Legal Clinic

How to Organise a Legal Clinic

First of all, Legal Clinics may be organised in cooperation with a broad range of institutions and organisations. Such partnerships enable students to engage with real legal cases, gain exposure to various fields of law, and develop a strong sense of professional responsibility. Depending on the local context and the specific focus of the Legal Clinic, cooperation may include, but is not limited to: 

• Pro bono departments of law firms, which provide professional supervision and practical insight into legal practice; 

• Non-governmental organisations (NGOs), which work in the fields of social justice, humanitarian assistance, environmental protection, or other public-interest causes; 

• Public institutions, such as Ombudsman Offices, where students can gain an understanding of mechanisms for the protection of citizens’ rights; and

• Bar associations and professional chambers, which may offer mentorship and guidance while promoting compliance with professional and ethical standards. 

Choosing a partner

The initial step in organising a Legal Clinic is the decision to implement the project, which is closely connected to the selection of an appropriate partner. It is essential to contact potential partners at an early stage in order to establish initial interest, clarify possible forms of cooperation, and ensure that the project is aligned with the objectives of both ELSA and the prospective partner. 

Preparation

After a partner has been confirmed, the National or Local group and the partner organisation should carefully establish a timeframe for your project, ensuring adequate preparation time for all participants. It is strongly recommended that planning begins several weeks or even months in advance in order to allow sufficient time for the smooth completion of all organisational, promotional, and contractual requirements. 

Following this step, the number of student participants should be determined, with the aim of ensuring high-quality service delivery and adequate support. Once participants have been selected, it should be noted that each one of them must also enter into an individual agreement with the partner organisation. It should be taken into account that this procedure may require a considerable amount of time; therefore, sufficient time should be allocated to finalise all contractual arrangements prior to the commencement of the project. 

Furthermore, supervision responsibilities should be assigned and the mentors’ roles clearly defined. It is essential to ensure that both the students and the partner organisation fully understand their respective roles and obligations as set out in the contract. In the event of any questions, their contact details should be provided so that they may reach out for clarification or support at any stage. 

Then, during the contractual phase, you should define the allocation of legal and civil liability. It is advisable to remind all student participants of the scope of civil liability associated with the project, ensuring that everyone has a complete and transparent understanding of their responsibilities prior to the commencement of participation. 

Contract signing

To prevent misunderstandings and protect both students and partners, it is essential to ensure that all parties understand and agree to contractual terms. Therefore, prior to the start of the project, a formal agreement between ELSA and the partner organisation must be signed. This contract should set out all responsibilities, expectations, and liabilities. Please use the Partnership Agreement Template provided for this purpose.

Individual participants will also be required to sign agreements with the pro bono entity, setting out the terms under which they will provide legal assistance. Please also use the Student Participation Agreement Template provided for this purpose.

Promotion and registration

To ensure successful participation, the Legal Clinic must be properly promoted. The date and timeframe of the project should be selected so that marketing begins at least one month before registration opens. 

Registration should remain open for a minimum of one week, and there should be at least two weeks between the closure of registration and the start of the project, allowing participants sufficient preparation time. 

The number of participants may vary depending on the organising Group’s capacity; nevertheless, quality should be prioritised over quantity. 

It is also strongly recommended to organise a pre-event call with participants to provide them with all necessary information to ensure the project proceeds smoothly.

Implementation

Since participants are delegated to the partners’ pro bono departments, the partner organisation ensures that students receive appropriate guidance from a fully qualified lawyer and that the quality of the legal support provided remains high.  It is, however, the duty of the respective ELSA group to handle all organisational aspects, including recruitment and coordination with the partner. 

Therefore, it is essential to agree in advance on all key details with the partner organisation, including the project’s duration, the thematic scope of the work, the number and level of experience of the participating students, reporting and monitoring procedures, as well as any other organisational or logistical matters necessary for effective cooperation. 

Additionally, it is essential to ensure that students understand the legal framework and the guidelines for providing advice or support. In order to address and resolve any issues promptly, regular communication between ELSA coordinators and the partner organisation should be maintained. Furthermore, to ensure the delivery of high-quality service and a positive experience for both participants and clients, the workload and distribution of tasks among students should be monitored. 

Evaluation

After the Legal Clinic has concluded, it is again beneficial to carry out a thorough review and evaluation of the project. Therefore, feedback from student participants regarding their experiences, learning outcomes, and suggestions for improvement as well as the from the partner organisation concerning the quality of cooperation, the effectiveness of student involvement should be collected. It is also important to analyse what worked well and what could have been done differently, both in terms of organisation and implementation. Finally, the lessons learned and recommendations should be documented.

For further information, please feel free to look into the Legal Clinics Handbook.