Membership and Participation Guidelines

Draft for approval · ARCTIS-03 · Version 0.1
Prepared 19 October 2026 · Approval and effective dates: pending

These guidelines explain how to apply to ARCTIS, what participation involves and how contributions are recognised.

1 Who may apply

Academic staff, researchers, doctoral candidates, students and professional practitioners may apply where their interests connect with multilingualism, corpus translation or interpreting studies. Applicants may be based at VIZJA University, another institution or work independently.

Membership, participation in an individual project, attendance at an open event and admission to a placement are distinct arrangements. An application for one does not automatically secure another.

2 Application

Use the online Become a Member form or the downloadable membership application. Provide your name, affiliation or professional status, contact email, relevant interests, proposed contribution and availability. A short professional profile or ORCID link is optional.

Identity documents, sensitive personal information and a full CV are not required for an initial application. Read the website Privacy Policy before submitting personal information.

3 Review and confirmation

The Director or designated coordinator reviews thematic fit, the proposed contribution and available supervision or opportunities. Additional clarification may be requested. The outcome is communicated in writing; submitting a form is not admission.

On acceptance, the applicant receives a named contact and an agreed route to participation. Any project role, access entitlement, workload or time-limited arrangement is confirmed separately. The membership register is an internal record.

4 Rights and responsibilities

Members may propose ideas, participate in suitable activities and receive acknowledgement for actual contributions. Access to software, facilities and restricted data remains subject to licensing and individual authorisation.

Members should honour agreed responsibilities, communicate changes in availability, use sources accurately and treat colleagues respectfully. Research, publication and AI use follow the Centre’s integrity guidance and relevant University requirements.

Membership creates no employment, academic credit, guaranteed funding, publication entitlement or authority to represent the University in contracts. Any financial or programme-specific conditions must be communicated before a separate commitment is made.

5 Profile and dissemination permissions

Permission to publish a member’s biography, photograph, presentation or recording is separate from applying for membership. The material, publication channel and intended use must be specified.

Declining optional profile or media publication does not by itself prevent membership. Completed forms and private contact details are not published in the document register.

6 Changes and withdrawal

A member may update their details or withdraw by contacting y.kapranov@vizja.pl. The coordinator agrees an appropriate handover of work and authorised access.

Where a serious or repeated breach is alleged, the person receives the grounds and an opportunity to respond before a reasoned decision, except where temporary access restrictions are needed to protect people or information. Requests for review may be raised with the Director or the appropriate University channel; a matter involving the Director should use the University channel.

7 Documents and review

Initial application: membership form. After acceptance: written confirmation and, where relevant, an activity brief, resource-access arrangements and separate publication permissions. These are retained through approved channels rather than published.

These guidelines are a draft for approval and are reviewed annually alongside the Regulations.