Basic information

Practice setup

While preparing a database/directory of suitable accommodation facilities (besides those available by the HEI directly), it is desirable to establish also personal contacts with those where there is a high probability of cooperation through IRO staff. It is advised that such collaborations are

• built upon the good reputation of a HEI


• supervised/negotiated by a representative of top management.

If necessary, such collaborations might also be formalised by an official agreement.

The cooperation with a Real estate agency can include the following activities:

• agreement on standard procedures for seeking a suitable lodging facility for HEIs visitors and under what conditions,


• agreement on standardised bilingual rental contract - with explanatory comments, if needed.

While collaborating with a specific Housing owner (municipality, regional authorties, commercial or private owners), it might be useful to:

• find out what the conditions and preferences for accommodation are (no couples with children, no pets, families, several individuals with shared spaces, etc..) and offer the contact only to a suitable international academics/students;


• demonstrate a willingness to assist in resolving any misunderstandings / problems beyond the contractual relationship, which is generally between international PhD. student/academic  and the accommodation provider if they are the direct contracting parties. Legally, this relationship stands outside the competence of the university, but if the university shows a willingness to guarantee good relationships, it is more likely to come to an agreement with the provider;


• offer assistance in formulating / translating a renrtal contract, if needed.


• alternatively, the HEI can rent the housing facilities directly from the owner to ensure their availability and let them for a sublease to suitable international academics/PhD students. In such a case a formal contract with detailed terms and conditions needs to be negotiated.

Cost of practice setup
Time required for practice setup
Personnel effort required for practice setup
Actors involved in practice setup	HR Department IRO/welcome centre Study department Research office Dormitory/accommodation facility
Partners involved in practice setup	Real estate agent
Indicators for evaluating progress/quality of practice setup	Number of collaboration agreements with external partners Database filled-in with data Procedures or bylaws are defined or updated

Description of collaboration

@Real estate agency

• Negotiating/Agreeing on terms and conditions of cooperation


• Agreeing and translating into English of a standardised rental agreement

@Housing owner (municipality, regional authorties, commercial or private owners)

• Negotiating/Agreeing on terms and conditions of cooperation


• Agreeing and translating into English of a standardised rental agreement


• If possible -  negotiating the direct rental by HEI to sublease the property

Practice delivery

The provision of this service can contain the following activities:

• Recommending PhD students and researchers suitable accommodation providers/real estate agencies


• Contacting providers/real estate agencies on behalf of international academics/PhDs


• Arranging a suitable date for a meeting,


• Accompanying international PhD students/academics to the rental site visit before prior the contract is being signed, interpretating if needed


• Assistance in handling administrative formalities


• Notification of international PhD students/academics on the important provisions of the rental contract - assistance in signing


• Familiarization of international PhD. students / academics with the House rules in blocks of flats, hostels (silence hours especially at nights/over weekends, inspection list at the take-over, neigbourly relations - communication, joint spaces and their usage)


• Notifying the provider/owner of possible fundamental changes in the length of mobility (shortening, extension), which may have an impact on the contractual relationship with the landlord


• In case of complication / misunderstanding provide an assistance in finding a solution (joint discussion, or excuse letter)


• In case of great satisfaction with the facilities - thank-you letter


• Launching a periodic short questionnaire to identify problems, obstacles, difficulties that arise on the part of providers and tenants


• Evaluating the questionnaire and setting up measures to eliminate complications and to keep good relationships with the external partners (respecting the type of accommodated international academics, with family, without family..)


• Updating the database of service providers (ideally based on the contacts that university has gained over the years and has a feedback about its quality from users, international PhDs and international academics and based on the survey outcomes.)

Cost of practice delivery
Time required for practice delivery
Personnel effort required for practice delivery
Actors involved in practice delivery	IRO/welcome centre Dormitory/accommodation facility
Partners involved in practice delivery	Real estate agent
Indicators for evaluating progress/quality of practice delivery	Average satisfaction rate Number of collaborative assistances carried out annually Number of researchers assisted annually

Description of collaboration

Diectors of student dormitories, and IRO staff can be mediators in communication between Real estate agents, Housing owners (municipality, regional authorties, commercial or private owners) and international PhDs/academics