Part I Measures already implemented or implementation initiated and ongoing 1. The One Atlas Project (1.1.1.1) EJN Secretariat +NC+TC 2. Redesigning the EJN website homepage (1.1.1.6) EJN Website The new Atlas was launched in February 2015; Visits of the EJN webmaster in MS and of TCs in The Hague took place during 2015 to fix issues related to the Austrian, Belgian, Danish, Hungarian, French, Swedish, UK branches of the Atlas; Additional development by the Contractor was needed to address some issues of the Spanish branch of the Atlas. EJN Secretariat The new homepage was launched on 4 November 2015 and new functionalities were added by the end of 2015. Information on 2016 Working visits of the EJN webmaster in BG, IT and PT and working visit of the PL Tool Correspondents to The Hague has taken place. Ongoing work on improving the respective branches of the Atlas, including Norway. Disclaimers are published when necessary (see Point 8). 2015 + fine tuning 2016 Implemented 1
the EJN has been added in the JITs restricted area and updated information on JITs Network is available in the EJN website. 3. The Maps project (1.1.1.3) EJN Secretariat Maps are available as an entry point for the tools per Member State. 4. Word forms (1.3.1.1) EJN Secretariat Publishing the forms in the original version and the consolidated versions. 5. Revised Fiches Belges (1.2.1) EJN Secretariat +TC +NC Collecting the remaining revised Fiches Belges Uploading the revised Fiches Belges 2015 Implemented By Quarter I 2016 all the consolidated and original versions of the word forms as published in the Official Journal of the EU were uploaded in the EJN Judicial Library The EJN Secretariat proposed a revised template of the Fiches Belges questions which was sent on 11 September 2015 to the Tool Correspondents (TC); The TCs had to fill in the answers by 11 December 2015. By 1 July 2016, 24 of the 28 Member States Implemented Implemented. As of 1 October 2017, the Fiches Belges are updated and online for 26 Member States and Norway. 2 Member States still have to submit their Fiches Belges (Austria and Malta). As from 22 May 2017 the 2
6. Compendium project EJN Secretariat Contract for the development signed with the Contractor 7. Monitoring the update of the list of contact points (1.4.1.3) 8. Publishing disclaimers and/or information on the status of the update of certain tools and information in the EJN website 9. Continuing to work on filling in the Judicial Library (1.6.1.1) 10. A table to be circulated regularly in order to check with the national correspondents and tool correspondents the accuracy of EJN Secretariat EJN Secretariat The EJN Secretariat is updating the e-mail list once information is received from the TC/NC. Publishing disclaimers on the EJN website when needed EJN Secretariat Updating the status of implementation table; Uploading notifications, reports, case law and other relevant information, as provided by the EU institutions and the Member States. EJN Secretariat Drafting and sending out a table. submitted the revised Fiches belges. The revised Fiches Belges are online as of 7 July 2016. Execution of the project by July 2016 On a quarterly basis When update is needed On a quarterly basis TCs are being asked to update the fiches belges, once the EIO has entered into force in their MS. Implemented. Online as of 7 July 2016. Implemented. The latest check took place in October 2017. Implemented. Ongoing. Disclaimers published in the Atlas and Fiches Belges for a few countries. Implemented. Ongoing. 3
the data concerning their Member State available in the Judicial Library (1.6.2.2) 11. EJN-Eurojust Joint Paper (2.1.1 2.1.3) 12. Organisation N Presidencies meetings and permanent consultation between the EJN Secretariat and the EJN Presidency Board, and with Eurojust, including Joint Investigation Teams (JIT) Network and Genocide Network EJN/Eurojust casework Joint Paper elaborated, translated and published in both Eurojust and the EJN websites. Possible further improvement of the Joint Paper to be considered depending of the outcome of the workshops to be organised during the 46 th plenary meeting of the EJN in June 2016. Improvement of Judicial Cooperation EJN Presidency Board, EJN & LM Team On the occasion of the EJN meetings 1, EJN Presidency Board meetings have been organised. Cooperation with the JITs Network 1 4 per year: Plenary meetings (2), Regular meeting (1) and National Correspondents meeting (1). 2015 Implemented Implemented. Ongoing. 4
Secretariats (3.1.1) Careful selection of topics for the EJN Plenary meetings and for topics for meetings arranged by Eurojust on the basis of consultations (3.1) Secretariat and Genocide Network Secretariat has been established.; In order to identify meetings where the participation of the EJN would be suitable, the EJN Secretariat will make proper use of the information available to the Heads of Units and Services concerning the EJ College agenda and meetings highlights, EJ Presidency teams minutes, as well as of the EJ College calendar. The EJN Secretariat will bring the issue of involving the EJN when they deem the participation of the EJN as an added value to the for further action. The members of the will raise awareness 5
among the other EJ College teams and the Eurojust units, services and secretariats of the need to assess the opportunity of involving the EJN in the events they plan to organise, on a case by case basis. In addition, it should be considered to insert in the future Eurojust policy for meetings a paragraph concerning a recurrent practice of using the opportunity of involving the EJN in the planning of meetings organised by Eurojust. On the other hand, the EJN Secretariat will keep Eurojust informed, via de EJN & LM Team, of the events planned to be organised by the EJN and their topics of Pending 6
13. Allocating budget for financial support to regional and national meetings (3.2.1) 14. Drafting minutes of all EJN Meetings (3.3.1) interest for Eurojust (e.g. EIO Directive). The Secretary to the EJN may be invited to attend the meetings of the Chairs of the EJ Teams when the agenda so requires. The College Secretariat shall take the appropriate measures in this respect. EJN Secretariat The budget to be allocated each year is discussed in the National Correspondents meeting and decided in the Plenary meeting of the 2 nd Semester. EJN Secretariat Following every EJN meeting, minutes are drafted and disseminated. Inviting the Contact Points EJN Contact to present recent Points developments or case work in their Member States Implemented. Ongoing. In the 2017 budget, the amount allocated to regional and national meetings was 50 000 EUR. Implemented. Ongoing. 15. Organising a tour de table on operational aspects in the EJN On annual basis Implemented. Ongoing. A tour de table took place regular meetings (3.4.1) at the 38 th Regular meeting on 22 February 2017. 16. Collecting the information EJN Secretariat The information presented 2016-2017 + Implemented. Ongoing. 7
obtained at the regular meeting for the drafting of the Report on activities and management of the EJN (3.4.2) 17. Delivering presentations on EJN by the EJN Secretariat representatives or EJN contact points in training seminars on judicial cooperation in criminal matters (4.1.1) EJN Contact Points by the Contact Points at the regular meeting will be collected and used when drafting the Report. Raising awareness EJN Contact points delivered presentations on the EJN in six seminars EAW and MLA simulations organised in 2015 under the Criminal Justice I Project of the EJTN; In the same way, 4 EJN CPs are representing the EJN in 4 EJTN seminars held in 2016. Implemented regarding 2015 and 2016. Ongoing 2017. 18. Promoting EJN in events organised by partners (4.1.2) 19. Organising seminars on international judicial cooperation and legal language (4.1.3) EJN Contact Points EJN Contact Points The EJN Secretariat and EJN Contact Points participate in events organised by partners, such as SEEPAG, EJTN, IberRed, and Commonwealth Network. The 6 th Legal language training was organised on 21-25 September 2015, in Trier, in cooperation with Implemented regarding 2016. Ongoing 2017. Implemented regarding 2015, 2016 and 2017. 8
20. ly updating the news section of the EJN website (4.3) 21. Ensuring collection of relevant information for the Report on activities and management of the NC, TC NC, EJN Contact Points the Academy of European Law (ERA). A slot of 10 places for EJN Contact Points was reserved in the EJTN Language training on the vocabulary of judicial cooperation in criminal matters:, Luxembourg, 4-8 July 2016. The EJN language training 2017 was organised in April 2017. The EJN Secretariat is monitoring the relevant information of interest for practitioners on judicial cooperation in criminal matters, prepares and publishes news. The National Correspondents and Tool Correspondents have been asked to provide contributions on a regular basis. Statistics A request to fill in the statistics templates is sent from the EJN Secretariat to Implemented. Ongoing. Implemented regarding 2015 and 2016. 9
EJN, regarding the section on criminal policy issues (5.1.4) 22. Drafting the Report on activities and management of the EJN in 2013-14 (6.2.2) the NCs at the beginning of January each year (deadline 5 February). Other reports submitted by the EJN Contact Points are used as well (e.g. from regional and national meetings). Functioning of the Contact Points NC, EJN Contact Points The Report was elaborated by the EJN Secretariat in 2015 and approved by the EJN., see infra 47. Planning and management A new online tool for reporting was introduced on 1 January 2017, see infra 40. Implemented. Printed in English and French and submitted to the EU institutions, the EJN and EJN partners etc. 10
23. Measures on work planning and management of the EJN (foreseen for the actions 7.1. to 7.4.) EJN Presidency Board EJN Presidency Board meetings 2 organised as foreseen (7.1.1.); At the 44 th and 45 th plenary meetings, the Trio +1 format was implemented (7.1.2., 7.3.1); moreover at the end of 2015 it was decided to change the Trio format to the EJN Presidency Board (set up as from 2016); The EJN Presidency Scoreboard is regularly updated (7.2.1); Proper communication established with relevant units within Eurojust (7.4.1.); Meeting between the EJN Presidency Board and Eurojust Presidency Team, Once per year, normally in connection to the EJN Regular meeting held in February at Eurojust premises. Implemented. Ongoing. 2 4 per year: Plenary meetings (2), Regular meeting (1) and National Correspondents meeting (1). 11
Part II 24. Establishing a working methodology with a view of ensuring permanent update of all sections of the website (1.4.1) Measures to be implemented on short and medium term NC+TC EJN Website Creation of an online monitoring tool for the update of the information on the EJN website 2nd Semester 2017 (+) The online monitoring tool created by the EJN Secretariat to be approved by the EJN. 25. Establishing a communication flow with the Commission with of view of receiving update on the status of implementation of relevant EU legal instruments (1.6.2.1) 26. Sending a questionnaire to CP and TC to identify the functionalities of the website they wish to be improved (1.1.1.5). Analysing the user-friendliness of each tool and implement needed improvements (1.1.2.2) 27. Filling in the library with relevant case law and case law analysis provided by Eurojust (1.6.1.1) Commission EJN Secretariat Agreement on the working methodology Elaborating a questionnaire and send it to the EJN CPs and TC. Eurojust to decide on the principles for which case law analysis could be shared and published on the EJN website. 2017 (+) Further discussions needed with the Commission to ensure that the accurate information is reaching the EJN Secretariat. 2018 Pending 2017 (+ ) Pending 12
28. Taking the appropriate measures to improve the technical functionalities of the library (1.6.1.2.) 29. Assigning the EJN working group on e-justice with the task of taking account making the website more user-friendly (1.1.1.4) 30. Organising joint workshops EJN Eurojust and sharing information (2.2.1) 31. Evaluate together with Eurojust on the use and usefulness of the Joint Paper. (2.1.4.). Collection, translation in English, and dissemination of national guidelines on distribution of cases between Eurojust and the EJN ( 2.4.1) EJN Secretariat Reorganisation proposal elaborated by the EJN Secretariat; Project entrusted to the EJN s contractor. EJN Working group on e- Justice Analysis by the EJN e- Justice working group. 2017 The new version of the Library will be launched in November/December 2017 TBD EJN/Eurojust casework EJN Secretariat. EJ/OPS Drafting discussion papers; Organising the workshops. Discussions in the EJN & LM Team ; Discussions within the EJN and Joint Working Group meetings EJN/Eurojust The Joint Paper is undergoing a revision following the outcome of the 46 th plenary meeting of the EJN in June 2016; Eurojust (OPS) collects Preparation by March 2016; Meeting 7-9 June 2016. On annual basis. 2017 Pending Implemented Ongoing. A draft has been elaborated in October 2017 to be further processed with in the EJN and Eurojust. Partly implemented. 13
32. Report outcome of the EJN/EJ workshops at the EJ NCE meeting (2.2.2) 33. Collect practices on distribution of cases between Eurojust and the EJN identified in the Reports of the sixth round of mutual evaluations and disseminate them among EJN and Eurojust (2.3.1 and 2.3.2.) 34. Constant consultation of the contact points on topics of interest for the EJN meetings (3.3.4) EJ/OPS and keeps record of the national guidelines. Eurojust (OPS) has collected 8 national guidelines/ legislation on criteria for distribution of cases between EJN and Eurojust. TBD TBD Awaiting next NCE meeting after the joint workshops. A proposal for a project was submitted as a Joint EJ/EJN Briefing note in June 2017. The Briefing Note was approved by Eurojust in September 2017. The project will benefit from an analysis made by the EJN Secretariat about best practices from the 28 Member States evaluation reports. Improvement of Judicial Cooperation EJN Secretariat Via e-mail; At the EJN meetings. 2018 The Joint EJ/EJN project as described in the Briefing Note to be launched. 2016 (+) Ongoing 14
35. Extracting the main findings of the plenary and regional meetings and publication in the website, in English and French versions (3.3.2) 36. Establishing a working method on the information provided to Eurojust by the EJN and the information provided to EJN by Eurojust (regarding best practices, operational aspects of interest for judicial cooperation etc. (3.5) EJN Secretariat Analysis of the reports from the meetings, extracting and publishing the main findings Pending - On the EJN side, the EJN Secretariat will send to Eurojust the reports of the meetings, including the findings mentioned in point 35 above to the Office of the President and the. The EJN Newsletter is distributed to the EJ National Desks; - On the EJ side, the outcome reports of meetings organised by EJ adopted by the College, are available for the EJN Secretariat on the Eurojust Intranet and through the sending of the reports by the College Secretariat to the Heads of Units and Services to the extent these reports may be shared. 2016 (+ ) Ongoing 2016 (+) Ongoing 15
37. Liaising with Eurojust in order to streamline presentations and determine the arrangements for roadshows (4.4.1) Raising awareness A. Presentations - The EJN Secretariat to propose what information on EJN should be included in the EJ presentations and from the EJ side what information about EJ to give in EJN presentations - EJN Secretariat to get in contact with Press & PR of EJ about existing presentations and the improvement of them; 2016 (+) A. The EJN Secretariat and the Press & PR Service work together on updated presentations. The EJN & LM team of EJ and the EJN Working Group on the Sixth round of mutual evaluations are being consulted. B. Roadshows B. Pending - implementing at the level of all organising national desks the good practice of presenting/inviting the EJN in the EJ roadshows; in addition, it should be considered to insert a paragraph in this respect in the Eurojust policy on the roadshows; - EJN Contact Points should 16
be contacted and asked to assist with the presentation of the EJN and of its tools during the roadshows (with support provided by the EJN Secretariat and the respective EJN National correspondent, when the national correspondent does not participate himself/herself). 38. 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 (4.4.2) 39. Strengthening ties between the EJN and the Eurojust websites (4.4.3) To be corroborated with point. 37 (presentations) and 39 (websites) respectively. The EJN Secretariat to get in contact with Press & PR Service for the improvement of the information on the EJN and EJ websites. The EJN Secretariat to liaise with LS on which EJ documents etc. could be 2017 See point 37 and 39 2017 (+) The EJN Secretariat and the Press & PR Service work together on the information about EJN and EJ on the respective websites. The EJN & LM team and the EJN Working Group on the Sixth round of mutual evaluations are being 17
40. Revising the methodology of collecting statistics on the activities of the EJN (5.1) EJN Secretariat uploaded on the EJN website (See also Point 27 above.) Statistics Preparing a proposal on revision of templates for submitting the statistics (5.1.1.); 2 nd semester 2016 consulted. The new online tool for collecting and reporting the statistics is online as of 1 January 2017. Discussion and approval of the mentioned proposal (5.1.2.); 8 th NCM, October 2016 41. Collect available basic requirement for the designation as EJN Contact Points from the 28 reports (6.1.b). Sending a letter on criteria for the appointment of the national correspondents, contact points and tool correspondents (6.1.a) Monitoring at national level via the national correspondents (5.1.3.) 2017 Functioning of the Contact Points EJN Secretariat A letter will be elaborated by the recalling the criterion approved by the EJN under the German Presidency in 2007 + taking into account requirements from the reports. 2018 Pending 18
Part III Measures to be implemented on long term 42. Continuing to improve the backoffice of the website (1.4.1.2.) 43. Translation of the website in all EU official languages (1.5.1.) EJN Secretariat EJN Secretariat +TC+NC, Commission EJN Website Continuous improvements and bug-fixing. Subject to budget availability, translated by the EJN Secretariat and proof-read by TC/NC. (1.5.1.1.); By the European Commission s translation services, once the website will be migrated in the European e-justice Portal (1.5.1.2.). 2018 2018/2019 Implemented. The current back-office is updated and can be considered userfriendly. Discussion on the principles and method for translating the website at the EJN Tool Correspondents and National Correspondents meetings in 2017. As a result of further discussions between the EJN, the Commissions and Council/e-Justice in 2017, the migration of the EJN website is an open option. A decision about the migration is expected to be taken by the EJN in the 19
44. Making use of the recommendations raised in the EJN meetings when drafting the Report on activities and management of the EJN (3.3.3) 45. Drafting, proofreading, production and dissemination of brochures/leaflets (4.2.1) 46. Considering making promotion video materials on EJN and Eurojust and disseminating them on the intranet sites of the Improvement of Judicial Cooperation EJN Secretariat Analysis of the conclusions of the EJN meetings and making use of them when drafting the Report Raising awareness EJN Secretariat Revising the existing materials, updating them, publishing and disseminating the new materials; The EJN Secretariat will make a video on how to use the EJN tools on the EJN website. An EJN Policy for making awareness of the EJN was adopted by the EJN in February 2017. Liaise with the Press and PR Service to determine the possibilities of making promotional 2018 (+, when necessary) 2017 course of 2018. Pending 2018 Pending 20
national authorities (4.4.4) 47. Drafting the Report on activities and management of the EJN in 2015-2016 (6.2.2) 48. Performing a peer evaluation of the EJN (6.3) video materials. Functioning of the Contact Points with input from the EJN Contact Points EJN Contact Points The EJN Contact Points submit their summaries of activities for 2015 by 5 February 2016 and for 2016 by 5 February 2017; The Report drafted by the EJN Secretariat was approved by the EJN in August 2017. TBD (e..g. elaboration of a questionnaire) First semester 2017 The proofread and edited Report will be issued in October/November 2017 2018/2019 Pending 21