TREIO Toolkit Validation Workshop (5-6 Oct 2023)

The e-Evidence Digital Exchange System (eEDES) is provided by the European Commission to support Member States in managing the European Investigation Order (EIO) and Mutual Legal Assistance (MLA) procedures on European level. Relying on eEDES, it is possible for the judicial professionals to prepare EIO/MLA forms in a digital way and send them as a message, as well as to attach documents to each message.

Contextualizing on the use of eEDES to prepare and exchange EIO/MLA forms in a digital way, the TREIO Project has developed a Reference Training Framework on the European Investigation Order implementation. TREIO tools, offered in several languages, include

• a comprehensive set of training materials that could be tailored to both professionals seeking in-depth training on EIO and professionals with extensive day-to-day experience in this judicial cooperation instrument
• guidelines to each training session providing suggestions for carrying out the training, detailed information and additional references on the content covered and hands-on activities to activate learning on the eEDES
• self-paced e-learning course based on TREIO training materials and providing for real-time training modalities via the TREIO eEDES Simulator
• a TREIO eEDES Simulator of the EIO business flow (with customised auto-responder) and a full e-CODEX infrastructure to provide realistic message flows among trainees.

The purpose of the event was to bring together training managers and leading trainers in judicial training institutions, judges, prosecutors, and high-ranking civil servants making decisions in their countries on training on judicial cooperation instruments in the criminal domain, as well as project managers and officials responsible for training aspects of the eEDES on national level – to collectively share knowledge and experience and discuss recommended ways based on the TREIO Project outcomes. Participants were engaged in a series of practical workshops facilitating a unique setting for cross-border discussion on the benefits of the TREIO Project tools, their formation in a training toolkit and further adoption across the EU by Member States.

All participants in the event were provided with access to the TREIO Project tools upon registration.

The workshop took place on site at Italiana Hotels Florence located at Viale Europa, 205, 50126 Florence, Italy. The working language of the event was English.

A total number of 41 professionals - representatives of key stakeholders, took part to the event.

Participants were engaged in a series of practical workshops facilitating a unique setting for cross-border discussion on the benefits of the TREIO Project tools, their formation in a training toolkit and further adoption across the EU by Member States. Interactive sessions with participants were organized in sequence and moderated by the TREIO Team. While TREIO Team presented its experience relating to in person train-the-trainer activities, national trainings and international sessions, e-learning, use of the eEDES Simulator, etc., participating professionals were also actively involved in providing feedback on each of these points.

In the ‘TREIO Person-to-Person Training Workshop: Looking Backward, Moving Forward’ Session, the use of the TREIO person-to-person training in the process of launching eEDES at a national level was discussed. Participants were invited to reflect on how to sail through training needs accompanying the launch in view of the way training is usually carried out in individual Member State. In other words, the session reflected on the flexible nature of the TREIO training materials and how TREIO training fits in current training practices. Professionals in the field generally have very busy schedules or prefer learning by doing, they therefore lack the time to go through lengthy training materials. Their day-to-day work is important to them and training is sometimes perceived as a waste of time as it keeps them from their work. Incentives to participate and availability are therefore often bottlenecks. Simple materials and checklists are generally preferred because of this. The preference for onsite, online or even hybrid trainings depend on several factors, such as the topic of the training and if discussions are necessary. If discussions are necessary, then onsite trainings are generally preferred, which are organised locally, close by the office and around court times so as not to conflict with day-to-day work. The training should be given by judges or prosecutors with experience in the field and organised by a central authority or judicial schools for their colleagues and other legal professionals, including administrative staff and law enforcement in some MS. Some red flags that were raised include that EIO’s are not frequently exchanged (yet) in some MS, that eEDES does not offer an official translation, electronic signatures, integration of the EJN Atlas, ‘technophobia’ of some professionals, in particular senior staff members in some countries. The TREIO training materials are seen as being flexible enough to be adapted to any situation and to the needs of the user, i.e. the materials can be used onsite and online, can be adapted to the type of participants joining the training and can be shortened or a selection can be made for a specific training depending on the experience of the participants and the goal of the training. The cascading training is also perceived as very positive as it can be done step by step and in smaller groups.

‘Think TREIO Workshop’ Session was based on the Six Hats Thinking Method designed by Edward De Bono. The subject of the workshop session was on the TREIO e-Learning as a tool for training on the EIO and eEDES.

The workshop was successful and stimulating for the professionals. Overall, the feelings and thoughts towards the e-learning were mixed. Participants felt that the online self-paced approach was ideal in some instances, particularly where stakeholders/end-users require access flexibility and time to complete the training. However, the participants reflected on drawbacks of the self-paced approach where participants considered the training could be boring or could lead to a package that is not tailor-made for the specific Member State. Furthermore, the participants identified that the training in English only would be problematic for Member States, and they identified that each Member State adopts a different modality for training and may be at very different stages in the adoption of eEDES.

Participants also discussed how the e-learning may not be suited to the pressure of end-users who may be interrupted for work and that there needed to be greater incentives to complete the training. The need for incentives was mentioned by many. Awareness of the different training modalities and localisation needs it was even more enlightening that the suggestions for the adoption of the e-learning could involve a hybrid approach by Member States. There were several comments during the workshop that led us to believe that for many participants they felt a hybrid approach would lend itself better to the national context and situation. For example, the e-learning could complement or be complemented by face-to-face or live online training on the eEDES.

The TREIO Team recognises that a hybrid approach may be a suitable modality for several Member States and that the e-learning is largely complemented by the novel TREIO eEDES Simulator which can be used by any Member State in the training of professionals working with the EIO and eEDES.

The validation of the TREIO eEDES Simulator took place through a face-to-face survey that followed a dedicated presentation of the tool. The participants, predominantly comprising personnel from EIO competent authorities, actively engaged in providing valuable feedback aimed at assessing the tool's efficacy during training sessions. Groups were categorized based on their prior experience and roles.

The feedback overwhelmingly endorses the TREIO eEDES Simulator for its effectiveness in facilitating real-time TREIO training experiences, with a total of 31 participants involved in the survey. Notably, when asked about the benefit of the TREIO eEDES Simulator, 20 individuals responded affirmatively, with 30% of them having prior experience with the Simulator and 50% experiencing it for the first time. Additionally, 11 participants expressed potential benefits, with 36% having previous experience and 45% encountering it for the first time.

Regarding the perceived benefits, respondents highlighted various advantages. 24 participants emphasized the support for self-paced scenarios at any time, with a breakdown of 38% technical or administrative roles, 42% prosecutors, and 8% EIO trainers. Additionally, 9 respondents noted the benefit of not requiring an available pair, with 44% from technical or administrative roles and 33% prosecutors. Furthermore, 16 participants valued the Simulator's immediate response, including 31% technical or administrative roles, 50% prosecutors, and 13% EIO trainers.

In assessing the statements, participants rated the TREIO eEDES Simulator as a valuable supplementary tool for training purposes with a score of 4.5 out of 5. They also indicated that with some improvements, it could become the perfect training tool, scoring it at 4.2.

Lastly, in response to whether the TREIO eEDES Simulator session made them feel more comfortable handling EIO cases, 73% answered affirmatively, while 27% responded negatively.

The TREIO eEDES Simulator constitutes a crucial component of the TREIO Training Toolkit. With adequate resources it has the potential to support more advanced EIO training scenarios. Additionally, the TREIO eEDES Simulator can facilitate the training of other legal instruments offered by eEDES in the future, in coordination with DG Justice and Consumers. However, it’s important to note that the license for the eEDES software was granted exclusively for the duration of the grant agreement of the TREIO project.

The workshop final session aimed at acquiring the participants’ preferences when thinking about putting in place the TREIO training tools considering their national context (commenting in the context of the TREIO Toolkit). The e-learning courses and the TREIO eEDES Simulator were the tools by which the majority of the participants would focus when designing and putting in place a training on EIO in their own domestic scenario. Therefore, they were considered part of the most valuable way to introduce a training campaign in their countries.

Thursday, 5th October 2023, 14.00 – 18.00 CET

Thursday, 6th October 2023, 09.00 – 13.30 CET