A simple online mobility management app enabling an inviting person/department to enter all the parameters on incoming PhDs/academics prior to his/her stay, sending out an auto-generated welcoming email (s) with information and access to all university services (online library, pass/card, other electronic services before their coming to the receiving institution.) easing thus the whole pre-arrival process immensely.
This should be done in cases of incoming PhDs/academics who already know that their mobility/ job position has been approved/confirmed.
Improved quality of service
|Categories||Administrative & Legal Support|
|Mobility stages||Pre-arrival phase|
|Importance||Important to have|
|Scale of organizational change|
|Target groups||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Types of contracts of researchers||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||3-6 months 6-12 months|
The setting up activities should include the following:
The App has to have a user-friendly interface, consider data protection features and privacy settings. In the testing phase, multiple tests need to be performed. Before the App's official launch, the focus group members' feedback needs to be gathered.
Challenges (factors to consider): General Data Protection Regulations (GDPR) should be kept in mind at all times, as data has to be protected, considering the fact that these are private details about the incoming PhDs/academics and academic staff.
|Cost of practice setup|
|Time required for practice setup|
|Personnel effort required for practice setup|
|Actors involved in practice setup||
|Indicators for evaluating progress/quality of practice setup||
The delivery activities are the following:
|Cost of practice delivery|
|Time required for practice delivery|
|Personnel effort required for practice delivery|
|Actors involved in practice delivery||
|Partners involved in practice delivery||
|Indicators for evaluating progress/quality of practice delivery||
@Embassy and @Immigration office should provide the welcoming institutions with lists of documents necessary to be obtained from the incoming researchers, so that the welcoming institutions can put those lists to be seen when applying online.
One of the good practices from our uniwelis interview, specifically, with our EURAXESS colleague Ales Oven from the University of Primorska. It is a simple application developed by their FAMNIT allowing a hosting person/department to enter all the parameters on an incoming researcher prior to his/her stay (2 weeks prior to researcher's visit the system sends out an auto-generated welcome email with information regarding access to all university services (online library, pass/card, other electronic services).