STEP HANDBOOK - The European Law Students' Association
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STEP HANDBOOK
TABLE OF CONTENTS
ACKNOWLEDGEMENT ........................................................................................................................ 4
FOREWORD ............................................................................................................................................... 5
GLOSSARY .................................................................................................................................................. 6
1. Introduction to ELSA ......................................................................................................................... 7
2. Introduction to Student Trainee Exchange Programme (STEP).................................................. 8
2.1. History of STEP .......................................................................................................................... 8
3. Important documents .......................................................................................................................... 9
3.1. Internal regulations ...................................................................................................................... 9
3.2. Documents.................................................................................................................................... 9
3.3. Handbooks & Manuals .............................................................................................................10
3.4. Other useful tools ......................................................................................................................10
4. Communication ..................................................................................................................................11
4.1. With whom to communicate....................................................................................................11
4.1.1. Local Board/National Board – Local/National STEP Team ....................................11
4.1.2. Local Board - Local Board ...............................................................................................11
4.1.3. Local Board - National Board .........................................................................................11
4.1.4. National Board - Local Board .........................................................................................11
4.1.5. National Board - National Board ....................................................................................11
4.1.6. National Board – ELSA International............................................................................12
4.2. Means of communication .........................................................................................................12
4.2.1. STEP mailing list ...............................................................................................................12
4.2.2. Slack .....................................................................................................................................13
4.2.3. Facebook Group................................................................................................................13
5. STEP Cycle .........................................................................................................................................14
5.1. STEP Calendar ...........................................................................................................................15
6. Job Hunting.........................................................................................................................................17
6.1. Documents related to Job Hunting .........................................................................................17
6.2. Procedure ....................................................................................................................................17
6.2.1. Database..............................................................................................................................17
6.2.2. Getting the traineeship .....................................................................................................17
6.2.3. Penalties ..............................................................................................................................19
6.3. Tips ..............................................................................................................................................20
6.3.1. Writing email ......................................................................................................................20
2|Page6.3.2. Filling in the TSF ...............................................................................................................22
6.3.3. Statistics...............................................................................................................................23
6.3.4. Arguments to the most common objections .................................................................23
7. Student Hunting .................................................................................................................................29
7.1. Documents related to Student Hunting .................................................................................29
7.2. STEP Application Procedure ...................................................................................................29
7.2.1. Filling in SAF .....................................................................................................................29
7.2.2. After filling in SAF ............................................................................................................30
7.2.3. Importance of marketing ..................................................................................................31
8. Reception .............................................................................................................................................32
8.1. Preparation ..................................................................................................................................32
8.1.1. For Trainees .......................................................................................................................32
8.1.2. For Traineeship Providers ................................................................................................33
8.2. Integration ...................................................................................................................................33
8.2.1. Arrival day - the big day....................................................................................................33
8.2.2. First day at work ................................................................................................................33
8.2.3. First week in the new city .................................................................................................33
8.2.4. Social and Cultural Programme .......................................................................................34
9. Evaluation ...........................................................................................................................................35
10. Transition ........................................................................................................................................36
10.1. General transition ..................................................................................................................36
10.2. Area transition ........................................................................................................................36
10.3. Tips ..........................................................................................................................................37
10.4. If you didn’t receive a proper transition .............................................................................37
11. Contact Information ......................................................................................................................38
3|PageACKNOWLEDGEMENT
STEP Workshop at the ICM in Lviv, spring 2018
This Handbook was created by:
Mirko Duković Annamari Mannikko
Vice President STEP Director STEP
ELSA International 2009/2010 ELSA International 2009/2010
Updated by:
A. Elif Yildirim Malin Andreasson
Vice President STEP Director STEP
ELSA International 2010/2011 ELSA International 2010/2011
Irakli Samkharadze Claudio Piombo
Vice President STEP Director for Student Hunting
ELSA International 2011/2012 ELSA International 2011/2012
Dena Dervanović Dariia Oliinyk
Vice President STEP Director for Student Hunting
ELSA International 2012/2013 ELSA International 2012/2013
Dariia Oliinyk Working Group on the STEP Handbook
Vice President STEP Head of the WG: Šárka Dimitriadisová (VP
ELSA International 2014/2015 STEP of ELSA Czech Republic)
Aneta Korcová Barlascan Alphan
Vice President STEP Vice President STEP
ELSA International 2017/2018 ELSA International 2018/2019
4|PageFOREWORD
Dear STEP Officer!
Firstly, welcome to the STEP-family! The fact that you are reading this Handbook means that you
have made excellent choices in ELSA and became a STEP Officer. The Student Trainee Exchange
Programme is one of the areas in ELSA that highly demands a structured line of work, excellent
writing and communication skills, deep knowledge of the ELSA and legal procedures, motivation
and dedication, and that, in return, gives an abundant reward for changing or contributing one
other person’s life.
ELSA International updates the Handbook on a yearly basis due to the fact that STEP is constantly
growing, improving and changing. In STEP, stagnation is not an option. We, STEP officers always
learn from our past, become contemporary and aim for the future!
Alongside the Handbook, remember that communication is a must for a STEP officer and thereof
actively using our STEP network as well. We are all dependant on each other’s work which makes
us a one big family and families help and support each other whatsoever. There are over 300 STEP
officers throughout Europe, who are facing the same issues and questions you might have.
Therefore, do not be afraid to share your experiences, cooperate with each other or ask for help.
We will be always there for each other!
I personally also would also like to thank my predecessor, Vice President for Student Trainee
Exchange Programme of ELSA International 2017/2018, Aneta Korcova, who help me
immensely updating this Handbook after many years.
We hope you will use this Handbook efficiently and find it as informative and helpful as we do. In
Handbook you may find everything in detail, tips and tricks that you are looking for in STEP. If
not, please do not hesitate to contact us. We are at your disposal anytime.
Enjoy your read and take our association one STEP further!
Barlascan Alphan
Vice President for Student Trainee Exchange Programme
ELSA International 2018/2019
5|PageGLOSSARY
DB Decision Book
EF Evaluation Form
EI ELSA International
IB International Board
ICM International Council Meeting
IFP International Focus Programme
IPM International Presidents’ Meeting
KAM Key Area Meeting
LB Local Board
LG Local Group
MKT Marketing
NB National Board
NCM National Council Meeting
NG National Group
OC Organising Committee
OYOP One Year Operational Plan
SAF Student Application Form
SAM Supporting Area Meeting
SotN State of the Network Report
SSO Statutes and Standing Orders
STEP Student Trainee Exchange Programme
TA Traineeship Agreement
TEF Trainee Evaluation Form
TN Traineeship
TPI Traineeship Provider´s Interface
TSF Traineeship Specification Form
VP Vice President
WM Working Materials
WS Workshop
6|Page1. Introduction to ELSA
ELSA (The European Law Students' Association) is the world's largest independent law students'
association. It is an international, independent, non-political, non-profit organization run since
1981 by and for students. Its members are students and recent graduates who are interested in
academic and personal excellence. ELSA offers law students a perfect platform to develop their
existing skills, acquire new skills and meet fellow students and legal professionals throughout
Europe.
ELSA's activities fall into three key areas; Seminars and Conferences (S&C), Academic Activities
(AA) and the Student Trainee Exchange Programme (STEP).
Vision
A just world in which there is respect for human dignity and cultural diversity.
Purpose
To contribute to legal education, to foster mutual understanding and to promote social
responsibility of law students and young lawyers.
Means
To provide opportunities for law students and young lawyers to learn about other cultures and
legal systems in a spirit of critical dialogue and scientific co-operation.
To assist law students and young lawyers to be internationally minded and professionally skilled.
To encourage law students and young lawyers to act for the good of society.
7|Page2. Introduction to Student Trainee Exchange Programme (STEP)
The Student Trainee Exchange Programme (STEP) is one of the key areas of ELSA which enables
law students and young lawyers to spend a period of time working abroad in a law related area,
thus introducing them to a different legal system and enabling them to gain valuable professional
experience. ELSA supplements the traineeship schemes of law firms, companies, banks,
universities, public and private institutions and provides suitable trainees for both short- and long-
term placements. Traineeships can last between two weeks and two years.
2.1. History of STEP
The Student Trainee Exchange Programme has been a part of ELSA since 1984, when the first
three traineeships were organized. Since then, the expansion of the programme has been rapid and
successful.
STEP has developed widely during the many years of ELSA. In the very first form of STEP, Job
Hunting and Student Hunting were finished before the International Council Meetings, where the
Matching process took place. In the late 1980’s this was considered to be very challenging because
of the large amount of traineeships and applicants. Nevertheless, the programme was working one
way or another. In 1994 the ELSA House was founded and all of the members of ELSA
International were able to work under one roof. Still, despite all of the technical developments and
the growing know-how, the Vice President STEP of ELSA International was not able to handle
the amount of traineeships and applications.
The solution to improve STEP was a book, today called Newsletter that included all of the available
traineeships. The book was distributed to all STEP officers.
Additionally, new forms were introduced, for example the Flexibility Sheet (which was a STEP
form which enabled students to choose up to three traineeships they were applying for, in order of
their preferences. Nowadays, the flexibility sheet is a part of the online Student Application Form.)
The new solution was the ELSA Online system, which was designed to solve a lot of problems.
Unfortunately, this was not the case and after a couple of years of using this system, it collapsed
due to the technical difficulties. Thus, ELSA International, together with the Network, decided to
get back to the “old” system of matching until the new online system is created.
Nowadays, STEP continues to be seen as an attractive, practical and rewarding programme that
extends to 44 member countries. The evolvement of STEP has never stopped and with the
cooperation of all the active and motivated STEP officers, it will remain a working key area of
ELSA.
8|Page3. Important documents
3.1. Internal regulations
• International Council Meeting Decision Book
The DB is an official record of all decisions currently in force taken by the Council. The
STEP related part of the DB includes important regulations concerning the STEP
procedure, STEP responsibilities for officers and applicants, and the Penalty System.
Check the External relations part of DB as well.
• Statutes and Standing Orders
The SSO consists of the decisions of the International Council. SSO is a general document
which is like a “Constitution” of ELSA. It clearly defines the scope of the association,
articles for members and observers, finance and dissolution of the association, giving all
the instructions for the basic work of ELSA.
Can be found on https://officers.elsa.org/im/#1487258933436-bfcf6cda-c09c.
3.2. Documents
• Traineeship Specification Form
In the TSF the traineeship provider specifies the offered traineeship. The contract between
the traineeship provider and ELSA hosting group is a part of this form.
• Student Application Form
The SAF should be filled and submitted by an applicant at step.elsa.org. The applicant
specifies up to three traineeships he/she want to apply for, as well as their skills, CV and
Motivation Letters.
• Agreement
The TA is a formal agreement between the traineeship provider and the trainee. In
countries where entering such an agreement involves extensive bureaucratic proceedings
or where it is illegal, it is possible to use simplified version of the TA (Traineeship
Confirmation).
• Trainee Evaluation Form
The TEF is an evaluation form which has to be filled by the trainee within four weeks after
the end of the traineeship in order to receive the STEP Certificate.
• Evaluation Form
The EF is filled out by the traineeship provider after the end of the traineeship. It can be
filled out together with the traineeship provider at the personal meeting after the end of
the traineeship. After filling out the EF traineeship provide can also receive STEP
Certificate
9|Page• Privacy Policy
STEP needs to comply with the Privacy Policy regarding data protection.
3.3. Handbooks & Manuals
• STEP Handbook
The one you are enjoying reading right now!
• STEP Tutorial
STEP Tutorial contains brief explanation of STEP and shows the ways of cooperation with
other areas.
• STEP Calendar
STEP Calendar states the main deadlines during one year which need to be respected by
the whole Network.
• Manuals for using the new STEP Online System
• How to upload TSF Manual
• How to approve SAF Manual
• How to add/edit Local Group´s account (just for National STEP Officers)
• Traineeship Providers’ Manual
• STEP Coaching Strategy, External Communication
STEP Coaching Strategy explains how the cooperation between ELSA International and
national groups should work.
3.4. Other useful tools
• Statistics
• Useful presentations
• Marketing Materials (templates, Media Card)
Can be found on https://officers.elsa.org/step/#1486904937933-7e236233-05d1.
10 | P a g e4. Communication
One of the things that make ELSA unique is the Network, especially when comparing with other
local or national law students’ associations. When working within the STEP area, keep in mind that
there are other Local and National VPs STEP in the Network, probably working with the same
tasks and facing the same challenges. Use the Network to get help, ideas and inputs to improve
your work.
4.1. With whom to communicate
4.1.1. Local Board/National Board – Local/National STEP Team
Some of the local and national VP STEPs have their directors and helpers in order to distribute
workload put on the himself/herself. If the local VP STEP works with a team, some certain
communication rules must be followed. A certain platform (Mail, Slack, Whatsapp, Facebook
Group or Messenger, etc.) needs to be established to assign tasks, maintain professionalism and
communication within the team, thereinafter regular follow-ups must be done by the local/national
VP STEP to ensure whether the assigned tasks are done well or in due time.
4.1.2. Local Board - Local Board
As a local STEP officer, it is also important to keep in touch with the other local STEP officers in
your country. It is important to communicate about the problems you are facing, achievements to
share or simply as a part of the team to ask for inputs in different tasks you have. The easiest and
most fun way to get in touch with the other local officers is of course by attending the NCM. Try
to create a communication stream and keep it going. You can for example create a mailing list, set
up a Facebook group, have Skype meetings or simply call by phone. Try to meet up with the other
local officers outside of the NCMs as well!
4.1.3. Local Board - National Board
LG needs to give regular feedback to their NG and provide them with all the necessary information
and data. In case of any doubts or problems, LG should directly consult NG in order to tackle the
issue faster and accurate.
4.1.4. National Board - Local Board
On the national level it is very important to keep track of all the LGs and their work. Be there to
support, help, push forward and give positive and constructive criticism. A possible way of
communication is to make a mailing list or a Facebook group. It is also very useful to meet Local
STEP Officers in person. You can meet them on NCM, travel to respective cities or organise
meeting for them.
4.1.5. National Board - National Board
It is also very important to communicate with the other National Groups in the Network, as
internationality is the essence of ELSA. Most of the officers are facing the same problems and you
can help each other. Examples of communication among the National STEP Officers are
11 | P a g eICMs & NCMs. The National STEP Officers from different countries have the chance to meet
each other, to get to know them better and to exchange ideas during the ICMs and NCMs of a
country when they are open to international guests.
4.1.6. National Board – ELSA International
ELSA International should be regarded as the “communication junction”. To be able to
communicate the happenings of the Network to Local and National Groups from other ELSA
countries, ELSA International is depending on getting information from them.
Whenever you should need assistance, you can contact your Coaching team. From the beginning
of your term there will be one person from STEP Team of ELSA International as a coach which
will help you with everything you need. In case of need you can also contact the VP STEP of ELSA
International directly. ELSA International is always there for you!
4.2. Means of communication
4.2.1. STEP mailing list
The STEP list is a mailing list to which all National STEP Officers should be subscribed to. There
is also possibility to be subscribed as Local STEP Officer. This mailing list is only used for STEP
related information. You can subscribe to it by sending an email to VP STEP ELSA International,
explaining that you are a National STEP officer and that you would like to be subscribed to the
ELSA STEP mailing list. If you are Local STEP officer, contact your National STEP officer to
write the email for you. The list is also open for members within the Network with special interest
in the field of STEP.
Only national officers are entitled to write to the list, but if you as a local want to say something,
say it to your national and they can do it.
4.2.1.1. How to use STEP mailing list
When you want to send a message to all the STEP officers, who are on the STEP list, write to
ELSA-STEP@listserv.elsa.org. Remember that when you reply to a message from the STEP list,
the reply is sent to the whole list.
You should only send emails that concern or should be interesting to a large number of subscribers.
If your email only concerns a specific person, e.g. an answer to a question from the VP STEP of
ELSA International, please send your email directly to the interested person. To answer VP STEP
of ELSA International, it is better to write to the VP personally instead of answering to the list.
Although, when you send your activity report or something similar, it is very good to use the list,
so that the other officers can be inspired and updated.
Avoid sending large files to the list as this might block some receivers’ mailboxes. If possible, use
links to documents instead.
4.2.1.2. Examples of when to use the mailing list
● If you have information for the Network about an event organised in your country;
● If you want inputs from other STEP officers on your ideas and/or problems;
12 | P a g e● If you want to discuss proposals before the ICM;
● If you want to discuss the direction and development of different STEP related matters.
4.2.2. Slack
Slack is a communication tool which is used to communicate between National STEP Officers and
ELSA International and National STEP Officers directly with each other. You should receive the
log in information for your National Group from your predecessor. In case you do not have it,
please contact VP STEP ELSA International.
4.2.3. Facebook Group
Facebook Group is used for more informal communication with the Network. All STEP Officers
and members of STEP Team can be added to the group. On Facebook, you can also find online
webinars through which ELSA International shares knowledge with the network. In case you are
not the part of Facebook Group, please contact VP STEP ELSA International.
13 | P a g e5. STEP Cycle
Our STEP year is divided into two cycles. Each cycle includes following parts:
Job
Hunting
STEP
Countdown
Evaluation +
STEP
Launch
Student
Reception Hunting
Selection Matching
● During Job Hunting we start approaching and recurring potential traineeship providers,
trying to get a traineeship. Job Hunting should be conducted throughout the whole year.
Once traineeship providers fill out online TSF, local/national STEP Officers check if
everything is correct and in accordance with DB and STEP Calendar. In case traineeship
provider does not want to fill in online TSF on his own, local/national officer can do it
instead of him (see How to upload TSF Manual).
● During Student Hunting, we are promoting traineeships among the students in order for
them to apply for our traineeships. Before the final publishing of the traineeships on
step.elsa.org (STEP Launch), there is the STEP Countdown which lasts one week. In this
period officers are sharing countdown to the launch prepared by ELSA International.
Every National Officer will also receive posters promoting respective traineeships in
his/her country prepared by ELSA International. Every officer shall also use any selling
tool i.e. testimonials, mailing lists, job fairs, presentations, seminars and promotion via all
social media so as to spread the word!
Applicants should fill out the online SAF which is available on the step.elsa.org. The validity of the
information in SAFs are checked and approved by local and national officers via their interfaces in
the STEP Online System (see How to approve SAF Manual).
14 | P a g e● After the national officer approves the SAFs, the Matching is done by ELSA International
in accordance with the criteria set in the TSF by the traineeship provider.
● ELSA International sends the secured link with matched applications to the National VP
STEP who forwards them to respective local groups. The local officer is responsible for
sending the secured link to the traineeship provider who is making the final Selection
inside of the Traineeship Provider’s Interface (see Traineeship Providers’ Manual). Officers
should make sure that traineeship provider selects one or more trainees within the given
deadline.
After the Selection, VP STEP ELSA International notifies the selected trainees. Once trainee
confirm the attendance on the traineeship by the link provided in the notification email, both
National STEP Officer of Sending Group and Hosting Group are receiving email about this.
National STEP Officer of the Hosting group needs to immediately get the trainee in touch with
the local group and the traineeship provider in order to fill out TA/TC and start reception. Once
TA is filled in, National STEP Officer will send it to VP STEP ELSA International.
● Reception is a process where the Hosting Group do various preparations and activities in
order to get trainee started, integrate him/her and complete his/her traineeship
successfully.
● When the Reception is over, the local officer from Hosting Group is obliged to send link
to Evaluation forms to both the traineeship provider and trainee in order to get a feedback
on. The STEP Certificates will be provided by the VP STEP of ELSA International after
receiving the evaluation forms.
5.1. STEP Calendar
The STEP Calendar sets specific dates for every single action within the STEP Cycles. The dates
are set before beginning of each term by ELSA International.
Deadlines set in the Calendar should be respected and promoted by the STEP officers in order to
create harmony in STEP activities in all countries. After the respective deadline, neither TSFs nor
SAFs are accepted.
Parts of the STEP Calendar:
● Job Hunting Deadline
Deadline for filling in TSF from traineeship providers.
● STEP Countdown
One week before the Launch in which all officers are sharing countdown created by ELSA
International.
● STEP Launch
Publication of all traineeships on elsa.step.org by ELSA International.
● External Student Hunting Deadline
Deadline for submitting SAF by applicants.
● Internal Student Hunting Deadline
Deadline for local and national officers to check and approve the SAFs.
15 | P a g e● Matching
Matching applicants with respective traineeship providers conducted by ELSA
International.
● Selection Results Deadline
Deadline for traineeship providers to choose the applicants via secured link.
● Earliest Traineeship Start
The earliest date from which traineeship can take place.
16 | P a g e6. Job Hunting
Job Hunting is the period of obtaining the traineeships by ELSA International, National and Local
Groups. The goal is to organise traineeships in various institutions that are later advertised for our
members to attend.
6.1. Documents related to Job Hunting
● Traineeship Specification Form (TSF)
● How to upload TSF Manual
● Evaluation Form (EF)
● Traineeship Agreement (TA)
● Media Card
● Become traineeship provider step by step
● Statistics
All the documents are available on https://officers.elsa.org/step/.
6.2. Procedure
6.2.1. Database
The Database of traineeship providers is very essential tool to achieve all the former contracts, as
well as other relevant information about approaching the traineeship provider, his/her interest of
being contacted again, the content of the traineeship etc. It is also a useful way to secure the
knowledge of your successors and the continuity of STEP in your country. If you are lacking the
traineeship providers of your country, contact the VP STEP of ELSA International to provide you
with it.
You can work on the Database together with President who can have database of contact for
potential partners and Secretary General who can help you with Alumni network. Be careful about
the distinction of national and international contacts. The term international contact covers a law
firm situated in five or more countries with 100 or more legal professionals as stated in the
respective firm’s website. Companies that do not qualify as law firms, and which are present in
more than eight countries are also to be considered international contacts.
There are various ways to sustain the data, e.g. using some online databases (e.g. Asana, Google
Drive, Dropbox, OneDrive) or keeping the data on an extra storage that will then be passed on to
your successor.
6.2.2. Getting the traineeship
6.2.2.1. Whom to approach
Ideally, Job Hunting starts as soon as you start your term in office. This will not only help you in
order to establish a good contact with the traineeship providers, but also gives you enough time to
17 | P a g ecoordinate the placement and reception of the first trainee traineeship provider accepts. Job
Hunting should continue throughout the entire year.
There are various possible traineeship providers and your options on whom to approach are almost
indefinite. If you have already been in communication with traineeship providers, try to talk with
them again as soon as possible after the previous traineeship ends and get an online Evaluation
Form from them. A good way to approach previous traineeship providers again is to set up a
personal meeting. At the end of your meeting just let slip the question, whether the traineeship
provider is interested in another STEP traineeship. This way the traineeship providers will feel even
more appreciated and are more likely to offer a STEP traineeship in the next cycle.
Take good care of your traineeship providers! Keep them informed about ELSA and developments
within STEP, make them feel appreciated. We recommend you build up a STEP team. Job Hunting
is a lot of work, contacting potential traineeship providers and following up takes time.
If you don’t have any traineeship offers yet:
● Find out if there used to be traineeship providers who were offering jobs in the past, since
quite often traineeship providers take a year off. The traineeship providers simply need to
be re-approached;
● Remember, you don’t have to approach only law offices; the traineeship must be law-
related, but you can still get a job at the legal department of any other type of traineeship
provider. Try to think of banks, insurance companies, non-governmental institutions and
the public sector (like ministries etc.);
● Check the STEP traineeships from the previous Cycle to see what kind of institutions and
law firms offer traineeships in other countries. Sometimes these traineeship providers may
be present in your country as well and there is a possibility that they would be interested in
the cooperation in your respective country as well;
● Keep in mind that every ELSA alumni could be a dedicated traineeship provider. The
advantage is that alumni are already familiar with the concept of STEP and the idea behind
ELSA;
● Check out your universities job portals. Often university or single law departments offer
traineeships during the summer months as well. Approach the traineeship providers
enlisted there and ask them if besides national students, they would be interested in students
from different legal backgrounds all around Europe as well;
● Use personal contacts. Find out if some ELSA members from your local groups have good
contacts with local traineeship providers. If they do, ask them for assistance in the initial
approach;
● Ask professors who are supportive of ELSA for some references - afterwards, you can
mention the name of the professor when you approach the potential traineeship provider
who has been suggested. Often traineeship providers will feel honoured that the professor
had thought about them and may feel an obligation towards the professor to “return the
compliment”;
● Go through the legal websites, such as Legal 500, Chambers&Partners, Martindale-Hubble
International Law Directory or google “international law firm” around your local group
and form a database of these possible traineeship providers including their contact
18 | P a g einformation. You can also go through yellow pages, which will have a list of all law firms,
notary publics, banks etc.
6.2.2.2. How to approach the traineeship provider
All approaches are different and the best way to prepare your approach is to do some web research
and get acquainted with the facts about firms you are approaching. Show the traineeship provider
that you have an interest in their activities, pointing out how the trainee will be beneficial to them.
• Approaching by an email: look up an email contact of the potential traineeship provider
you want to approach. Consult your President since some firms can be approached both
for STEP and General ELSA partnership. Prepare a short email, detailing the basics of
what STEP is and its connection to ELSA. State how the cooperation between ELSA and
the potential traineeship provider would look like and prepare the ground for a follow up
call. You can use Media Card which can be found on Officers Portal. Since in most cases
you won't get a reply to your email, it is crucial you contact the potential traineeship
provider afterwards with a phone call. While making the phone call you can refer to the
email you sent before, this way you avoid taking the traineeship provider completely by
surprise. In case the potential traineeship provider will want more information, you can
also use the document “Become traineeship provider step by step” which you can find on Officers
Portal.
• Approaching by a phone call: look up a contact of the person responsible for HR in the
respective institution and make a call, asking for this person directly. The advantage of
phone calls is that you will get to the person responsible for traineeships right away. Just
explain in a few sentences what ELSA and STEP is and you can also refer to previously
sent email. When calling the potential traineeship provider your goal should be to arrange
a personal meeting. If this doesn’t work out, try to get the permission to send further
information on your offer. Ideally you should prepare yourself beforehand, knowing what
you want to say and how you want to say it in order to prevent yourself from getting
confused or stuck.
• Personal meeting: the goal of a personal meeting should be to fill out online Traineeship
Specification Form. You are of high interest for your counterpart because you are not in a
job interview, you are talking to each other as equals; you are offering the traineeship
provider the possibility to present his/her firm and traineeship to students throughout
Europe. Thus, offer them wide-ranged publicity that they could not achieve through any
other means or organisation. You should be well-prepared. It is extremely important that
you focus on what you want to achieve during the meeting at all times. You should always
have a fellow board member or someone from your STEP team (preferably your President
as you are two board members working on external relations) with you. If you don’t reach
an agreement straight away, you should not give up immediately but try and contact your
counterpart again by phone.
6.2.3. Penalties
Negotiating doesn't oblige any of the parties to stipulate a STEP contract. It can happen that
meetings and discussions with counterparts lead to a dead end. Similarly, misunderstandings and
complications are normal during the negotiations. These situations require you to be flexible and
19 | P a g eaccommodating. Moreover, cancellation of STEP can even be admitted if the traineeship provider
proves to have had valid reasons. However, in case of the most serious violations (covers more
situations than the word breaches) of fair conduct during negotiations or cooperation, or misuse
of personal data, ELSA International provides for penalties in the Decision Book regarding
traineeship provider:
6.2.3.1. Cancellation
Traineeships may only be cancelled due to valid reason. Such valid reasons include but are not
limited to insolvency of the traineeship provider and lack of suitable applicants.
In case, the traineeship provider cancels the traineeship without valid reason, the traineeship
provider shall cover possible costs incurred. In addition, the employer shall be denied access to
STEP for one year.
6.2.3.2. Misuse of STEP
In case the traineeship provider has misused STEP only for receiving the applicants’ personal data,
the employer shall be denied access to STEP for two years.
The traineeship provider has to accept the system of penalties to sign a deal with ELSA.
6.3. Tips
6.3.1. Writing email
After choosing who you want to approach, introduce yourself to the potential traineeship provider
through an email. It should be giving a general overview on what ELSA stands for and how STEP
works. You should avoid abbreviations. You should also attach some marketing material about
your group and STEP.
You should avoid mass-designations. Professionals recognize by the style of the letter whether they
are confronted with an individual letter or a serial letter. Serial letters are frequently considered junk
mail and are therefore disposed immediately.
6.3.1.1. Content
First part
Do a brief standard description of the association, pointing out the stunning facts and figures.
Describe STEP and its core aim to provide traineeships for law students and young lawyers in
order for them to acquire knowledge of a different law system and get acquainted with an
international environment. In return, the traineeship providers find new contacts and expand their
range of cooperation. Furthermore, mention the results that STEP achieved during all these years,
such as the partnerships we established which encompass top International law firms as well as the
Council of Europe. This proves that ELSA is a professional and reliable counterpart.
Describe briefly the activities ELSA does to make them understand who we are and what we do.
If you have special AA and SC events in your country you can also mention them briefly at this
point. For example, ELSA organizes moot court competitions, seminars, delegations, etc. We do
this to provide our members with additional knowledge about various law issues.
Use the STEP Media Card: it is a marketing tool to ease Job Hunting. It is specially designed for
potential STEP traineeship providers. ELSA International makes a general one but you can make
20 | P a g eone yourself. Just ask the VP Marketing of ELSA International to provide you with the InDesign
File of the STEP Media Card and you can add your personal information.
Use formal terms when communicating with the traineeship provider.
Second part
Once you have done the above, point out the numerous benefits the traineeship provider will gain
from hiring a STEP trainee.
• The ELSA Network: the traineeship provider gets access to the ELSA network and can
have a trainee from any ELSA group in 44 counties.
• It is a tailor-made system: requirements are defined by the traineeship provider. Ask the
traineeship providers what they are looking for and show how you can meet these
expectations.
• ELSA will present the traineeship provider with the best applications.
• International perspective: working with a foreign legal system.
• Long- and short-term opportunities (traineeships can range from two weeks up to two
years).
• The recruitment process is totally free. They don’t have to pay any fees to ELSA, only a
reasonable salary/contribution to the trainee that has to cover the general living costs in
the respective country. Instead of a salary the traineeship provider can also reimburse the
trainee “in kind” which means that they can provide an apartment and food for him or her
during the time of the traineeship.
• The traineeship provider can arrange a Skype/telephone call with the best applicants before
their final selection.
• The traineeship provider can have their logo as well as the description of the company in
the STEP Newsletter.
• Traineeship provider can ask for additional information a potential applicant may require
for the traineeship (e.g. sometimes traineeship providers ask for university transcripts or
criminal records).
Third part
Cooperation: Keep in mind that STEP holds a good potential for a wider cooperation in the future,
(we are more than just a career service) which makes STEP even more attractive for the traineeship
provider. STEP is also an effective means to make the traineeship provider familiar with our
association. In order to get the best results, model the text in relation to the partner to whom you
are making a proposal for collaboration. Do some research on what topics the partner is most
interested in in order to find the most suitable collaboration possibility.
21 | P a g e6.3.1.2. Layout
A good idea may be to create promotional tools with your marketer. Use the ELSA Corporate
Identity. Your letter should aim at having a successive phone call with your counterpart in the end.
Make them interested in STEP, if they have enough questions, they will call you anyway. You can
also include brochures, information leaflets which include the link to the STEP Portal to present
your future traineeship provider with further information.
Here is a sample of an outreach to the traineeship provider
Dear Mr./Ms _____,
My name is ____ and I am Vice President for Student Trainee Exchange Programme in _____. I am contacting
you to present potential ways of our cooperation.
ELSA is the world’s largest, international, independent, non-political, non-profit-making law students’ association,
which is present in 44 European countries and has a vast Network with a membership of 50 000 students and
young lawyers at more than 300 European universities.
One of our main projects is the Student Trainee Exchange Programme (STEP) through which you can get the
following:
• A law student with a legal background from a different country;
• Creating a more diverse and international working environment;
• Promotion of your office across our whole Network;
• Minimum administrative burden on your side without any administrative fee.
You can find more details about our STEP programme in the STEP Media Card.
Furthermore, ELSA organises a large variety of academic and professional events in order to contribute to the legal
education. To find more information about the projects we conduct and the visibility you can gain from cooperating
with us, you can visit this website: https://elsa.org/become-a-partner/.
Should this offer interest you, we are open to have meeting with you. In any case, do not hesitate to contact me with
any questions you might have.
Looking forward to hearing from you.
Best regards,
6.3.2. Filling in the TSF
6.3.2.1. Study level
• Undergraduate: applicant has not received a first degree yet.
• Graduate Bachelor and Graduate Master: applicant that has been granted an academic
degree or diploma, namely Bachelor or Master, depending on the educational system in
their country.
• Postgraduate PhD: applicant continuing towards higher education, pursuing PhD.
22 | P a g e6.3.2.2. Language skills
• Basic: applicant has an overall view of the language and can communicate in simple and
routine tasks requiring a simple and direct exchange of information on familiar and routine
matters.
• Good: applicant is able to understand the main points of clear standard input on familiar
matters regularly encountered in daily issues or other common topics.
• Fluent: applicant is able to understand the main ideas of complex text on both concrete
and abstract topics, including technical discussions in his/her field of specialisation.
He/she can interact with a degree of fluency and spontaneity that makes regular interaction
with native speakers quite possible without strain for either party. He/she can produce
clear, detailed text on a wide range of subjects and explain a viewpoint on a topical issue
giving the advantages and disadvantages of various options. A person can use language
flexibly and effectively for social, academic and professional purposes.
The STEP officer should pay attention to this to avoid the situation that the traineeship provider
is requesting a language level that might be hard to fulfil. If the traineeship provider’s request is
more general, he or she will receive more applicants.
6.3.2.3. Legal skills
• General: applicant has completed and introductory course in the subject and have a general
overview of the topic. He/she has knowledge in his field and is familiar with the topic.
• Advanced: applicant has a deeper knowledge in this topic, meaning that he/she has studied
it for a longer period and done some extra activities on this subject, e.g. participated on
some seminars or written his/her thesis on this topic, attended internships, essay
competitions, moot courts or done some published research on the legal topic.
• The STEP officer should advise the traineeship provider to pay attention to the different
rating systems in our member countries and he/she should be aware of the way we have
described the legal studies. By this, the level is the same for both the traineeship provider
and the student.
6.3.3. Statistics
Statistical data can serve as a ground for your arguments during negotiations with the traineeship
provider or as a motivational tool. So it’s highly recommended that STEP officers keep a track on
the statistics provided by ELSA International, as well as maintain their own statistical data.
You can find Statistics on the Officers Portal.
6.3.4. Arguments to the most common objections
There are some objections why a company might not be capable of having a trainee at the particular
moment. These are the situations in which the officers need to prepare themselves so that they can
counter the traineeship providers concerns and try to persuade them to take a trainee anyway. Here
are a few examples:
23 | P a g e“We have no legal work at our company.”
Ask for more details on the work that they do and on their international connections because
sometimes traineeship providers outside the traditional legal profession can also offer law related
tasks. A trainee can be involved on a specific project, assignments, researches, papers and assist
them with their general workload. If the traineeship provider, however, does seem to be lacking in
any kind of law related work, do not lose the contact because ELSA might be able to cooperate
with this connection in some other way. Try to mitigate against this situation happening in the first
place though, research is key for job hunting! Know your traineeship provider before approaching
them and understand where STEP could fit in with their organisation.
“Our company is too small to have meaningful work for a trainee”
Again, more details are needed, in order to see the possibilities the traineeship provider might have
overlooked at the first instance. Give examples of previous satisfied traineeship providers who are
similar to the traineeship provider you are dealing with now, something interesting can always be
found. Small companies are actually a very good target for STEP as a trainee is a cost-effective way
for them to expand their work and they provide STEP trainees with more meaningful and hands-
on work.
“All our work involves only national law, so why should we have a foreign trainee?” or “We
do not have an international agenda”
Point out how an international trainee can enhance their working environment. It gives them
greater diversity and the trainee can provide a different point of view, creating a more innovative
working environment. You can also highlight how the traineeship provider can detail exactly what
legal and language skills they require of trainees so they can be sure that a STEP trainee is more
than capable of dealing with the work that is assigned to them. A foreign trainee will be just as
capable of doing research etc. as a national trainee, if not better, as they can bring a new perspective
and add a comparative dimension to their work. Perhaps the traineeship provider would like to
expand beyond the national legal system and what better way to do that than to market themselves
to over 50,000 students across Europe, to all of ELSA's international partners and other STEP
traineeship providers?
Sometimes getting acquainted with the national legal system is in the interest of the trainee, and
even though he/she might not be able to carry out several substantial tasks, it will be interesting to
follow the daily work of a foreign lawyer, e.g. participating in meetings. However, there has to be
law related work for a trainee as well, but the amount or responsibility might vary so even small
traineeship providers dealing with national issues can benefit from having a trainee, like doing
research, comparative studies and may also have another point of view.
“I don’t speak fluent English.” or “Our working language is not English, so how can a
trainee with another native language participate in our daily work?”
Emphasise that the traineeship provider can request a trainee with whatever language skills that
they require. Find out how much of their work actually requires the knowledge of their native
language and if there are some projects or tasks that can be carried out in another language. Also,
having a foreign trainee would be excellent language training for the traineeship provider and their
staff.
24 | P a g e“Would taking a STEP trainee bring a net profit to our company?”
This is up to the traineeship provider. If they have clearly defined, useful and profitable tasks to be
carried out by a trainee, this will most likely also benefit the traineeship provider. Bear in mind that
it is you who get the traineeship provider interested in having a STEP trainee and they are the ones
to come up with the tasks for him/her. Do some research on the traineeship provider before the
meeting and try to figure out how the trainee would be useful for the traineeship provider. (Create
the need!)
“We have already made our budget for this year and it is impossible to include a STEP
trainee’s salary there” or “Unfortunately we just needed to make redundancies in our
company and all personnel budgets have been cut down to the minimum”
How you respond to this objection will depend very much on the type of traineeship provider
using it. If it is a large international corporate law firm, the chances are that they can afford to pay
a trainee. In this instance, it is your job to sell STEP to them- make them see how beneficial a
STEP trainee would be to them and how it is a cost-effective investment. If the firm is sold on the
idea of STEP, they will create the space in the budget to pay for it. On the other hand, if it is a
small NGO or a local solicitors’ firm that has a much tighter budget, you might have to take a
slightly 'softer' approach.
Point out that there is no need to pay a huge amount of money but instead the meaning is to cover
the costs in the particular country. Also, the traineeship provider can offer other fringe benefits,
e.g. accommodation, lunch with reduced price, public transportation etc.
In every case, always consider when is the best time to contact the traineeship provider. If the firm
genuinely cannot include a trainee's salary at the time of your meeting, find out when they create
their budget for the year and ensure to record such information in your Traineeship Providers
Database so your successor will know when the best time to contact them will be.
“We have had bad experiences with ELSA before”
Hopefully you know the story of this STEP trainee beforehand, so you are prepared to deal with
it when the traineeship provider raises the issue; there may be these unfortunate incidents, to which
you cannot be afraid to respond. Do not try to cover up the mistakes but maybe explain the possible
reasons behind this and try to look for a positive alternative. If you are not aware of the incident
beforehand, be sure to listen to what the traineeship provider has to say, find out exactly what went
wrong and react to the information you are receiving. If it happened a few years ago, it might be
useful to explain the evolution of STEP, how we have improved and become much more
professional. Bringing along some testimonies of satisfied previous traineeship providers might be
useful here. Overall, it is best to be as humble as possible and be empathetic to the traineeship
provider’s position. By showing you are willing to listen to their concerns, to acknowledge mistakes
and wanting to improve their opinion of STEP, you can win the traineeship provider round. Even
though the traineeship provider might not be willing to cooperate again in STEP, this information
is valuable for you when improving the functions of STEP in your country. Once again, ensure
this information is recorded in the Employers Traineeship Providers Database for your successors.
In addition, there can be a possibility for another form of cooperation with ELSA more generally.
25 | P a g e“We already have trainees from other student organisations and we see no need to
cooperate with ELSA as well” or “’We have our own traineeship system”
Now you know that the traineeship provider has experience with trainees, possibly even with
international trainees, so you have a base to work with as they are already sold on the idea of having
a trainee and the benefits they bring. All you need to do now is sell them on the uniqueness (and
superiority) of STEP.
Emphasise that STEP trainees are all law students with different cultural backgrounds and
education, which can be useful for the traineeship provider. STEP trainees have a different skill-
set and expertise to domestic students and can provide a different function to a firm, they bring an
international aspect, therefore the one does not substitute the other. Make the traineeship provider
see the benefits in having an international trainee and the easiness of our programme. We organise
the administrative side, we promote the traineeship (don't forget to stress how we can market the
firm throughout our network) and even provide them with a short-list of candidates, all of which
saves time for the traineeship provider.
“The procedure is way too long”
Find out what exactly is making them think this way. Is it one particular part of the procedure?
Often, they might just be confused about how ELSA and STEP works. Try and simplify the STEP
procedure in the traineeship provider's mind. Make it understandable to them and highlight when
exactly each stage will happen (you know the relevant dates for each cycle so make sure you are
well-versed before your meeting on them) and what is done. No reasonable traineeship provider
who understands the process will think it is too long. If they still think it is too long, try and turn
it into a positive. We have a big network (which means more exposure for them) so we need to
have time to find the best trainees for our traineeship providers (we do all the groundwork for
them and they can be assured they are getting some of the best students in Europe as trainees)
through our matching system. It will also take some time to promote the traineeships effectively.
“Students in the country need traineeship more than international ones”
You need to persuade the traineeship provider on the benefits of an international trainee. Thinking
globally is a good way to overcome an economic crisis and having an international trainee, with the
legal and language skills of a different market is one of the best and most cost-effective ways for a
firm to start branching out. A trainee is an efficient way for traineeship provider to do more work
and all they need to do is cover their costs.
“Cancellation at the last moment by trainee”
It is best not to dwell too much on what we can do if a cancellation happens as the conversation
risks becoming too negative and complicated (it's a bridge that we can deal with if we come to it
but we hopefully won't have to!). Rather you should answer any concerns succinctly and turn the
conversation on to something more positive, like by pointing out that the more attractive the
traineeship is, the more and better applicants they will receive and no one will want to cancel it! To
answer an traineeship provider's concerns in this regard you should state that it’s a normal risk that
we cannot prevent (and it is something that is not ELSA-specific, their own traineeship programme
has the exact same risk level!) But you can also point out the in-built safeguards we have against
this. All applicants sign a contract that they cannot cancel a traineeship without good reason and
26 | P a g eYou can also read
