Glossary of common phrases used in welcome processes for support staff

Preparing and circulating a Glossary of common phrases used in welcome processes for support staff and its regular update will raise support staff's awareness of the institutional processes related to welcoming incoming researchers, academics, and PhDs. It is also likely to increase the level of their confidence in dealing smoothly with the most typical needs and expectations of incoming researchers, academics, and PhD students as well as following the institutional rules at the same time. 

This practice is best implemented in collaboration with the HEI management structures, the institutional legal matters office and language specialists.

It is also a good idea to consider having the Glossary multilingual rather than maintaining it in English only.


Improved access to information Better communication and cooperation

Basic information

Categories Profesional & Academic Development Social Integration & Daily Life Language Support, Language Policy Networking Administrative & Legal Support Institutional Processes
Mobility stages Pre-arrival phase
Delivery schedule Continuous
Importance Nice to have
Scale of organizational change
Target groups Administrative staff

Practice setup

Taking the following steps should be considered.

  • Analyze needs of support staff and compile the terms most frequently used in various areas of welcome support services

  • Categorise them according to the main domains (visa, residence permit, social security, health insurance, work/contract-related vocabulary, accommodation, taxation, etc)

  • Consider if the glossary has to be translated into other languages

  • Consult the selected vocabulary with the institutional language centre/ HR/legal department

  • Distribute the glossary among the central/ faculty level IROs/Welcome offices.

Cost of practice setup
Time required for practice setup
Personnel effort required for practice setup
Actors involved in practice setup
  • IRO/welcome centre
  • Language department
Description of collaboration

Practice delivery

The delivery activities are mainly connected with:

  • Compiling the vocabulary/phrases

  • Translating them into English

  • Translation in other languages (if applicable)

  • Distribute the glossary among relevant departments on central and faculty levels

  • Glossary can be part of the International Academic/Researcher's Guideline

  • Update the Glossary whenever it is necessary (change in regulations, law amendments, commitments from international treaty, etc) 



Cost of practice delivery
Time required for practice delivery
Personnel effort required for practice delivery
Actors involved in practice delivery
  • HR Department
  • Study department
Description of collaboration

Examples of practice

Glossary as an integral part of the International Employee Guide

A Glossary of common phrases used in welcome services for incoming academics as well as support staff engaged in supporting international PhDs/academics/researchers coming to the Masaryk University in Brno.

Find out more