Open Seminars Guidelines

Draft for approval · ARCTIS-07 · Version 0.1
Prepared 19 October 2026 · Approval and effective dates: pending

ARCTIS Open Seminars support student research development, presentation of work in progress and constructive academic discussion.

1 Audience and format

The series welcomes students, academic staff and invited contributors whose work connects with multilingualism, corpus translation and interpreting studies. BA and MA English Philology students may present social projects, methods work or research connected with their studies.

English is the principal working language. Sessions may be on-site, online or hybrid. Two or three seminars per semester are proposed; dates, rooms and access details are confirmed in individual announcements.

2 Proposals and selection

A call states the theme, deadline, submission channel and available places. A proposal normally includes a title, author name and affiliation, and a 150–200-word abstract explaining the question, approach and intended contribution.

The academic moderator reviews relevance, clarity, feasibility and responsible use of materials. Work in progress is welcome when clearly identified. Where places are limited, organisers consider thematic balance and opportunities for student speakers.

3 Session structure

A typical session lasts up to two hours and includes five or six contributions of approximately ten minutes each, followed by discussion. The moderator may adapt the format and informs contributors in advance.

Speakers identify sources and limitations, distinguish evidence from interpretation and disclose material AI assistance where required. Seminar participation does not replace formal assessment or thesis supervision.

4 Participation and access

The moderator facilitates respectful discussion, keeps time and addresses disruptive behaviour. The event announcement provides a contact for access requirements.

Online links and participant materials should not be redistributed without permission. Registration, when needed, collects only information necessary for the event and provides the relevant privacy information.

5 Recording and publication

Recording is not the default. Any proposed recording is announced in advance and requires the relevant institutional arrangements and permissions. A practical alternative should be offered where participation without public dissemination is needed.

Publication of abstracts, slides, photographs, audio and video is considered separately. The permission identifies the material, purpose, channel and any agreed licence. Attendance does not automatically authorise publication or unrestricted reuse.

If discussion contributions cannot be handled with appropriate permissions, that part of the session is not recorded or published.

6 Records and confirmations

The organiser keeps a final programme, an event record, aggregate attendance data where reliable and necessary permissions. Public summaries do not include private contact details or attendance lists.

Any confirmation of attendance or presentation is issued through an approved process using reliable records. It describes the activity accurately and does not imply academic credit or a qualification.

7 Responsibilities and review

A designated organiser coordinates scheduling and records; an academic moderator oversees scholarly discussion. The Director reviews the programme and these guidelines annually.

These guidelines are a draft for approval.