Revision history for Esf08ReimbursementConditions


Revision [2673]

Last edited on 2008-08-07 10:08:29 by GrazieBear
Additions:
& Define composition of groups
& Planning Group: German, Julie B, Julie S, Yan
& Selection Group: Contacpersons: See separate wikipage
& Travel Group: Lina, Sophie, Francisco
& Joker Group: ? I propose that the selectiongroup respresented by the contactperson have that role
& Other groups that need to be defined: reimbursement, accommodation, training (intensive before the forum: Maria,)...
& I haven't integrated local people but I think we could find some help
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline**s** for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) **are:**
Deletions:
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline & s for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) & are:


Revision [2672]

Edited on 2008-08-07 10:05:21 by GrazieBear
Additions:
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline & s for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) & are:
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round
& - send them a text: Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.
& (Approval from TG should come within 48h) (Sophie)
& If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)
Deletions:
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline& s for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) & are:
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round
& - send them a text: Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.
& ( Approval from TG should come within 48h) (Sophie)
& - If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& - Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)


Revision [2671]

Edited on 2008-08-07 10:03:50 by GrazieBear
Additions:
& Do we have time to do that? for me it seems to be one step to much
Deletions:
& Do we have time to do that? for me it seems to be one step to much
Travel arrangements follow the procedures listed below:
3. Selection Group only send list of committed interpreters to Travel Group, which will contact you
4. Interpreters are asked to look for cheapest possible tickets. In order to be as fair as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.choose if possible transportation with less consequecenvironmental destruction and inform TG about total expenses (airplane+bus/train tickets). You will get an confirmation If visa is needed send a mail to visa@esf2008.org name that you are an interpreter in subject. Do the necessary for visa: you will get an invitation and visa should be for free at the consulates or payed by the Nordic Organising Committee if necessary when needed only)
4.1. Interpreters may buy their tickets only after TG’s approval
4.2. Interpreters are asked to send ticket’s details to TG
4.3. Accommodation Group (AG) contacts interpreters
5. Interpreters will be reimbursed on September 21 (those whose last names begin with A-N from 9am-12am; those whose last names begin with O-Z from 2pm-5pm)
6. Interpreters won’t be reimbursed if they buy the ticket without TG’s approval (that is, if they are not in TG’s final list)
7. Interpreters won’t be reimbursed if they don’t go to the sessions they haven been scheduled
8. Interpreters won’t be reimbursed in case they miss the flight (add further details)
Babels is pleased to welcome all volunteer interpreters that will give voice to diversity at the 5 ESF in Malmö!


Revision [2670]

Edited on 2008-08-07 10:02:00 by GrazieBear
Additions:
& Do we have time to do that? for me it seems to be one step to much
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadline& s for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) & are:
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round
2. TG contacts committed interpreters and
& - send them a text: Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.
- ask them to look for and book the cheapest ticket.
- BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
& - If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& - Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)
Deletions:
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are.
- **08/08/13**: first round: send list of all interpreters that have send a confirmation
- **08/08/20**: second round
- **08/08/27**: third and last round
**How to do a priority list of committed and confirmed interpreters:**
Selection Group make a list:
- only 1 list if all interpreters has confirmed that they can volunteer or according to the 3 rounds refered to
- If the list have more volunteer interpreters than what is needed according to the list for linguistic needs, the prioritised are the first of the list.
**Criterias for balance in the selection**
- Balance of cost and development Babels in Nordic countries: If there is volunteer interpreters living in the Nordic countries and in Germany, you have to choose them. If the number of people from Nordic countries and Germany exceed 50% of the needs, you can select 50% in other countries
- Balance of competence: try to achieve 60% professionals, 20% experienced and 20% first experienced.
2. TG contacts committed interpreters
See message
and ask them to look for and book the cheapest ticket.
BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
& If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)


Revision [2669]

Edited on 2008-08-07 09:48:27 by GrazieBear
Additions:
1. As far as the number of interpreters from each language/booth is concerned, Planning Group (PG) will draw figures.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters.
1.2. The deadline for interpreters’ commitment is xx/xx/xx.
1.3. SG liason person sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are.
Deletions:
Target for that message: Selection Groups
**1. Linguistic needs proposed by Germàn and Planning Group (PG).**
102 English
72 Swedish
70 French
48 Spanish
40 Italian
38 German
30 Turkish
18 Russian
10 Hungarian
10 Greek
8 Polish
6 Danish
6 Kurdish
6 Portuguese
6 Arabic
6 Finnish
4 "CEE"
4 Norwegian
4 Czech
4 Flemish/Dutch
4 Romanian
2 Bulgarian
2 Catalan
2 Persian
2 "Scandinavian"
2 Albanian
2 Slovakian
2 Tamil
510 INTERPRETERS TOTAL
You'll notice a couple of strange lines. "CEE" is not a language we can select interpreters for, and neither is "Scandinavian". Five seminars have asked for "an Eastern European language" without further specification, and two have asked for "Scandinavian" (there are other various strange requests but I'll spare you). I leave it to the CEE and Scandinavian coordinatiors respectively to attribute those booths to the languages they consider best, or to the general coordination to eliminate them in favour of other languages.
I have identified the demands basically by the active languages requested at each seminar (active = the languages of the audience, not the language of the speakers), but I've also included the passive languages in those cases where they did not coincide. In one case, Czech, I was surprised to see that the language had been demanded at four seminars on the file I worked with last week, but had disappeared from the newest file. I checked the countrie and found that sure enough four seminars had Czech speakers. I opted to maintain the language.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters. See message for selected interpreters[[http://www.babels.org/wiki/Malmoesfstartselection]]
1.2. The deadline for interpreters’ commitment is 6 days after the mail has been sent.
1.3. Selection Group liason person LIST sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are.


Revision [2645]

Edited on 2008-08-06 15:55:41 by SophieSermage
Additions:
Target for that message: Selection Groups
**Procedures for the purchase and reimbursement of tickets will be the following:**
**1. Linguistic needs proposed by Germàn and Planning Group (PG).**
102 English
72 Swedish
70 French
48 Spanish
40 Italian
38 German
30 Turkish
18 Russian
10 Hungarian
10 Greek
8 Polish
6 Danish
6 Kurdish
6 Portuguese
6 Arabic
6 Finnish
4 "CEE"
4 Norwegian
4 Czech
4 Flemish/Dutch
4 Romanian
2 Bulgarian
2 Catalan
2 Persian
2 "Scandinavian"
2 Albanian
2 Slovakian
2 Tamil
510 INTERPRETERS TOTAL
You'll notice a couple of strange lines. "CEE" is not a language we can select interpreters for, and neither is "Scandinavian". Five seminars have asked for "an Eastern European language" without further specification, and two have asked for "Scandinavian" (there are other various strange requests but I'll spare you). I leave it to the CEE and Scandinavian coordinatiors respectively to attribute those booths to the languages they consider best, or to the general coordination to eliminate them in favour of other languages.
I have identified the demands basically by the active languages requested at each seminar (active = the languages of the audience, not the language of the speakers), but I've also included the passive languages in those cases where they did not coincide. In one case, Czech, I was surprised to see that the language had been demanded at four seminars on the file I worked with last week, but had disappeared from the newest file. I checked the countrie and found that sure enough four seminars had Czech speakers. I opted to maintain the language.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters. See message for selected interpreters[[http://www.babels.org/wiki/Malmoesfstartselection]]
1.2. The deadline for interpreters’ commitment is 6 days after the mail has been sent.
1.3. Selection Group liason person LIST sends the list of interpreters to Travel Group (TG), travelbabelsesfmalmo@gmail.com . The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are.
- **08/08/13**: first round: send list of all interpreters that have send a confirmation
- **08/08/20**: second round
- **08/08/27**: third and last round
If afterwards more interpreters are needed it’s up to SG to select more, thus SG could select ‘stand-by/extra’ interpreters.
**How to do a priority list of committed and confirmed interpreters:**
Selection Group make a list:
- only 1 list if all interpreters has confirmed that they can volunteer or according to the 3 rounds refered to
- If the list have more volunteer interpreters than what is needed according to the list for linguistic needs, the prioritised are the first of the list.
**Criterias for balance in the selection**
- Balance of cost and development Babels in Nordic countries: If there is volunteer interpreters living in the Nordic countries and in Germany, you have to choose them. If the number of people from Nordic countries and Germany exceed 50% of the needs, you can select 50% in other countries
- Balance of competence: try to achieve 60% professionals, 20% experienced and 20% first experienced.
2. TG contacts committed interpreters
See message
Travel arrangements follow the procedures listed below:
3. Selection Group only send list of committed interpreters to Travel Group, which will contact you
4. Interpreters are asked to look for cheapest possible tickets. In order to be as fair as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus.choose if possible transportation with less consequecenvironmental destruction and inform TG about total expenses (airplane+bus/train tickets). You will get an confirmation If visa is needed send a mail to visa@esf2008.org name that you are an interpreter in subject. Do the necessary for visa: you will get an invitation and visa should be for free at the consulates or payed by the Nordic Organising Committee if necessary when needed only)
4.1. Interpreters may buy their tickets only after TG’s approval
4.2. Interpreters are asked to send ticket’s details to TG
4.3. Accommodation Group (AG) contacts interpreters
5. Interpreters will be reimbursed on September 21 (those whose last names begin with A-N from 9am-12am; those whose last names begin with O-Z from 2pm-5pm)
6. Interpreters won’t be reimbursed if they buy the ticket without TG’s approval (that is, if they are not in TG’s final list)
7. Interpreters won’t be reimbursed if they don’t go to the sessions they haven been scheduled
8. Interpreters won’t be reimbursed in case they miss the flight (add further details)
Babels is pleased to welcome all volunteer interpreters that will give voice to diversity at the 5 ESF in Malmö!
Deletions:
Procedures for the purchase and reimbursement of tickets will be the following:
1. As far as the number of interpreters from each language/booth is concerned, Planning Group (PG) will draw figures.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters.
1.2. The deadline for interpreters’ commitment is xx/xx/xx.
& Do we have time to do that? for me it seems to be one step to much (Sophie)
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are xx/xx/xx.
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round (Sophie)
If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2. TG contacts committed interpreters
& send them a text:
& Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus. (Sophie)


Revision [2629]

Edited on 2008-07-31 19:37:31 by YanB [added sophie's remarks]
Additions:
MalmoEsf---{{lastedit show="3"}}
Deletions:
MalmoEsf
---
{{lastedit show="3"}}


Revision [2628]

Edited on 2008-07-31 19:35:12 by YanB [added sophie's remark]
Additions:
& See definition in the beginning of the mail (Sophie)
& THANK YOU! Fantastic information (Sophie)
& We will have a problem with accommodation... (Sophie)
& PB for sure specially if a lot of people are trying this one.... If we than say what we can pay for? Say a maximum price.... (Sophie)
& As you said NO REIMBURSEMENT (Sophie)
& This is problematic to me! We loose time to buy tickets if we ask for lists with exact nb and having list with more interpreter than needed can make us win time later on. I would prefere to have messages sent to all within a language selection " If you haven't received a confirmation mail previously, you have not been selected on the first round for the XXX booth. You might be contacted for other booths or very soon for the XXX booth when we know the linguistic needs that are still not covered". (Sophie)
& We could give a code for each booth, we would maybe not need to check. I have already that kind of mails: " You are know selected please contact the travelgroup ( contactinfo) and do not forget to give your selectioncode..." (Sophie)
& as I wrote before: I would prefere to have messages sent to all within a language selection " If you haven't received a confirmation mail previously, you have not been selected on the first round for the XXX booth. You might be contacted for other booths or very soon for the XXX booth when we know the linguistic needs that are still not covered". (Sophie)
& And I think we should send a message to all when we are finished: The selection is now made/completed, and we are .... to inform that you have not been selected this time. Thank you for showing interest in this project ... (Sophie)
& Please reply to that mail! " If you are not replying to this mail, you would not be in the final selectionlist and get your confirmation code. You cannot contact the travelgroup without code and be on the final selectionlist" (Sophie)
& Good idea to send confirmation both to selection and to interpreter
& Change of mail: What can we do? Call them? (Sophie)
& "Sorry this will not be possible" (Sophie)


Revision [2627]

Edited on 2008-07-31 19:29:01 by YanB [added part of sophie's notes]
Additions:
---
===== ESF 2008 Reimbursement Conditions =====
& Do we have time to do that? for me it seems to be one step to much (Sophie)
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). The deadlines for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) are xx/xx/xx.
& That means that calls have to be sent before sunday with contact information to coordinators, and that coordinators can make a first proposal and define the resting needs.
& 08/08/06: first round: send list of all intepreters that have send a confirmation
& 08/08/13: second round
& 08/08/20: third and last round (Sophie)
If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2. TG contacts committed interpreters
& send them a text:
& Example "In order to be as just as possible and to be able to have a geographically broad selection and in order avoid to the largest possible extent to contribute to environmental destruction we ask you if you have time to choose cheapest possible transportation and to even consider bus. (Sophie)
and ask them to look for and book the cheapest ticket.
& If this is not possible to prepay the ticket with reimbursement during the forum (Sophie)
BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
& ( Approval from TG should come within 48h) (Sophie)
& If the interpreter is not able to buy his/her ticket, travelgroup has to buy ticket within 4 days, ask the interpreter to sign a commitment and and make sure that the tickets are possible to annulate.
& Tickets from the NOC can be paid in advance without being sure that the travel company reimburse if cancelled for well known interpreters ONLY (Sophie)
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. **Only** TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be **‘valid’**. All the other lists would be considered as **‘provisional’**.
& The deadline for TG contacting confirmed interpreters, making arrangements for their tickets and adding volunteers to ESF08_selected is xx/xx/xx. I would erase this part since I added point in 2. (Sophie)
The deadline for TG contacting confirmed interpreters, making arrangements for their tickets and adding volunteers to ESF08_selected is xx/xx/xx.
2.2. NO INTERPRETER WILL BE REIMBURSED IF
& For tranportation by flight: can not give a invoice and the copy of the confirmation by mail
& For tranportation by train: To the biggest extent the tickets or a copy of the tickets and an invoice.
& For bus and other transportations: a comfirmation mail or letter and an invoice
& Check with Francisco (Sophie)
THEY HAVE NOT TAKEN TG’s APPROVAL (THAT IS, IF THEY ARE NOT IN TG’s FINAL LIST).
& VERY GOOD (Sophie)
& and prioritise transfer (Sophie)
& PB with the programme (Sophie)
& I do not get that!?? (Sophie)
Deletions:
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). The deadline for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) is xx/xx/xx. If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2. TG contacts committed interpreters and ask them to look for and book the cheapest ticket. BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. **Only** TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be **‘valid’**. All the other lists would be considered as **‘provisional’**. The deadline for TG contacting confirmed interpreters, making arrangements for their tickets and adding volunteers to ESF08_selected is xx/xx/xx.
2.2. NO INTERPRETER WILL BE REIMBURSED IF THEY HAVE NOT TAKEN TG’s APPROVAL (THAT IS, IF THEY ARE NOT IN TG’s FINAL LIST).
====== Title of the page/Titre ======
//**EN** This page is a template intended for pages related to the MalmoEsf project. To create a MalmoEsf page, click on [[http://www.babels.org/wiki/TemplateMalmoEsf/clone clone this page]], replace the title with a meaningful one and replace this paragraph with the actual page content. This page belongs to CategoryTemplate (which contains other useful templates).
Do not forget to change ACLs for this page to: UsergroupMalmoEsf where needed!
**FR** Cette page est un modèle pour toutes les pages pour le projet MalmoEsf. Pour créer une page MalmoEsf, cliquez sur [[http://www.babels.org/wiki/TemplateMalmoEsf/clone cloner cette page]], remplacez le titre de la page avec un titre compréhensible et remplacez ce paragraph avec le contenu de votre page. Cette page appartient à la catégorie CategoryTemplate (ou vous trouverez d'autres modèles utiles).
N'oubliez pas de changer les ACLs pour cette page pour: UsergroupMalmoEsf là où vous pensez que c'est nécessaire!//


Revision [2605]

Edited on 2008-07-31 14:29:48 by SophieSermage [added part of sophie's notes]
Deletions:
{{color text="Sophies comments in blue" c="blue"}}
{{color text="Planning Group: German, Julie Boéri, Julie Stoll, Yan Brailowsky
Selection Group: Contacpersons:
Turkish: Ali
French: Gregoire
Swedish: Sophie, Amelia
Danish: Sophie
Norwegian: Sophie
Finnish: Rodrigo and after the 31 of July ?
Spanish: ?
Italian: Pietro and Irma
TcBarunka
German: ?
Travel Group:
Lina
Francisco
Reimbursement:
Francisco
Lina
Intensive training group before the forum
Maria Brander
Have new comners must find contact info" c="blue"}}
{{color text="German is sending a proposal 080731" c="blue"}}
{{color text="Send a call (confirmation of availability, that should be the same for all" c="blue"}}
{{color text="I am not sure I get that and if we have the time to wait for that" c="blue"}}


Revision [2604]

Edited on 2008-07-31 14:25:16 by SophieSermage [added part of sophie's notes]
Additions:
{{color text="Planning Group: German, Julie Boéri, Julie Stoll, Yan Brailowsky
Selection Group: Contacpersons:
Turkish: Ali
French: Gregoire
Swedish: Sophie, Amelia
Danish: Sophie
Norwegian: Sophie
Finnish: Rodrigo and after the 31 of July ?
Spanish: ?
Italian: Pietro and Irma
TcBarunka
German: ?
Travel Group:
Lina
Francisco
Reimbursement:
Francisco
Lina
Intensive training group before the forum
Maria Brander
Have new comners must find contact info" c="blue"}}
{{color text="German is sending a proposal 080731" c="blue"}}
Deletions:
{{color text="German is sending a proposal 080731 My complemetary comments are coming later have an meeting ;)" c="blue"}}


Revision [2603]

Edited on 2008-07-31 13:14:38 by SophieSermage [added part of sophie's notes]
Additions:
{{color text="Sophies comments in blue" c="blue"}}
{{color text="German is sending a proposal 080731 My complemetary comments are coming later have an meeting ;)" c="blue"}}
{{color text="Send a call (confirmation of availability, that should be the same for all" c="blue"}}
{{color text="I am not sure I get that and if we have the time to wait for that" c="blue"}}
Deletions:
{{color text="German is sending a proposal 080731" c="blue"}}


Revision [2602]

Edited on 2008-07-31 12:53:08 by SophieSermage [added part of sophie's notes]
Additions:
{{color text="German is sending a proposal 080731" c="blue"}}
Deletions:
{{color text="text" c="blue"}}German is sending a proposal 080731


Revision [2601]

Edited on 2008-07-31 12:52:27 by SophieSermage [added part of sophie's notes]
Additions:
{{color text="text" c="blue"}}German is sending a proposal 080731
Deletions:
{{color text="text" c="color"}}So: German is sending a proposal 080731


Revision [2600]

Edited on 2008-07-31 12:51:37 by SophieSermage [added part of sophie's notes]
Additions:
{{color text="text" c="color"}}So: German is sending a proposal 080731


Revision [2589]

Edited on 2008-07-28 08:37:18 by GrazieBear [added part of sophie's notes]
Additions:
**Possible issues (that’s why everything must be really clear on selection/reimbursement)**:
- Interpreters are asked to arrive on xx/xx/xx, but of course, if they find a cheaper flight for xx/xx/xx, they should go for it
- people who need special conditions (e.g. no really late/early flights)
- people who miss the flight
- people who are in two different selection processes (DE and FR, for ex. Being selected both by the FR and DE booth-> obviously PG will see when they are most needed);
- people who get to know that others have been selected and start wondering/getting anxious and writing e-mails… -> clear selection criteria!!!!! Ex. Why did YYY was confirmed and I was not?... ex. we can confirm another interpreter for the IT booth, that is, YYY, but for the moment we cannot confirm ZZZ, since we already confirmed more interpreters for this booth than the estimated figure; etc
- TG confirms some interpreters for xxx booth, which SG hadn’t yet confirmed ex. interpreters were waiting for a confirmation from xxx booth and they've got it from Nordic booth and TG, so they get confused. -> SG send lists with exact numbers so TG don’t have to pick someone up and leave someone else out and SG reply to everyone properly
- people writing directly to TG before SG send their name (they can say they have already been selected, but if they are not in the list TG has to waste time checking, etc)
- communication between SG and TG -> try to avoid lack of information, crossed/confused/missed information, respect politeness/behavior “policy”
- people who are not on the SG list and they cannot find whether they were selected or not
- people who were selected, never replied to the SG email, being then not selected, but who replied to the TG in a much later stage
- people who change e-mail and don’t let SG/TG know; send the travel approval both for the interpreter and the SG
- people who wish to travel together, but were not selected at the same time/in the same lot


Revision [2588]

Edited on 2008-07-28 08:28:05 by GrazieBear [added part of sophie's notes]
Additions:
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). The deadline for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) is xx/xx/xx. If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. **Only** TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be **‘valid’**. All the other lists would be considered as **‘provisional’**. The deadline for TG contacting confirmed interpreters, making arrangements for their tickets and adding volunteers to ESF08_selected is xx/xx/xx.
**If there is no Babels coordination for certain booths, //Joker Group ;-)// will be in charge of selecting the interpreters for the respective booths.**
Deletions:
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. **Only** TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be **‘valid’**. All the other lists would be considered as **‘provisional’**.
The deadline for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) is xx/xx/xx.
The deadline for TG contacting confirmed interpreters and making arrangements for their tickets is xx/xx/xx.
If there is no Babels coordination for certain booths, //Joker Group ;-)// will be in charge of selecting the interpreters for the respective booths.


Revision [2587]

Edited on 2008-07-28 08:22:02 by GrazieBear [added part of sophie's notes]
Additions:
EN
Procedures for the purchase and reimbursement of tickets will be the following:
1. As far as the number of interpreters from each language/booth is concerned, Planning Group (PG) will draw figures.
1.1. Selection Groups (SG) select and confirm the participation of the committed interpreters.
1.2. The deadline for interpreters’ commitment is xx/xx/xx.
1.3. SG liason person sends the **‘exact’** list of interpreters to Travel Group (TG). If afterwards more interpreters are needed it’s up to SG to select more, thus SG should select ‘stand-by/extra’ interpreters.
2. TG contacts committed interpreters and ask them to look for and book the cheapest ticket. BEFORE BUYING THE TICKET, every interpreter HAS TO INFORM TG THE TOTAL EXPENSES (airplane+bus/train tickets, visa when needed ONLY) and wait for TG’s approval.
2.1. TG will enlist the interpreters’ names, contact info, total expenses, date and time of arrival and departure, adding the volunteers to the list: ESF08_selected. **Only** TG add people to this list. This guarantees an accurate, 'certified' quality to the list of people selected and confirmed for the ESF. Please note that SG are free to create lists on the database (e.g. TR_booth_selected), although this can be useful when the list of selected volunteers exceeds 30. Below that number, it's probably a waste of time/energy to create a new list. ESF08_selected will be the basis for the Accommodation Group and for the Reimbursement Group. Therefore, only ESF08_selected will be **‘valid’**. All the other lists would be considered as **‘provisional’**.
2.2. NO INTERPRETER WILL BE REIMBURSED IF THEY HAVE NOT TAKEN TG’s APPROVAL (THAT IS, IF THEY ARE NOT IN TG’s FINAL LIST).
2.2. NO INTEPRETER WILL BE REIMBURSED IF NOT HANDING BOARDING PASSES IN AND AFTERWARDS SENDING IT BY MAIL TO ESF OFFICE (//Depending on what Swedish Tax Company considers as a valid receipt. Perhaps it is a good idea to also ask for a photocopy of interpreter’s departure and return ticket and receipt//).
2.3. NO INTERPRETER WILL BE REIMBURSED IF THEY DON’T GO TO SCHEDULED SESSIONS.
2.4. NO INTERPRETER WILL BE REIMBURSED IF THEY MISS THE FLIGHT (//DEFINE CONDITIONS/EXCEPTIONS//).
3. Reimbursement Group (RG) will be responsible for reimbursing the interpreters (//define if in cash, by check, transfer//) on 21/09/08 as follows:
- 9 am to 12 am: interpreters whose last names begin with A-N (//according to ticket//)
- 14 pm to 17 pm: interpreters whose last names begin with O-Z (//according to ticket//)
SG liason person may contact TG about travel arrangements at: xxx@babels.org
The deadline for SG sending TG confirmed interpreters’ lists (name+contact info+linguistic combination) is xx/xx/xx.
The deadline for TG contacting confirmed interpreters and making arrangements for their tickets is xx/xx/xx.
If there is no Babels coordination for certain booths, //Joker Group ;-)// will be in charge of selecting the interpreters for the respective booths.
Another World is Possible
Malmo ESF Babels


Revision [2586]

The oldest known version of this page was created on 2008-07-28 08:18:53 by GrazieBear [added part of sophie's notes]
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