Considering the fact that English is not the native language in countries, many international PhD students and academic staff members face problems when it comes to filling in the forms necessary for the application process or collecting documents that would confirm their mobility/study/research abroad. Therefore, it would be extremely important (and favorable for both parties involved) to create forms in both the national language of the receiving institution's country as well as in English. The aim of this practice is to produce bilingual documents that can be filled in without seeking assistance or causing confusion.
Better communication and cooperation Improved access to information Improved quality of service Improved procedure/efficiency
Categories | Language Support, Language Policy Administrative & Legal Support Visa, Residence & Work Permit |
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Mobility stages | Pre-arrival phase Pre-departure Upon arrival |
Delivery schedule | Continuous |
Importance | Essential to have |
Scale of organizational change | ![]() |
Target groups | R2 - R4 researchers PhD student/Early career researcher Lecturers (incl. Language Teachers) |
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Types of contracts of researchers | Full degree student Visiting scholar Exchange student Fixed term employee Permanent employee Employee in training (interns, research fellows, postdocs) |
Career stages of researchers | 6-12-months of experience 1-3-years of experience 3-10 years of experience 10-15 years of experience Less than 6 months |
Lengths of stays of researchers | 0-3 months 3-6 months 6-12 months More than 12 months |
The following steps should be considered in the setup phase:
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Partners involved in practice setup |
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@ Internal Actors: the main responsibility could be borne by host HEI's IRO staff members. They could closely collaborate with the other departments (especially the Language department, HR department, Study department, Doctoral school, etc) and consult the translation with the institutional Legal department.
Delivery activities are the following:
This practice can be extended by compilation of the links to the bilingual forms that are available at the national authorities' websites (if applicable) that need to be filled-in. The links could be inserted also into the Researcher's Guide.
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Time required for practice delivery | ![]() |
Personnel effort required for practice delivery | ![]() |
Actors involved in practice delivery |
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Indicators for evaluating progress/quality of practice delivery |
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