEDURE

B. RECRUITMENT PROCEDURE

ANNEX: Examples of qualifications


C 177 A/4 EN Official Journal of the European Union 9.7.2004

INTRODUCTION

The current issue of the Official Journal of the European Union contains the guide for applicants, the notice
of competition, the application form, acknowledgement of the application form and a label.

This guide is intended to help you make your application correctly and inform you about the different
stages of the competition.

The guide also contains information on the recruitment procedure.

A. COMPETITIONS

I. ELIGIBILITY

To take part in the competition, you must fulfil several conditions. The administration and the selection
board will decide whether to admit you to the competition on the basis of the following criteria:

1. Profile of candidates

Educational qualifications

The conditions relative to educational qualifications are adapted to all the education systems in the
Member States (see sample qualifications in the Annex).

Minimum educational qualifications (some competitions may require more than these minimum qualifications — see
the notice of competition for details):

— Categories A*5 and A*6 competitions:

— a level of education which corresponds to completed university studies of at least three years
attested by a diploma.

— Categories A*7 to A*16 competitions:

— a level of education which corresponds to completed university studies attested by a diploma


when the normal period of university education is four years or more, or,

— a level of education which corresponds to completed university studies attested by a diploma


and appropriate professional experience of at least one year when the normal period of
university is at least three years.

— Category B*/C* competitions:

— a level of post secondary education attested by a diploma or,

— a level of secondary education attested by a diploma giving access to post-secondary education,


and appropriate professional experience of at least three years.
9.7.2004 EN Official Journal of the European Union C 177 A/5

Equivalent qualifications may be accepted - these will be assessed by the selection board on a case-by-case
basis.

Professional experience

For some competitions, a minimum amount of professional experience is required. The relevant
professional experience is deemed to start with the first position you occupied after obtaining the diploma
or certificate required for admission to a competition.

Knowledge of languages

As a general rule, you must have a thorough knowledge of one of the official languages of the European
Union (Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian,
Latvian, Lithuanian, Maltese, Polish, Portuguese, Slovakian, Slovene, Spanish or Swedish) and a satisfactory
knowledge of a second one.

By their nature, some competitions are confined to people commanding a specified language or require
particular language skills dictated by the duties to be carried out (refer to the competition notice).

2. General conditions

You must:

— be a citizen of one of the Member States of the European Union,

— be entitled to your full rights as a citizen,

— have fulfilled any obligations imposed on you by the laws on military service,

— meet the character requirements for the duties involved.

II. YOUR APPLICATION

Before sending in your application, you are advised to check carefully that you meet the eligibility
conditions for the competition.

1. Sending in your complete file

In order to be considered complete, applications must include all of the following:

— the completed and signed application form; by signing, you certify on your honour that you meet
the standards of good character required of European Institution officials and that the information
provided is complete and accurate,

— a numbered annex listing your educational qualifications, and where necessary, documents certifying
your professional experience and/or any other document requested,

— a copy of all the supporting documents listed in these numbered annexes.

2. Details of education and qualifications (see notice of competition)

(a) You must indicate clearly in your application the dates of your periods of study, the level at which
you studied and the date on which your qualification(s) was (were) awarded.
C 177 A/6 EN Official Journal of the European Union 9.7.2004

(b) If you have completed a technical or vocational training course, or a course of further or specialist
training, you must indicate whether these were full-time, part-time or evening classes, as well as the
subjects covered and the official length of the course.

(c) You must also include in your application photocopies of the diplomas or certificates you have
obtained at the level specified in the competition notice.

3. Details of professional experience (see the notice of competition)

You must:

(a) state in your application the exact dates when you started and finished each period of employment,
the position you held and the nature of your duties in that position;

(b) enclose with your application photocopies of references from previous employers and from your
current employer showing that you have the required level and length of professional experience to
take part in the competition. You must provide such proof for every period of employment relevant
to the competition.

NB: If you are unable to provide an employer's reference for a particular period of employment, a
photocopy of the relevant contract(s) of employment, together with photocopies of your first and last pay
slip for the period(s) may replace the required documents.

For any unsalaried employment (such as self-employed or freelance activity in one of the liberal
professions), we will accept copies of your tax returns or any other relevant official document.

III. GENERAL PROCEDURE

1. Selection board

(a) For each competition a selection board is appointed. Its task is to select the best candidates according
to the criteria laid down in the competition notice. The names of its members are published on the
Commission website (1) before the tests take place.

(b) You will be notified of all the decisions taken regarding your application.

(c) The proceedings of the selection board are confidential. You may not, under any circumstances,
contact the board either directly or indirectly, nor may you submit to it any letters of
recommendation. The board is not allowed to take any approaches of this type into consideration
and may in such circumstances exclude you from the competition.

2. Tests

The nature of tests varies from one competition to another (see notice of competition).

As a general rule, the tests and/or written tests are held simultaneously for all applicants at all the
designated test locations. Since this is a competition, no exceptions to this rule are permitted and no
applicants may sit any of the tests at a different date or at a different place for any reason whatsoever.

(1) http://europa.eu.int/comm/dgs/personnel_administration/working_en.htm
9.7.2004 EN Official Journal of the European Union C 177 A/7

The oral tests are generally held in Brussels, on the date given in the invitation letter. In cases of force
majeure however, the selection board may consent to an applicant's request for a change of date.

If the competition has preselection tests, applicants are entitled to be sent, on request and within a month
of the date of notification of their results, a copy of their answers together with a list of the correct
answers. After the written tests, they may obtain, on request and within a month of the date of
notification of their results, a copy of their written paper as well as a copy of their personal evaluation
sheet including the selection board's remarks on their written test(s).

Candidates who give up during the tests will have none of their tests marked.

3. Travelling and subsistence expenses

As a rule, no contribution will be made towards any travelling or subsistence expenses associated with
the preselection and written test(s).

You may be entitled to a flat-rate contribution towards travelling and subsistence expenses once you are
admitted to the oral test. You will be notified of the applicable rates and the procedure to follow when you
are invited to attend.

4. Reserve list

At the end of the competition, the selection board draws up a list of candidates it considers qualified for
the vacant posts.

Please note that being included on the reserve list does not guarantee eventual employment.

B. RECRUITMENT (2)

Before being appointed to your post, you must undergo a compulsory medical examination designed to
verify your capability to perform the duties associated with your position.

1. Probation period

Successful candidates are initially recruited as probationer officials. Their appointment is not made
permanent until they successfully complete the probation period (nine months).

(2) The Council has adopted new staff regulations involving a new career structure: recruitment will be made in
accordance with the arrangements set out, in particular, in Article 12 of Section 2 of Annex XIII of the new staff
regulations (see website: http://europa.eu.int/comm/dgs/personnel_administration/statut/tocen100.pdf).
C 177 A/8 EN Official Journal of the European Union 9.7.2004

2. Categories and grades


Categories A*, B* and C* comprise the following posts:

Category A Category B
A*5/A*8
Administrator
Research Administrator
Linguistic Administrator (1) B*3/B*11
A*9/A*13 Assistant
Head of unit
Administrator Research assistant
Research Administrator
Linguistic Administrator (1)
A*14
Research Administrator
Linguistic Administrator (1)
Administrator Category C
Head of unit
Director
A*15
C*1/C*7
Director
Director-General Secretary
A*16
Director-General Office clerk

(1) The linguistic duties require a perfect command of one's main language (mother tongue or other) and
a thorough knowledge of at least two other official languages of the European Union.

3. Pay and welfare benefits

(a) Pay and reimbursement of expenses

The pay of officials consists of a basic salary supplemented with various allowances, including family
allowances.

— Basic salary:

There is a basic salary scale for each grade, divided into steps. An official who has been at one
step in his grade for two years shall automatically advance to the next step in that grade.

— Allowances:

In addition to their basic salary, officials may be entitled to various allowances, in particular an
expatriation or foreign residence allowance, and family allowances including household
allowance, dependent child allowance and an education allowance.
9.7.2004 EN Official Journal of the European Union C 177 A/9

Under certain circumstances, in particular where officials are obliged to change their place of
residence in order to take up employment, the European institutions may also reimburse
various expenses incurred on recruitment, notably removal expenses.

(b) Community tax


The salaries of the officials of the European institutions are subject to a Community tax deducted at
source. They are exempt from national tax. The European institutions have their own social security
and pension schemes. The basic salary used for calculating net monthly pay, before any deductions
or allowances, is indicated in the notice of competition.

(c) Pre-school and school education for officials' children


There are European Schools at most of the main places of activity of the European institutions,
providing infant, primary and secondary education in several language sections up to the level of
European Baccalaureat. The education provided and the qualifications awarded by these Schools are
recognised in all Member States.
There are also nursery facilities for children under school age.

The European Commission's ‘General horizontal Issues. Policy and recruitment of external
staff’ unit of Directorate-General Personnel and Administration will be dealing with all
candidates. If you need information, please see Title C, point 5 of the competition notice
‘HOW TO APPLY’.
Any other correspondence should be addressed to: Chairman of the Selection Board for
COM/AD/2/04 at the address given at Title C, point 5 of the competition notice.
C 177 A/10 EN Official Journal of the European Union 9.7.2004

ANNEX

EXAMPLES OF MINIMAL DIPLOMA REQUIREMENTS GIVING ACCESS


TO THE COMPETITION

BELGIQUE/ Licence/Licentie
BELGIË/BELGIEN
ΚΥΠΡΟΣ/KIBRIS Πανεπιστημιακό διπλωμα
ČESKÁ REPUBLIKA Diplom o ukončení vysokoškolského studia
DANMARK Kandidatgrad
DEUTSCHLAND Hochschulabschluss/Fachhochschulabschluss (8 Semester)
ΕΛΛΑΔΑ Δίπλωμα Α.Ε.Ι. (πανεπιστημίου, πολυτεχνείου, Τ.Ε.Ι. υποχρεωτικής τετραετούς
φοίτησης)
ESPAÑA Licenciatura
EESTI Bakalaureusekraad (160 ainepunkti)
FRANCE Maîtrise
MAGYARORSZÁG Egyetemi oklevél
IRELAND/EIRE University degree (4 years)
ITALIA Laurea Specialistica-LS
LATVIJA Bakalaura diploms (160 kredīti)
Augstākās profesionālās izglītības diploms
LIETUVA Bakalauras (160 kreditas)
Aukštojo mokslo diplomas
LUXEMBOURG —
NEDERLAND Doctoraal examen
Getuigschrift HBO (4 jaar)
ÖSTERREICH Universitätsdiplom/Fachhochschuldiplom (8 Semester)
MALTA University degree (4 years)
PORTUGAL Licenciatura
POLSKA Magister/Magister inżynier
SLOVENSKÁ REPUBLIKA Diplom o ukončení vysokoškolského štúdia
SLOVENIJA Univerzitetna diploma
SUOMI/ Maisteri/Magister
FINLAND Ammattikorkeakoulututkinto/Yrkeshögskoleexamen (min 160 opintoviikkoa/
studieveckor)
SVERIGE Magisterexamen (Akademisk examen omfattande minst 160 poäng varav
80 fördjupade studier i ett ämme + uppsats motsvarande 20 poäng eller två
uppsatser mostvarande 10 poäng vardera)
UNITED KINGDOM University degree (4 years)