Suur-Ameerika 1 / 10122 Tallinn / +372 620 8100 / [email protected]/ www.justdigi.ee Registrikood 70000898

Riigikohus [email protected] Lossi 17 50093, Tartu

Meie 03.07.2026 nr 13-2/5157

Euroopa Liidu Varjupaigaameti seiremehhanismi ekspertide nimekiri Austatud esimehed Edastan teadmiseks Euroopa Liidu Varjupaigaameti (EUAA) kutse kandideerida EUAA seiremehhanismi ekspertide nimekirja. See on ekspertide reserv, millest EUAA moodustab meeskondi ühise Euroopa varjupaigasüsteemi (Common European Asylum System – CEAS) toimimise seireks ja hindamiseks Euroopa Liidu liikmesriikides. Eksperte kaasatakse riiklike varjupaiga- ja vastuvõtusüsteemide toimimise hindamisel, et analüüsida nende vastavust Euroopa Liidu õigusele ning tuvastada võimalikke kitsaskohti ja häid praktikaid. EUAA kutse kohaselt võib iga liikmesriik esitada kuni viis eksperti ning lisaks kuni kaks kohtusüsteemist pärit eksperti. Eraldi julgustatakse esitama kandidaate erinevatest ekspertiisivaldkondadest, sealhulgas kohtutest ja tribunalidest. Seirenimekirja kuulumine ei tähenda automaatselt osalemist konkreetses hindamises. Tegemist on ekspertide reserviga, millest EUAA moodustab vajaduse korral hindamismeeskondi riiklike, temaatiliste või ad hoc seirete läbiviimiseks. Konkreetsetesse meeskondadesse valitakse eksperte vastavalt hindamise teemale, vajalikele teadmistele ja kogemustele. Valituks osutunud eksperdid osalevad enne hindamistegevusi EUAA koolitusel, ettevalmistavatel kohtumistel ning vajaduse korral kohapealsetel visiitidel hinnatavasse liikmesriiki. Ekspertide ülesannete hulka võivad kuuluda dokumentide analüüs, intervjuud ja kohtumised asjaomaste asutustega, tähelepanekute ja leidude dokumenteerimine ning panustamine hindamisaruande koostamisse. Eksperdid osalevad hindamistes oma isiklikus professionaalses rollis ega esinda seejuures oma liikmesriiki. Kandideerima on oodatud spetsialistid, kellel on vähemalt kolmeaastane töökogemus rahvusvahelise kaitse, vastuvõtutingimuste või muudes CEAS-iga seotud valdkondades ning väga hea inglise keele oskus. Miks võiks see võimalus huvi pakkuda? Seiremehhanismi ekspertide nimekiri pakub võimalust panustada Euroopa Liidu tasandi koostöösse ning saada vahetu ülevaade teiste liikmesriikide varjupaiga- ja vastuvõtusüsteemide toimimisest. Hindamismeeskondades osalemine võimaldab kohtunikel tutvuda erinevate riikide praktikate, menetluste ja õiguslike lahendustega ning vahetada kogemusi teiste Euroopa ekspertidega. Samuti annab see võimaluse panustada Euroopa ühise varjupaigasüsteemi arendamisse ja kvaliteedikontrolli ning süvendada teadmisi rahvusvahelise kaitse valdkonnas. EUAA näeb kohtusüsteemi ekspertide osalemist seiretegevustes eraldi ette ning julgustab liikmesriike esitama kandidaate ka kohtute hulgast.

2

Valituks osutunud eksperdid läbivad EUAA koolituse ning osalevad vajaduse korral kohapealsetes hindamisvisiitides koos teiste liikmesriikide ekspertide, Euroopa Komisjoni ja EUAA esindajatega. Huvi korral palutakse kandidaatidel esitada hiljemalt 15. juuliks 2026 Marina Põldmale (PPA) e-postile: [email protected] - huviavaldus koos ekspertiisivaldkonna kirjeldusega; - ingliskeelne CV; - kontaktandmed; - ametikoht ja organisatsioon. - Pärast Eesti poolt kandidaatide esitamist (selgub hiljemalt 17. juuliks 2026), tuleb esitatud ekspertidel täita ka EUAA registreerimisankeet, mille tähtaeg on 22. juuli 2026. Palun jagada infot kohtus nendega, kes võiksid sellest võimalusest huvitatud olla. Lugupidamisega (allkirjastatud digitaalselt) Karl-Erik Ansmann nõunik Lisa: 1. Liikmesriikide ekspertide kutse seirenimekirja

2. Andmekaitse teavitus seirenimekirjast 3. Seirenimekirja töökord

Karl-Erik Ansmann 58877900 [email protected] Lisaadressaadid: Harju Maakohus

Tartu Maakohus Pärnu Maakohus Viru Maakohus Tallinna Halduskohus Tartu Halduskohus Tallinna Ringkonnakohus Tartu Ringkonnakohus

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

Valletta Harbour, 24 June 2026

EUAA/C3/MONU/2026/007

To the attention of the National Monitoring Coordinators

Subject: Call for nominations of Member State experts to join the EUAA Monitoring Roster

Dear National Monitoring Coordinator,

Pursuant to Article 47(5)(p) of the Regulation (EU) 2021/2303 establishing the European Union Agency

for Asylum, the Executive Director of the EUAA is responsible for setting up teams of experts for the

purposes of the monitoring mechanism on the operational and technical application of the Common

European Asylum System (CEAS). The team of experts shall be composed of experts from the Agency’s

staff, the European Commission and, where necessary, the Member States and, as observer, UNHCR.

This call for nominations of Member State experts aims to establish a Monitoring Roster for experts to

be involved in country monitoring exercises that will be implemented in line with Management Board

Decision No 165/2024 on the multiannual monitoring programme for the period 2026-2030, as well as

thematic and ad hoc monitoring exercises, where necessary. Experts nominated via this call will be

eligible for appointment by the EUAA Executive Director to any monitoring exercises. Nominations for

the Monitoring Roster will remain valid until the end of the exercises foreseen in the 2030 annual

programme and may thereafter be renewed for successive five-year periods, subject to confirmation

by the respective Member State through its national monitoring coordinator.

In line with Management Board Decision No 198/2026 establishing a common methodology for the

monitoring mechanism, each Member State may nominate maximum five experts to the Monitoring

Roster in accordance with the general criteria set out in the Monitoring Methodology. Additionally,

Member States are invited to nominate up to two additional experts from the judiciary (up to seven

nominations in total). The nomination of experts from different areas of expertise, including members

of courts and tribunals, is encouraged.

The number of Member State experts appointed in each team of experts is subject to the needs of the

specific exercise and the available thematic expertise within the Roster.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

1. General criteria for the nomination of Member State experts

In accordance with section 8.1.4 of the Monitoring Methodology, Member State experts participating

in the monitoring mechanism shall satisfy the following criteria:

1. professional experience of at least three years in the field of the CEAS, in areas such as overall

coordination, planning, implementation, monitoring and reporting of interventions and/or

projects regarding the asylum procedure or reception systems, evaluations, process

management, reception centre management, vulnerability assessment, fundamental rights,

coordination with national authorities, quality assurance and identification of good practices;

2. demonstrated sound knowledge of the applicable CEAS standards (e.g., knowledge of the CEAS

instruments, EUAA practical tools);

3. fluency in English, the Agency's working language;

4. be employed by a national authority.

2. Nomination and registration procedure

The National Monitoring Coordinators shall coordinate the nomination process and ensure that

nominated experts submit their registrations via the EU Survey link below by no later than 22 July

2026.

EU Survey link: https://ec.europa.eu/eusurvey/runner/Monitoring_Roster_Nomination_Form

The survey should be completed directly by the nominated experts, as it requires the provision of

personal data, including contact details and information regarding the nominee’s professional

experience. National Monitoring Coordinators are invited to share the link with the nominated

experts and facilitate the timely completion and submission of the survey.

3. Data protection

The data protection notice for experts nominated to take part in activities for the purposes of the

EUAA monitoring mechanism and the Monitoring Roster is attached to this call.

4. Appointment in the team of experts

The selection of Member State experts is carried out based on the general criteria and the areas of

thematic expertise identified as most relevant for the specific monitoring exercise. Additional

optional criteria that can be considered by the EUAA for the selection of Member State experts

include knowledge of other relevant languages, as well as direct experience in and understanding of

the asylum and reception systems in EU countries other than their country(ies) of nationality.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

To the extent possible, consideration is given to ensuring gender balance and equitable geographic

representation during each monitoring cycle.

Upon confirmation of the selection of a Member State expert in a team of experts, the Agency shall

inform the respective National Monitoring Coordinator and the expert concerned in writing, detailing

the monitoring exercise and expected timeline of activities. Following this communication, the expert

shall confirm availability for the specific exercise and sign a declaration of absence of conflict of interest

within three working days.

The final set-up of the team of experts engaged in each monitoring exercise is established by a

dedicated decision of the EUAA Executive Director.

5. Participation in the teams of experts

Upon notification of selection by the Monitoring Unit, the Member State experts shall:

▪ Complete the online training component via the EUAA Learning Management System (LMS):

The average time to complete this self-paced training module on the e-learning platform is

approximately 20 hours, excluding the independent reading materials, which will be offered as

additional resources on the e-learning platform.

▪ Attend the face-to-face training component taking place in Malta: The face-to-face component

of the training is planned to take place over three days. The exact schedule will be

communicated to the experts upon selection.

▪ Participate in preparatory meetings and other relevant activities: The experts will be invited to

preparatory online meetings by the designated monitoring coordinator. They will be provided

with relevant country-specific materials and briefed as necessary prior to the on-site visit. The

timing and duration of these preparatory steps depends on the specific context of the

monitoring exercise and will be communicated to the experts upon selection.

▪ Participate in the on-site visit: The Member State expert will join a portion of or the full on-site

visit, depending on their thematic expertise and how the agenda for the visit developed. The

selected Member State experts will be timely informed by the designated EUAA monitoring

coordinator about the exact dates and overall timeframes for their involvement in the on-site

visit as soon as these are confirmed.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

6. Role and responsibilities of experts in the pilot exercises

The Member State experts participate in monitoring exercises in their individual capacity and not as

representatives of their respective Member State. Consequently, they should not seek advice and/or

guidance from their respective Member State when conducting the monitoring exercise. They should

not disclose any country-specific observations and/or the outcome of the on-site visit, including the

consolidated observations developed with the other members of the teams of experts, with their

respective Member State.

The roles and responsibilities of the Member State experts participating in the monitoring of the

operational and technical application of the Common European Asylum System, including the

Monitoring Roster can be found in the Executive Director Decision No 36/2025 on the terms of

reference for Member State experts participating in the monitoring of the operational and technical

application of the Common European Asylum System, including the Monitoring Roster, which is

attached to this call for nominations.

7. Reimbursement for Member State experts

Reimbursement of costs (i.e., travel, accommodation, and daily allowances) related to for the

participation of the preparatory training and/or the monitoring on-site visit shall be reimbursed by the

EUAA in line with Executive Director Decision No 79/2024 on the rules for reimbursement of expenses

incurred by participants invited to attend the Agency’s activities. Tasks performed remotely from the

country of employment are not subject to any reimbursement by the EUAA. Member State experts

must ensure they have valid medical insurance during their participation in the face-to-face training in

Malta and during on-site visit.

We look forward to receiving your nominations and to further enhancing our cooperation throughout

the implementation of the EUAA Monitoring Mechanism.

Best regards,

Alessia Chiocchetti

Head of Monitoring Unit

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

DATA PROTECTION NOTICE

for experts nominated to take part in activities for the purposes of the EUAA monitoring mechanism and the Monitoring Roster

1. Introduction

The European Union Agency for Asylum (hereinafter ‘the EUAA’ or ‘the Agency’) is committed to protecting your privacy. The EUAA collects and further processes personal data pursuant to Regulation (EU) 2018/17251 (hereinafter ‘the EUDPR’). This Data Protection Notice explains inter alia the reasons for the processing of your personal data, the way we collect, handle and ensure protection of your personal data and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, as well as of the Data Protection Officer (DPO) and the European Data Protection Supervisor (EDPS) to which you may have recourse as well to exercise the said rights.

2. Why and how do we process your personal data?

In accordance with Article 14 and 15 of Regulation (EU) 2021/23032, hereinafter the ‘EUAA Regulation’), the EUAA monitors the operational and technical application of all aspects of the common European asylum system (CEAS). For carrying out the monitoring exercises, teams of experts are set up by the Executive Director. The teams are composed of experts from the Agency’s own staff, the Commission and, where necessary, the Member States and, as observer, the UNHCR (Article 47(5)(p) EUAA Regulation). The Monitoring Roster for the teams of experts constitutes a reserve of Member State experts who will be made available for the purposes of the monitoring mechanism. As members of the Monitoring Roster, your personal data is processed to manage the timely appointment of the members of the teams of experts for specific monitoring exercises. In particular, your personal data is processed for the purpose of:

• Compiling the Monitoring Roster of Member State experts based on nominations by the

Member State;

• Appointing members in the team of experts in the context of the monitoring mechanism.

Data are collected in electronic form, via the use of the EU Survey tool and/or via email. The European Commission and UNHCR are contacted separately, by e-mail, to nominate experts for the purposes of the monitoring exercises.

1 Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC, OJ L 295, 21.11.2018, p. 39-98. 2 Regulation (EU) 2021/2303 of the European Parliament and of the Council of 15 December 2021 on the European Union Agency for Asylum and repealing Regulation (EU) No 439/2010, OJ L 468, 30.12.2021, pp. 1–54.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

Page 2/4

3. On what legal ground(s) do we process your personal data?

We process your personal data on the basis of Article 14 of the EUAA Regulation as well as Article 47(5)(p), according to which the Executive Director of the EUAA is responsible for setting up teams of experts for the purposes of the monitoring mechanism. To facilitate the nomination of Member State experts to the teams, a roster of Member State experts is established in line with section ‘8.1. Rules and principles for the establishment of teams of experts conducting the on-site visit’ of the Monitoring Methodology 3.

Consequently, the processing operation is lawful under Article 5(1) point (a) of the EUDPR given that it is necessary for the performance of the tasks that the Agency has been vested with for the purpose of fulfilling its mandate by virtue of the EUAA Regulation.

4. Which personal data do we collect and further process?

The following (categories of) personal data may be processed:

• First name;

• Surname;

• Nationality;

• Employing entity, department/unit and location;

• Title/position;

• Past employment in another Member State;

• Email address;

• Phone number;

• Areas of expertise (self-reported);

• Language skills (self-reported);

• Membership to EUAA networks;

• Existence of security clearance and corresponding level;

• Availability;

5. How long do we keep your personal data?

Personal data identified in point 4 are kept for 5 years for Member States experts nominated to the Monitoring Roster, unless they are deleted at an earlier point in the event that the data subject concerned is no longer a nominated Member State expert in the Monitoring Roster. Personal data identified in point 4 are kept for 2 years for experts nominated by the European Commission and the UNHCR for particular monitoring exercises.

6. How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, etc.) are stored on the servers of the EUAA. In order to protect your personal data, the EUAA has put in place a number of technical and

3 Management Board Decision 198 of 16 June 2026 establishing the common methodology for the monitoring mechanism on the operational and technical application of the Common European Asylum System.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

Page 3/4

organisational measures as required under Article 33 of the EUDPR. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation. It is noted that the nominations per expert are stored in a sensitive folder in the Electronic Records and Document Management System ('ERDMS’) of the Agency where access is limited only to authorised Monitoring Unit staff. Data collected via the EU Survey tool are stored in the tool for up to 1 year. The Privacy policy for websites managed by the European Commission, including EU Survey, may be found here.

7. Who has access to your personal data and to whom is it disclosed?

The following (categories of) recipients may have access to your personal data:

• The Executive Director, EUAA personnel within the Executive Director’s Secretariat, the EUAA

Monitoring Unit and the Training Centre with regard to training activities for the purposes of

monitoring;

• Other EUAA personnel on a need-to-know basis, including personnel of the Information and

Communications Technology Unit (ICTU), for security-related purposes;

• Your nominating entity through the designated contact point for the EUAA monitoring

mechanism.

Where and to the extent necessary for a specific monitoring exercise, some of the data may also be shared with:

• Member States experts, European Commission experts and UNHCR observers participating in

the teams of experts for the purposes of the monitoring mechanism.

• The Member State(s) subject to monitoring.

Some of the personal data listed above, such as your nominating entity, name and surname and your job title, may be shared with the EUAA Management Board and the members of the EUAA Monitoring Network, on a need-to-know basis.

8. Do we transfer any of your personal data to third countries or international

organisations (outside the EU/EEA)?

This processing activity does not entail any transfers of personal data to third countries outside the EU/EEA. However, it may entail transfers of some of the data identified in point 4 to UNHCR (‘international organisation’ within the meaning of Article 3(21) of the EUDPR) as an observer in the Monitoring Network as well as to individuals within UNHCR appointed as observers in teams of experts. For this purpose, your explicit and informed consent, as data subjects, is exceptionally sought prior to proceeding with the transfer of your contact details.

European Union Agency for Asylum

www.euaa.europa.eu

Tel: +356 2248 7500

[email protected]

Winemakers Wharf

Valletta, MRS 1917, MALTA

Page 4/4

9. Does this processing involve automated decision-making, including profiling?

This processing activity does not involve automated decision-making, including profiling.

10. What are your rights and how can you exercise them?

According to the EUDPR, you are entitled to access your personal data and to rectify them in case the data are inaccurate or incomplete. If your personal data are no longer needed by the EUAA or if the processing operation is unlawful, you have the right to erase your data. Under certain circumstances, such as if you contest the accuracy of the processed data or if you are not sure if your data are lawfully processed, you may ask the Data Controller to restrict the data processing. You may also object, on compelling legitimate grounds, to the processing of data relating to you. Additionally, you have the right to data portability which allows you to obtain the data that the Data Controller holds on you and to transfer them from one Data Controller to another. Where relevant and technically feasible, the EUAA will do this work for you. If you wish to exercise your rights, please contact the Data Controller, i.e. the Head of the Monitoring Unit, by sending an e-mail to [email protected].

You may always submit queries, remarks or complaints relating to the processing of your personal data to the Data Protection Officer (DPO) of the EUAA using the following e-mail address: [email protected].

In case of conflict, complaints can be addressed to the European Data Protection Supervisor (EDPS) using the following e-mail address: [email protected].

Adopted on: 22 June 2026 (v.02)

European Union Agency for Asylum www.euaa.europa.eu

Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

IS-005.01-01

Decision of the Executive Director No 36/2025

on the terms of reference for Member State experts participating in the monitoring of the operational and technical application of the Common European Asylum System, including the

Monitoring Roster

THE EXECUTIVE DIRECTOR, HAVING REGARD to Regulation (EU) 2021/2303 of the European Parliament and of the Council of 15 December 2021 on the European Union Agency for Asylum1 (hereinafter ‘the EUAA Regulation’), and in particular to Article 47(5) thereof, HAVING REGARD to Management Board Decision No 161 of 13 March 2024 establishing a common methodology for the monitoring mechanism on the operational and technical application of the Common European Asylum System (hereinafter ‘MB Decision No 161’), and in particular section 8.1 of the Annex thereto, WHEREAS:

1) MB Decision No 161 lays down the general principles for the Agency’s activities for the purposes of the monitoring mechanism.  

2) Section 8.1 of the Annex to MB Decision No 161 sets out the rules and principles for the

establishment of teams of experts, and in particular sub-section 8.1.4 foresees the establishment of a roster of Member State experts for the purposes of monitoring and empowers the Executive Director to establish internal rules, procedures and support tools to manage the roster. The Monitoring Roster is to constitute a reserve of Member State experts which will be made available for the purposes of the monitoring mechanism.

3) Section 8.1.7 of the Annex to MB Decision No 161 provides that further details concerning the implementation of the methodology in relation to the teams of experts are to be adopted by means of one or more decisions of the Executive Director.

4) Terms of reference for the Member States experts participating in the monitoring of the

operational and technical application of the Common European Asylum System, including the Monitoring Roster, should be defined,

HAS DECIDED AS FOLLOWS:

1 Regulation (EU) 2021/2303 of the European Parliament and of the Council of 15 December 2021 on the European Union Agency for Asylum and repealing Regulation (EU) No 439/2010, (OJ L 468, 30.12.2021, p. 1)

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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Article 1 Roster of Member State experts

A roster of Member State experts (hereinafter ‘Monitoring Roster’) is hereby established to facilitate the nomination of experts for the teams of experts for the purpose of monitoring the operational and technical application of the Common European Asylum System.

Article 2 Terms of reference for Member State experts participating in the monitoring of the operational

and technical application of the Common European Asylum System, including the Monitoring Roster

The terms of reference for Member State experts participating in the monitoring of the operational and technical application of the Common European Asylum System, including the Monitoring Roster, as annexed to this Decision, are hereby adopted.

Article 3 Implementation

The Head of the Asylum Knowledge Centre is tasked with ensuring the dissemination of this Decision among the Member State experts included on the Monitoring Roster.

Article 4 Entry into force

This Decision enters into force on the date of its signature. Done at Valletta Harbour, on Nina Gregori Executive Director Annex: Terms of reference for Member State experts participating in the monitoring

mechanism of the operational and technical application of the Common European Asylum System, including the Monitoring Roster.

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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Annex

Terms of reference for Member State experts participating in the monitoring of the operational and technical application of the Common European Asylum System, including the Monitoring

Roster 1. Introduction The Executive Director is responsible for setting up teams of experts2 for the purposes of the monitoring mechanism3, which are to be composed of experts from the Agency’s own staff, the Commission and, where necessary, the Member States and, as observer, the United Nations High Commissioner for Refugees (UNHCR). Although the EUAA monitoring mechanism is not conceived as a peer review process, the EUAA supports the active involvement of Member State experts in the teams of experts. To facilitate the nomination of experts in the teams, a roster of Member State experts is established. Nonetheless, the teams of experts are not prevented from performing their tasks in the absence of Member State experts and/or the UNHCR observer. These terms of reference complement the information in section 8.1 of the Annex to MB Decision No 161 and provide further details for the practical implementation and operation of the Monitoring Roster. They set out, inter alia, the role and responsibilities of Member State experts on the Monitoring Roster in accordance with the common methodology for the monitoring mechanism laid down in the Annex to MB Decision No 161 (hereinafter ‘Monitoring Methodology’). The structure and the size of the teams depend on the type and scope of the monitoring exercise as follows4: • Country monitoring exercise: To adequately cover the wide range of expertise required for the

purposes of the monitoring exercise, but also to better manage the workload, the country monitoring team will be organised in specific thematic sub-teams composed of experts in the areas of asylum and reception;

• Ad hoc monitoring exercise: The team composition will be adjusted in line with the specific focus depending on the serious concerns identified by the EUAA or the Commission, covering all or partly the areas under review in line with the objective criteria;

• Thematic monitoring exercise: The team of experts for a specific thematic exercise will be formulated on the basis of the expertise required.

2. Background information The Agency shall maintain a Monitoring Roster for the purposes of monitoring. The Monitoring Roster constitutes a reserve of Member State experts who will be made available for the purpose of the

2 Pursuant to Article 47(5)(p) of the EUAA Regulation. 3 Established pursuant to Articles 14 and 15 of the EUAA Regulation. 4 More details in sub-section 8.1.2 of MB Decision No 161.

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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monitoring mechanism. It serves as a pool of Member State experts that participate in teams of experts. Each Member State may nominate a maximum of five experts onthe Monitoring Roster on a voluntary basis. The Head of the Monitoring Unit shall manage the Monitoring Roster. Member State experts participate in monitoring exercises in their individual capacity and not as representatives of their respective Member State. Consequently, they shall not seek advice and/or guidance from their respective Member State when participating in a monitoring exercise. 3. General criteria for the nomination of Member State experts in the Monitoring Roster The Agency draws on experts on the basis of the general criteria defined in subsection 8.1.5 of the Annex to MB Decision No 161. A call for nominations of experts shall be issued defining specific skills and thematic expertise, as needed. Moreover, if for the purposes of a monitoring exercise, specific expertise not covered by the Member State experts nominated in the Monitoring Roster is required, the Agency may publish an additional call for experts for the specific monitoring exercise in line with section 8.1.4 of the Annex to MB Decision No 161. 4. Role and responsibilities of Member State experts on the Monitoring Roster Member State experts may participate in teams of experts where necessary. In the context of a monitoring exercise, Member State experts are mainly expected to: • participate in the monitoring exercise including the on-site visit; • participate in relevant training related to the monitoring exercise; • participate actively in all activities, including the preparatory and follow-up process before and

after the on-site visit, as needed; • cooperate with the EUAA and the EUAA’s monitoring country coordinator and thematic leaders

and follow their guidance; • carry out assigned responsibilities effectively and efficiently within the agreed time limits; • document all findings and observations; • contribute to the drafting of the monitoring report; • provide feedback on the activities carried out; • co-operate with the other team members at all times during all phases of the monitoring exercise; • process the information received in the framework of the monitoring exercise in a confidential and

objective manner in line with the code of conduct5;

5 As laid down in the Decision of the Executive Director No 34 of 25 April 2025 on the code of conduct for participants in activities for the purposes of monitoring of the operational and technical application of the Common European Asylum System.

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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• respect at all times the code of conduct for participants in activities for the purposes of monitoring of the operational and technical application of the Common European Asylum System.

5. Inclusion on the Monitoring Roster All Member States shall be invited to nominate experts for inclusion on the Monitoring Roster, according to the general criteria outlined in section 8.1.5 of MB Decision no 161. The national monitoring coordinators shall be requested to share a list of suitable Member State experts. Following the nomination, the Agency shall request all nominated Member State experts to fill in the Monitoring Roster Member State experts’ registration form. Personal information on Member State experts on the Monitoring Roster shall be covered by the applicable data protection notice. Inclusion on the Monitoring Roster shall not be construed as synonymous with immediate participation in a monitoring exercise. 6. Revocation of nominations on the Monitoring Roster The call for nominations of Member State experts shall be shared with the Monitoring Network. A Member State may recall a nomination at any time if the criteria cease to be fulfilled and/or the expert is no longer available, and may nominate new experts until the maximum number is reached. 7. Selection criteria for the participation of Member State experts in a team of experts for a

monitoring exercise The Executive Director is responsible for setting up teams of experts for the purpose of the monitoring mechanism. The Monitoring Methodology provides for flexibility as regards the size of monitoring teams of experts in order to increase efficiency and reduce the administrative burden. The EUAA shall define and adapt the size of the teams depending on the type and complexity of the monitoring activity while maintaining the balance between the different types of experts (EUAA staff, European Commission, Member State experts, and UNHCR as observer) as described in section 1 above. When selecting Member State experts, the following considerations should be taken into account to the extent possible: • the professional experience of the Member State experts on the Monitoring Roster; • the need for a variety of profiles and expertise in the team of experts in line with the specific needs

for the specific monitoring exercise, including, inter alia, language skills; • the availability expressed by the Member State experts for a particular monitoring exercise; • the need to ensure geographical and gender balance; • rotation and balance as regards professional experience;

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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• equitable participation of Member States in monitoring exercises during each cycle. Member State experts shall not be part of a team of experts performing a monitoring exercise in the country where they are employed (including experts on unpaid leave and seconded national experts) and/or their country of nationality (including dual nationality or former nationality). The Agency’s policy on the prevention and management of conflicts of interest6 and the general principles defined in Section 8.1.5 of the monitoring methodology apply. Upon confirmation of the appointment of a Member State expert as member of a team of experts, the Agency shall inform in writing via email the respective national monitoring coordinator and the expert concerned detailing the type of monitoring exercise and expected timeline of activities. The selected Member State expert shall confirm their participation as member of the team of experts within the set deadline. The appointed Member State expert shall be expected to participate in the designated monitoring exercise as a member of the team of experts. 8. Reimbursement for Member State experts on the Monitoring Roster participating in monitoring

teams of experts Reimbursement of costs (i.e., travel-related expenses, accommodation, and subsistence expenses) linked to scheduled, in-person meetings for preparatory training purposes and/or the monitoring on- site visit shall be reimbursed by the EUAA as per the Decision of the Executive Director No 79/2024 of 19 February 2025 on the rules for reimbursement of expenses incurred by participants invited to attend the Agency’s activities (hereinafter ‘the Reimbursement Decision’). Tasks performed remotely are not subject to any reimbursement. Selection on the Monitoring Roster and/or appointment as member of teams of experts does not in and of itself under any circumstances or at any point in time constitute and/or lead to an employment relationship between an expert and the EUAA or any other entities with whom the expert may interact in the context of their participation in the monitoring activities. In line with section 8.1.3. of the Annex to MB Decision No 161, cancellation of participation of a Member State expert may happen for justified, serious and unforeseen reasons of a personal nature (such as sudden illness). Cancellations should be communicated in writing via email to the EUAA’s Monitoring Unit functional mailbox ([email protected]) without undue delay along with the relevant justification and documentation, as needed. In such cases, the EUAA shall reimburse any relevant costs borne for the purposes of the monitoring exercise in line with the Reimbursement Decision.

6 As laid down in Annex 1 to the Decision of the Executive Director No 20 of 23 April 2025 on the policy on the prevention and management of conflicts of interest, related post-employment and ethical guidance, and the role of ethics correspondent.

European Union Agency for Asylum

www.euaa.europa.eu Tel: +356 2248 7500 [email protected]

Winemakers Wharf Valletta, MRS 1917, MALTA

EUAA/EDD/2025/036 IS-005.01-01

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Withdrawal of an expert due to work related reasons (e.g., sudden increase of workload, finalisation of an important project) should be avoided, where possible. 9. Data protection The personal data of the experts forming part of the team of experts and of the experts nominated for/included on the Monitoring Roster shall be processed in compliance with Regulation (EU) 2018/17257. The data subjects shall be informed regarding the processing by means of a privacy notice that shall be made available on the EUAA’s website. The Head of the Monitoring Unit shall act as data controller. Member State experts’ curricula vitae (CVs) and nomination forms are kept and used for the purpose of the Monitoring Roster until the EUAA receives a notification from the relevant national monitoring coordinator revoking a nomination. Following this notification, the expert’s CV shall be removed from the EUAA’s records. Experts may update or correct their identification data at any time. To update or correct data regarding qualifications and experience relevant for inclusion on the Monitoring Roster, experts must resubmit their CV using an online form provided by the EUAA. Data subjects may ask to be removed from the Monitoring Roster and for their personal data to be erased, by submitting a request in writing to the Monitoring Unit, while maintaining their national monitoring coordinator informed8 of the said request.

7 Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC, (OJ L 259, 21.11.2018, p. 39). 8 For a request submitted by e-mail this means that the national monitoring coordinator should appear in copy (i.e., in cc.).