Central IT mobility system/database

IT mobility system/database is an important segment in organizing information regarding mobility. Each institution should develop its own database, and, if needs be, offer information from it to the other institutions. 


Improved access to information Improved quality of service Improved visibility Improved procedure/efficiency

Basic information
Categories Administrative & Legal Support
Mobility stages Pre-arrival phase During mobility phase After-leaving
Delivery schedule Continuous
Importance Important to have
Scale of organizational change
Target groups PhD student/Early career researcher Lecturers (incl. Language Teachers) Administrative staff
Types of contracts of researchers Full degree student Permanent employee Visiting scholar Employee in training (interns, research fellows, postdocs) Exchange student
Career stages of researchers 6-12-months of experience 1-3-years of experience 3-10 years of experience
Lengths of stays of researchers 0-3 months 3-6 months 6-12 months
Practice setup

When setting up an IT mobility system/database, the following should be considered:

  • designating a software which would host the database,

  • acquiring (building) appropriate infrastructure for the database,

  • checking what kind of data would be required in order to use the database,

  • IT support department should collaborate with the IROs in order to see how to make this system accessible.

Challenges (factors to consider): Each institution should check whether its domain can support the system and whether it can be connected to the other parts of the HEI's software. 

Cost of practice setup
Time required for practice setup
Personnel effort required for practice setup
Actors involved in practice setup
  • IRO/welcome centre
  • IT support department
Indicators for evaluating progress/quality of practice setup
  • Software implemented
  • Database filled-in with data

Practice delivery

Delivery activities are mainly connected with:

  • uploading information to the database, including documents necessary for the mobility process, during all of its phases,

  • organizing the uploaded information,

  • updating the information when necessary.

Challenges (factors to consider): the information in the database needs real-time update.  

Cost of practice delivery
Time required for practice delivery
Personnel effort required for practice delivery
Actors involved in practice delivery
  • IRO/welcome centre
  • IT support department
Indicators for evaluating progress/quality of practice delivery
  • Software implemented
  • Database structure designed

Examples of practice

Mobility platform

University of Niš has developped a platform with a database where all faculties in its domain can add their own documents and information regarding visiting academics, as well as support staff. Each faculty has a representative who uploads the data to the platform and it is overseen by the university, so that it would have access to the real-time information regarding mobiltiy practices.

University of Tubingen - database

The University of Tubingen has launched a comprehensive data and mobility management database with functionalities such as:

  • personal information of an incoming PhD/academics
  • info on host institute/supervisor
  • notification of new/upcoming arrivals
  • expected services, social events,
  • task management/task division,
  • reminders of expiry dates of visa/residence/work permit/hosting agreement
  • information on accompanying family and their expected support,
  • Email/invitation generation
  • overview of all emails sent via database
  • statistics, services provided data tracking