The American School of Classical Studies at Athens

Applying for a fieldwork permit

Applying for a fieldwork permit

The availability of permits will be announced at meetings of the Managing Committee and posted on the ASCSA website approximately two years in advance of projected fieldwork. Proposals will be considered only as permits become available. All proposals for excavation and survey work in Greece, both independent projects and synergasias, should be discussed first with the Director of the School and the Chair of the Excavation and Survey Committee. Completed proposals then must be sent to the Chair of the Excavation and Survey Committee 18 months before such work is to take place and no later than November 30.

After approval by the Committee, project’s director(s) will submit a permit application to the ASCSA Assistant to the Director by October 15 in the year prior to the beginning of the project. The School will then apply to the Hellenic Ministry of Culture and Sports on behalf of the applicant(s) and associated cooperating institution(s). The deadline for submitting applications to the Ministry is November 30.

Instructions for applying to the School’s Excavation and Survey Committee


.  Applications to the Excavation and Survey Committee should be submitted as a single pdf file, including the proposal, illustrations, and supporting documents.  The Excavation and Survey Committee traditionally meets during the Archaeological Institute of America meetings in January and considers proposals for work to begin approximately 18 months from that time.
Proposals will be assessed on the following criteria and information:
a. An Abstract summarizing the research plan and intellectual goals of the project.
b. A statement of the research plan and intellectual goals of the project including relevant bibliography (not to exceed 7 pages single-spaced).
• When a permit is sought for continuing work on a pre-existing project, the project’s intellectual results to date and how these results have been disseminated must be communicated.
c. A statement of method and techniques to be employed. For scientific analyses, methods should be clearly articulated, and qualified personnel who will conduct the analyses should be included in section (e).
d. A plan, established in conjunction with the Ephoreia, for ongoing site conservation and final and sustainable plan for site conservation at the end of the permit period.
e. The names and specialties of the staff who are to participate in the work.
f. Full CV of director(s) (not to exceed 20 pages) and 2-page CV of each senior staff member (Append at end of application packet).
g. The exact dates of the field work which should not be more than 4-6 weeks and the overall length of the program.
• The fieldwork should be planned to start not earlier than April 1st of each year. If there is a special reason why a project should take place earlier, this must be explained in writing, in a special request to be submitted no later than October 1st. These rules are stated in the Ministry’s directive of 2002, which is valid until further notice.
h. A budget for the work and evidence that funds are available and/or have been applied for.
• The budget must take into account article 44 of Greek Law 5351/32 which reads in part: “During the whole period of the excavation and research until the final publication, the excavating Archaeological Society or Archaeological School is obliged to pay for, under the instructions of the relevant service of the ministry, the conservation of the uncovered remains, the support of walls, the filling of pits, or the drainage of water. Failure to fulfill the above (obligations) can be regarded, after consideration by the Central Archaeological Council, as a termination of the excavation. If no museum or other available appropriate public building exists near the place of excavation, the excavator (and surveyor) has the obligation to pay for the temporary safe storage of the discoveries.” Excavators are also expected to provide permanent storage for their finds after the completion of excavations. Even in instances where a local museum is available, the director must insure that space is available for proper storage and, failing that, that funds are available to provide for such storage.

Necessary Supporting Documents:
a. A brief written statement of support for the project from the Director of the relevant Ephoreia.  This requires personal and direct communication in person with the Proistamenos.
b. The contacts which have been made with local authorities about the work, and what support is forthcoming from them.
c. The precise location and area to be excavated/surveyed.  This should be described verbally and clearly indicated on a detailed map of scale 1:5,000.
d. If a permit for excavation is sought, the Trustees of the School require a statement on the legal disposition of the land and how this has been determined.  If the land on which you wish to excavate is privately owned, you must provide a plan for land acquisition and transference to the Greek government (purchase or expropriation or both) that has been agreed upon with the Director of the relevant Ephoreia and indicate what progress has been made in negotiations with the landowners. Directors applying for a permit to excavate must demonstrate that they have the funds (or at least the majority) in hand for the acquisition before a permit request can be granted by the ASCSA.
e. If the project will employ workers, an explanation addressing how social insurance (IKA) will be paid for them.  The ASCSA does not provide this service for affiliated projects.
f. Evidence of support from the cooperating institution(s) of which the project director(s) is a member, e.g. a letter from an appropriate Dean or the Provost.
g. Evidence that prior publication commitments of field projects have been fulfilled.
h. A statement outlining publication plans for the project, including plans for regular preliminary and final reports.
• This plan should be updated as warranted by changes in the project’s plans and should contain also a statement of the methods to be employed by the project for the long-term storage and preservation of electronic data that emerges.
i. Evidence that adequate, available storage facilities have been identified.

Synergasias
If a synergasia is contemplated, the name(s) of the Greek co-director(s) and a clear outline of the divisions of labor and responsibilities between the Greek and American teams, including a statement that each side will provide one-half of the required funds and staff for each season. In synergasia projects, and according to the directive of the Ministry of June 2002, the two teams must sign a “protocol of cooperation” before the beginning of their project (directive of the Ministry of June 2003 on the principles of drafting a protocol of collaboration). In this protocol the two teams must describe the intellectual purpose of the synergasia, the duration and the budget. The synergasia project is equally divided between the two parties and the Greek side is the director of the project.

Continuing Excavations
If the request is for continuing excavation on a site where you have excavated before, a clear indication both in writing and on a state plan of the site where conservation/backfilling is complete and what, if anything, remains to be completed.


Instructions for applying to the Hellenic Ministry of Culture and Sports

For those granted one of the School’s five fieldwork permits, the following guidelines apply. If you have questions about this procedure, please contact the Assistant to the Director.

Directors of new and ongoing excavation and/or survey projects must submit the following information to the Assistant to the Director by October 15 each year:

- New Field Projects:
a. The purpose, research goals and expected contributions to knowledge of the excavation/research project
b. Scheduled activities of every field season
c. Detailed description of activities for the coming season
d. CV of project director(s)
e. Dates of coming field season (not to exceed six weeks annually)
f. List of project members with their specialties
g. Topographic plan of the area to be excavated/ surveyed for the entire duration of the project and for the coming season. In the case of excavations the exact location of trenches must be indicated on a plan. In the case of surface survey, the area to be surveyed must be indicated on a 1:5000 topographic map.
h. Detailed description of geophysical survey methods to be employed (if any) and a plan indicating the area to be surveyed.
i. In the case of underwater excavation/ survey, a plan indicating the exact path of the research vessel as well as the precise area to be investigated.
j. Documentation on the property status of the area to be excavated/ surveyed. According to Greek Law, systematic excavation cannot take place in privately owned properties (except for limited trial trenches, after the landowner’s permission). In the case of surface or geophysical surveys, the landowners of the area to be surveyed must be notified.
k. In the case of field projects undertaken in collaboration (synergasias) with the Archaeological Service, a memorandum of understanding between the project director(s) and the relevant ephorate of antiquities must be submitted. For guidelines on drafting a memorandum of understanding, see the original document here and the English translation here.
l. Budget and funding sources


- Ongoing Field Projects
a. A report on the work of the previous field season, accompanied by photographs and plans.
b. Detailed description of activities for the coming season
c. Dates of coming field season (not to exceed six weeks annually)
d. List of project members with their specialties
e. Topographic plan of the area to be excavated/ surveyed
f. Budget and funding sources

- Study Seasons:
Projects conducting study seasons must also submit their request by October 15 every year with the following information:

a. A report on the work of the previous season, accompanied by photographs, plans and catalogues of finds that were studied.
b. Detailed description of activities for the coming season
c. Dates of coming field season
d. List of project members with their specialties

The official document on the “Terms and Conditions for Archaeological Research in Greece from Organizations that do not belong to the Greek Archaeological Service” can be found here and the English translation here.

The School is required to submit all applications for excavation and survey work to the relevant Ephoreias and the Department(s) of Foreign Schools of the Hellenic Ministry of Culture and Sports by November 30 every year. The Ephoreias submit their recommendation to the Department(s) of Foreign Schools by December 31 of the same year. Applications for new projects are examined by the Central Archaeological Council (ΚΑΣ) and the final decision is issued by the Minister of Culture and Sports. Permits for ongoing projects are issued directly by the Minster, without being examined by the Council (for more information on the Central Archaeological Council, its members, meetings and agendas visit http://kas.culture.gr/). Study season permits are issued directly by the local Ephoreias of Antiquities.

 

NOTE: Even though the School submits its requests to The Hellenic Ministry of Culture and Sports in November, it does not usually receive replies from the Ministry until the end of April. In some cases, the replies are negative. Project directors who need to expend funds before this time are warned that they may have to cancel their plans if the Ministry denies permission. In this case, they are advised to make other arrangements in order not to pay penalties if air tickets are purchased earlier than the end of April.


Reporting
At the end of each season and by October 15 of each year all projects should submit to the School, via the Assistant to the Director, a report of activities (as a Word document, single-spaced, 12-point type throughout) accompanied by photos and/or maps. This document will be translated into Greek and sent to The Hellenic Ministry of Culture and Sports, the relevant ephoreias and directorates, and Archaiologikon Deltion. The English report, with its enclosures, will be sent to the British School at Athens, the French School and the German Archaeological Institute for inclusion in Archaeological Reports and Archaeology in Greece Online/Chronique des fouilles en ligne.  Therefore, members are requested to send high resolution images and plans as well as text to the Assistant to the Director via a file-sharing mode, such as Dropbox.