Submission of a complaint to ECB
1. Before any party can submit a complaint to ECB, it has to try to settle the issue on a local level.
2. Complaining parties have a responsibility to raise complaints with appropriate local parties within one month of the date of the alleged violations. ECB shall automatically accept arbitration of cases where parties started negotiation/communication with each other on disputes within one month of the violation. However, ECB chair shall have discretion in accepting or rejecting arbitration of cases where communication between
3. If the parties involved cannot reach a mutual agreement within one week period on a local level, it is advised that the situation be brought forth to ECB.
The following steps must be followed to submit a complaint to ECB:
1. The complaining party (LC or Intern) shall contact ECB with initial complain on Exchange Standards by writing an email to ECB of their entity. ECB contact email shall be accessible on the entity website. ECB shall support the complaining party in filling in the Official Case Application Package (please refer to Article 3.6.3.) within one week after official complaint is received. If no reply within one week or contact not found, please refer to [email protected].
2. Application package must contain LC to LC correspondence where ECB can find that mutually acceptable solution could not be found.
3. Application package should contain all proof of acclaimed XPP violations which can include but not limited to: receipts, flight tickets, examples of communication, OP/EP ANs, pictures etc.
4. ECB has the right to request that documents are notary translated
5. Along with this, ECB and EP must sign the last paragraph of the Official Case Application, ECB will inform the relevant counter entity of the complaint by submitting Official Case Application Package.
6. ECB of counter entity has one week to submit answer to the case by filling in Official Case Application which was sent to them, notice the following:
6.1. In case ECB of a counter entity does not submit Official Case answer within one week and also didn’t ask for prolonging the deadline for valid reasons, ECB who filed a case automatically continues the procedure assuming that there are no arguments against from counter Entity. In this case counter entity cannot make an appeal to ICB, unless they can provide proof that the Case Application was not received.
6.2. The respondent may also file a claim against the original claimant. Such counter-claims must include the same information originally submitted by the claimant.
6.3. Once the above information is gathered, ECB will email the entities with any requests for required additional information. All information must be submitted within one (1) week from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ECB e-mail address.
6.4. In case of an emergency or when basic living conditions of an intern do not fulfil the standards (for example lack of
accommodation, lack of salary) case can be solved only by ECB Chair and ICB Chair within 48h.
2. Complaining parties have a responsibility to raise complaints with appropriate local parties within one month of the date of the alleged violations. ECB shall automatically accept arbitration of cases where parties started negotiation/communication with each other on disputes within one month of the violation. However, ECB chair shall have discretion in accepting or rejecting arbitration of cases where communication between
3. If the parties involved cannot reach a mutual agreement within one week period on a local level, it is advised that the situation be brought forth to ECB.
The following steps must be followed to submit a complaint to ECB:
1. The complaining party (LC or Intern) shall contact ECB with initial complain on Exchange Standards by writing an email to ECB of their entity. ECB contact email shall be accessible on the entity website. ECB shall support the complaining party in filling in the Official Case Application Package (please refer to Article 3.6.3.) within one week after official complaint is received. If no reply within one week or contact not found, please refer to [email protected].
2. Application package must contain LC to LC correspondence where ECB can find that mutually acceptable solution could not be found.
3. Application package should contain all proof of acclaimed XPP violations which can include but not limited to: receipts, flight tickets, examples of communication, OP/EP ANs, pictures etc.
4. ECB has the right to request that documents are notary translated
5. Along with this, ECB and EP must sign the last paragraph of the Official Case Application, ECB will inform the relevant counter entity of the complaint by submitting Official Case Application Package.
6. ECB of counter entity has one week to submit answer to the case by filling in Official Case Application which was sent to them, notice the following:
6.1. In case ECB of a counter entity does not submit Official Case answer within one week and also didn’t ask for prolonging the deadline for valid reasons, ECB who filed a case automatically continues the procedure assuming that there are no arguments against from counter Entity. In this case counter entity cannot make an appeal to ICB, unless they can provide proof that the Case Application was not received.
6.2. The respondent may also file a claim against the original claimant. Such counter-claims must include the same information originally submitted by the claimant.
6.3. Once the above information is gathered, ECB will email the entities with any requests for required additional information. All information must be submitted within one (1) week from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ECB e-mail address.
6.4. In case of an emergency or when basic living conditions of an intern do not fulfil the standards (for example lack of
accommodation, lack of salary) case can be solved only by ECB Chair and ICB Chair within 48h.
ECB decisions and follow up
1. ECB shall hand down decisions with recommendations for solutions of the case within 1 week of receiving all information.
2. The solution provided by ECB is never obliged to include a financial compensation component, and is always subject the interpretation of the XPP by ECB.
3. Solution should be provided due to the Official Case Solution. Official Case Application should be send to ECB of counter entity and ICB ([email protected]). ICB is responsible to track follow up and/or reimbursement procedure.
4. ECB is taking into consideration expectations of compensation submitted with the case and has the jurisdiction to decide on the amount and type of any applicable financial compensation. ICB will revise it after receiving Case Solution and has the final decision on the amount reimbursed and follow up actions.
5. Financial compensation as a final solution may consist of the following categories prescribed by ECB according to particular case details, XPP policies violated and proofs submitted:
OP/ EP fee;
Travel Expenses;
Travel Insurance;
Visa Expenses;
5. Additional Expenses incurred by any party caused by XPP violation by another party.
6. In case of financial compensation, the complaining party is given up to one week to create an invoice. Fined party has up to one month to proceed with the payment after receiving invoice.
7. In case the entity fails to pay the fine amount within the timeline set by ICB, AI should automatically pay this sum from its funds and record it as loan for the owning entity in their entity balance.
8. If the internship in question is continuing at the time of complaint, ECB will inform ICB and provide an intermediate recommendation for immediate steps to address the situation within 2 days of receiving all the necessary information. ECB shall not be bound by this recommendation in forming its final decision.
9. Entities will be responsible for sending a report to ICB about implementation of the solutions handed down within 1 month of the case being solved. In cases of ongoing cases, parties will be required to submit updates to ICB once every week until progress towards the solution is complete.
10. Any personal details of individuals involved will be redacted from case solutions at time of publish.
2. The solution provided by ECB is never obliged to include a financial compensation component, and is always subject the interpretation of the XPP by ECB.
3. Solution should be provided due to the Official Case Solution. Official Case Application should be send to ECB of counter entity and ICB ([email protected]). ICB is responsible to track follow up and/or reimbursement procedure.
4. ECB is taking into consideration expectations of compensation submitted with the case and has the jurisdiction to decide on the amount and type of any applicable financial compensation. ICB will revise it after receiving Case Solution and has the final decision on the amount reimbursed and follow up actions.
5. Financial compensation as a final solution may consist of the following categories prescribed by ECB according to particular case details, XPP policies violated and proofs submitted:
OP/ EP fee;
Travel Expenses;
Travel Insurance;
Visa Expenses;
5. Additional Expenses incurred by any party caused by XPP violation by another party.
6. In case of financial compensation, the complaining party is given up to one week to create an invoice. Fined party has up to one month to proceed with the payment after receiving invoice.
7. In case the entity fails to pay the fine amount within the timeline set by ICB, AI should automatically pay this sum from its funds and record it as loan for the owning entity in their entity balance.
8. If the internship in question is continuing at the time of complaint, ECB will inform ICB and provide an intermediate recommendation for immediate steps to address the situation within 2 days of receiving all the necessary information. ECB shall not be bound by this recommendation in forming its final decision.
9. Entities will be responsible for sending a report to ICB about implementation of the solutions handed down within 1 month of the case being solved. In cases of ongoing cases, parties will be required to submit updates to ICB once every week until progress towards the solution is complete.
10. Any personal details of individuals involved will be redacted from case solutions at time of publish.
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