Euro is the "Association of European Operational Research Societies"
within IFORS, the "International Federation of Operational Research Societies"
Guidelines for Euro Summer and Winter Institutes
Download the application form for the Euro Institutes here (.doc file)
EURO Summer and Winter Institutes (ESWI) are an instrument EURO has established for the encouragement of good social and working relationship between promising early stage O.R. scientists in Europe.
Three ESWI may be organized every two years. Each ESWI covers a different theme so that as many early stage scientists as possible will have the opportunity to participate once in their career. The duration of an ESWI is normally between 2 and 2 ½ weeks.
The main purpose of each ESWI is to establish in each O.R. field a network of outstanding people who will continue to work together in the future.
Participation at an ESWI can be considered as an honor, as it is limited to a group of about 20 early stage researchers, who are either PhD students or who have less than two years research experience since completing a PhD. To be eligible, a candidate must have a single-authored or co-authored paper in the selected field, which has not yet been published, nor submitted for publication. To apply to the ESWI, candidates should submit their curriculum vitae together with their paper to their National O.R. Society, with a copy to the Scientific Committee of the ESWI. The National Societies select and rank (in the case of more than one) their National Candidates before passing on their applications to the Scientific Committee by the date advised. The Scientific Committee will normally abide by the selections of the National Societies.
No special courses are organized during the ESWI, but every participant gives a well-prepared presentation of her/his paper as a starting point for discussion. Invited experts' lectures can be included in the program, as well as seminars and other research activities conducted by the Scientific Committee.
The papers prepared in the ESWI should be compiled for a special or feature issue of a leading OR journal.
EURO considers the social activity (dining and playing together) to be very important for the success of the ESWI, because it is through these activities that friendships develop.
EURO provides a substantial financial support to the organizers. The organizers will have to raise additional funds with the help of the National O.R. Society. Public and private sponsors should be approached. Participation at an ESWI can be considered as an honor, as it is limited to a group of about 20 early stage researchers, who are either PhD students or who have less than two years research experience since completing a PhD. To be eligible, a candidate must have a single-authored or co-authored paper in the selected field, which has not yet been published, nor submitted for publication. To apply to the ESWI, candidates should submit their curriculum vitae together with their paper to their National O.R. Society, with a copy to the Scientific Committee of the ESWI. The National Societies select and rank (in the case of more than one) their National Candidates before passing on their applications to the Scientific Committee by the date advised. The Scientific Committee will normally abide by the selections of the National Societies.
No special courses are organized during the ESWI, but every participant gives a well-prepared presentation of her/his paper as a starting point for discussion. Invited experts' lectures can be included in the program, as well as seminars and other research activities conducted by the Scientific Committee.
The papers prepared in the ESWI have to be submitted to a special issue of a leading OR journal (where possible, the European Journal of Operational Research).
EURO considers the social activity (dining and playing together) to be very important for the success of the ESWI, because it is through these activities that friendships develop.
EURO provides a substantial financial support to the organizers. The organizers will have to raise additional funds with the help of the National O.R. Society. Public and private sponsors should be approached.
Each ESWI is an instrument for the promotion of a early stage O.R. scientist. It is an instrument for the future of EURO. It is expected that each National O.R. Society at its turn will contribute once to the organization of a ESWI.
GUIDELINES FOR THE ORGANISATION OF A EURO SUMMER / WINTER INSTITUTE
EURO financial support
EURO provides in advance a financial support (currently 14.000 EUR) to cover a part of the costs of organization, accommodation and social activities. Costs above this will have to be covered by the organizing society and sponsors. The additional funds will be raised by the organizers. Public institutions and private firms should be approached. The budget of an ESWI is usually about three times the EURO support.
Define the theme
Outline of the theme on the application form is provided.
Nominate an Organizing Committee
The committee should consist of local people approved by the National OR Society and is responsible for all the organizational matters of the ESI. It should also include the Chair or another member of the Committee of the forthcoming ESWI.
The Committee must include at least two prominent senior scientists in the field of the ESWI who will be able to stay for the full duration of the Institute. The role of these scientists is to contribute to the discussions about the work of the participants, conduct workshops and assist the participants in improving their papers. It is desirable to include in the Committee a participant from a previous ESWI.
Fix the dates
Take into consideration that the ESWI will be for 2 to 2 ½ weeks, in the summer period, with accommodation usually on a University campus, and starting on a Friday night with a cheese party and social activities during the first week-end in order to develop friendly links between the participants.
Find a location
Conference room - Accommodation - Social activities.
Fix the deadline for submitting papers to the Scientific Committee
Important Dates:
Submission of proposal: at least 18 months before the proposed date for the ESWI.
Circulation of information among O.R. Societies: 14 months before the ESWI.
Submission of Candidates by O.R. Societies : 4 months before ESWI.
Selection of Candidates by Scientific Committee : 3 months before ESWI.
Submission of final version of papers for publication in the special / feature issue : 2 months after the end of the ESWI.
Submission of a Final Report on the ESWI by the Chair of the Committee, to the Executive Committee of EURO : 3 months after the end of the ESWI
Presentation of manuscripts of the special issue to the editors of the selected journal: 6 months after the end of the ESWI.
Prepare announcement
Large size and/or reduced size posters announcing the ESWI may be prepared. Include the definition of the theme and other information in the announcement. Announcement should be sent to the editors of the EURO and IFORS bulletins, the editor of the EURO Web Site, editors of the newsletters of National Societies, etc.
Distribute the posters
A few originals meant for photocopying should be sent to the EURO member O.R. Societies.
Circulate the announcement
Address it directly to potential interested persons in Universities and Research Centers, and to prominent persons working in the field of the Theme in Europe.
Raise funds
The more money, the more invited speakers, the more social activities. Government, institutions, foundations, firms, societies, all kind of possible sponsors could be approached. The sojourn (accommodation, meals, social activities, scientific programs) is offered to the participants. The travel expenses to the host country are at their own costs. EURO encourages National O.R. Society to cover travel expenses of their participants.
Prepare the selection procedure
Each participant has to submit a paper (possibly co-authored). Only the best applications will be kept. Nobody can participate in more than one ESWI.
Prepare a social program
- Barbecues, Partys
- Visit of the host country (towns, nature, museums, etc.)
- Walks in open nature (some buses to be booked for travel)
- Sport activities each evening (Volley Ball, Ping Pong, etc..)
- Cooking together
- Party
- A final dinner or banquet
- A diploma to be offered to the participants.
Think about invited speakers
People of the host country, or people being in the host country at the time of the Institute, may be invited. Avoid invited speakers requesting too much travel expenses. Avoid too many speakers - remember the ESWI should be centered on the participants.
Scientific Committee and invited speakers expenses
It is recommended that speakers are given free accommodation and board and, if possible, a lump sum to cover their travelling expenses.
Prepare the Institute Program
- Timetable lectures by participants.
- Timetable invited lectures.
- Timetable working groups.
- Timetable social activities.
Prepare the procedure for the special issue of EJOR devoted to the Institute
Collect papers, referee them, etc. This special / feature issue should be completed not later than six months after the Institute, which is very short.
Keep the selected participants regularly informed
Be enthusiastic and dynamic.
GUIDELINES FOR THE EXCHANGE OF EARLY STAGE RESEARCHERS BETWEEN EURO ESWI AND IFORS (revised July 2003):
EURO and IFORS agreed to exchange early stage researchers in their Institutes. The aim of this cooperation is to reinforce the relations between EURO and IFORS.
The exchange of early stage researchers between EURO and IFORS works both ways:
- A early stage researcher from a developing country will participate in the program of EURO Summer/Winter Institute (ESWI), and
- A early stage European researcher will participate in the program at IFORS institutes in a developing country.
Given the possibilities offered by each EURO or IFORS may give the opportunity to a second candidate to participate at the institute.
European Summer/Winter Institutes
ESWI is an instrument EURO has established for the encouragement of good social and working relationship between promising early stage OR scientists. The official language is English.
According to the Exchange Program IFORS will send one or two researchers from a developing countries to ESWI. IFORS will cover costs while local costs will be assumed by EURO. IFORS is also responsible for selecting one or two candidates among developing countries who must meet all the ESWI criteria (early stage researchers, presentation of an unpublished paper in the relevant topic).
The procedure runs as follows:
- Each ESWI is responsible to send a call for candidates to the IFORS Office.
- IFORS is responsible for advertising the call for candidates from developing countries.
- IFORS designates one of the IFORS Vice-Presidents as responsible to evaluate the candidates according to the procedure given below.
IFORS Institutes in Developing Countries
IFORS Institutes take place in developing countries. Their main purpose is the interaction and interchange of ideas between OR seniors and early stage scholars. Each Institute must comprise at a minimum a full stream of English speaking presentations.
According to the Exchange Program EURO will send one or two early stage researchers from EURO to the Institute. Travel expenses will be covered by EURO while local expenses will be covered by IFORS. EURO is responsible for selecting one or two candidates from EURO countries who must meet all the institute's criteria (early stage researchers, presentation of an unpublished paper in the relevant topic).
The procedure runs as follows:
- IFORS is responsible for sending the EURO Vice-President of IFORS a call for candidates for IFORS Institutes, which he will distribute among EURO member Societies.
- Each EURO member Society is responsible for selecting one early stage researcher from the corresponding country and forward his candidature to the EURO/IFORS Vice-President.
- The EURO/IFORS VP is responsible for selecting one or two candidates according to the procedure given below and will inform the selected candidates as well as IFORS about the final decision.
The selection Procedure
To apply, candidates with a good knowledge of English should contact their National OR Society and send their application including, (1) a complete CV, and (2) a paper proposal (complete text or a 3-5 pages extended abstract). Each Society will select only one candidate and will send his candidature to the IFORS Vice-President who is responsible for the final selection.
The IFORS Vice-President will evaluate and rank order all the candidates on the basis of two criteria both counting for 50%:
- CV (Diplomas, Publications, Conference Presentations, Awards,...)
- Paper Proposal (Originality, Quality of Results, Closeness to OR, Real World Applications,...)
The candidate with the higher score is automatically selected to participate to the Institute. Given the possibilities offered by the Institute, EURO or IFORS will examine the possibility to send to the Institute the candidate ranked second.
