Create your own Summer School 2018

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Are you interested in organising a Summer School?

The ETH-Board is funding selected Summer Schools, that are organised by Doctoral students from within the ETH-domain.

One of the objectives of the school is to enhance exchange between EPFL and ETH students. Its main target group should therefore be Doctoral or Master students of EPFL and ETH Zürich. The school may be opened for students from other Swiss and international institutions as well. However, the body of participants must consist of at least two thirds of students from within the ETH Domain.

The Summer Schools should be actively promoted within the ETH-domain by the organisers.

Each participant (participating organisers are excluded) will have to pay a unique participation fee. The budget that is not covered by the participant’s fees and other funds such as sponsorship, will be paid for by the ETH-Board.

The initiators of a Summer School are fully responsible for the organisation. The administration of the course should be managed by the organising committee.

Each Summer School should be equivalent to 1 or 2 credits for doctoral students. This does not apply for Master students.

For EPFL: This should be decided by your doctoral programme’s committee

For ETH Zürich: This should be defined by the organisers’ thesis supervisor or their department (for ETH Zürich). The credits for other doctoral students from within ETH Zürich must also be defined by their supervisor or their department.

The best proposals will be approved by an evaluating committee composed of representatives from EPFL, ETH Zürich and the four Research Institutes of the ETH Domain.

The ETH board funds are aimed to sponsor new Summer Schools. Proposals for courses that already took place in previous years might still be considered but priority will be given to non-existing Summer Schools. If an existing Summer School is accepted for funding by the ETH board, the latter will only cover expenses of participants from institutions of the ETH domain.

Steps to follow

  1. Form a committee of 2-5 doctoral students from both, EPFL and ETH Zürich
  2. Choose a topic that you find important to explore
  3. Prepare a 2 - 7 day programme
  4. Discuss the idea with your thesis supervisor or a Professor of your institution (1 EPFL + 1 ETH Zürich), as well as (concerns EPFL only) the director of the doctoral programme to which the course will be related to obtain their written support
  5. Submit your proposal including detailed budget and the above mentioned supporting letters to the Doctoral School Administration of EPFL () for the evaluation at EPFL, or to the Rector’s staff () for the evaluation at ETH Zürich


October 15th 2017


Organising Committee: In order to organise this Summer School you are forming an Organising Committee consisting of Doctoral students of both institutions, EPFL and ETH Zürich. The Organising Committee must name one main contact person, who will be responsible for the handling of the granted funds. Funds granted will be handled at the institution (EPFL or ETH Zürich) the main contact is affiliated with.

Target audience: 20-30 doctoral or Master students of EPFL, ETH Zürich, and other Swiss or international institutions. At least two thirds of the participants have to be members of the ETH-Domain.

Project proposal: It should contain an explanation of the course content and tentative programme, name of organizers, potential speakers, target group, proposed number of credits and a budget.

Supporting letters: What is expected from the supervising professors is their endorsement of the content of the suggested Summer School. Their consent should be written and give an appreciation on both the quality of the school proposal and the scientific course programme. Their support is not financially binding.

Venue: The school will be held on premises of the ETH Domain or other locations of your choosing in Switzerland.

When: The Summer School must take place between March and October.

Credits: 1-2 Credits for doctoral students: For the Doctoral students at EPFL the amount of credits awarded for participation will be decided by the respective doctoral programme’s committee. At ETH Zurich, the amount of credits awarded for participation will be defined by the respective thesis supervisor or department. In this regard it is recommended that the ETH Zurich professors supporting the application declare in their letter of support, how many credits they will award for the participation.

Participation fees: You are required to impose participation fees for Doctoral and Master students according to the table below. Members of the Organising Committee are exempt from these fees.

Participation fees (CHF)

Doctoral Students

Master Students

Short event (2-4 days)



Long event (5-7 days)



Detailed budget: Part of your application is a detailed budget, which gives an itemized overview of your overall costs. The budget contains your revenues including the funds, you are applying for, the participations fees according to the targeted audience, as well as other sources of income. The budget also contains a detailed list of expected costs such as the expenses for the venue, travels, guest-speakers, accommodation and the promotion of the school. Any additional funds that are raised from external sponsors after the decision from the ETH board must i) be communicated to your reference institution and ii) may not modify the initial budget. The funds granted by the ETH Board may only be used for purposes that were included in the project’s proposal.
Additional funds acquired hence lower the contribution of the ETH Board or may be used for additional activities only, that must be declared in the final account.

Reporting: After the event, the organisers are requested to deliver a full financial account as well as a report on the event’s success. The financial account must include both income as well as expenses.
Any remaining funds that were granted by ETH-Board will have to be returned. Substantial deviations from the original budget in the financial report must be justified in the report. The short report on the event’s success must include the information on the participants (number of participants, affiliation of the participants [one restriction is, that 2/3 of the participants need to be from within the ETH domain]) as well as an overview over the programme and the outcome of the event. This report should not be any longer than two or three pages.

Structure of the summer/winter school proposal

1.    Organising Committee (OC)
1.a. Main Contact of OC at EPFL
1.b. Main Contact of OC at ETH Zurich
1.c. Supporting Prof. at EPFL
1.d. Supporting Prof. at ETH Zurich
1.e. Application filed at a) EPFL or b) ETH Zurich [Where will be the lead and financial administration of the Summer School, at EPFL or at ETH Zürich?]

2.    Target Audience
2.a. Number of Participants (approximation)
2.b. Number of Doctoral students and Master students thereof
2.c. Who consists the targeted audience of? [Members of which institutes / institutions do you expect to participate]
2.d. Credits for the participation Doctoral students: How many credits are granted at EPFL and at ETH Zurich?
2.e. Credits for participation of Master students: Will the school be integrated in the course catalogue of EPFL and ETH Zurich and if so, how many ECTS-Credits will be granted at EPFL and ETH Zurich?

3.    Venue [Where will the Summer School take place?]

4.    Date [When will the Summer School take place?]

5.    Description of Summer School [Contents, programme draft, not longer than 2 pages]

6.    Budget [short description of mandatory information]

7.    List of attached Supporting letters

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