Well-structured checklist covering the necessary steps to undertake to prepare for arrival efficiently. It can help improve the efficiency of preparing for the arrival in a host country/institution by minimizing mistakes. It should be precise, efficient, easy to use, and straight to the point. It may include a roadmap of the necessary steps.
Improved access to information Improved quality of service
|Categories||Family Matters Administrative & Legal Support Accommodation Social security, Health Insurance, Taxation Visa, Residence & Work Permit|
|Mobility stages||Pre-arrival phase Upon arrival|
|Delivery schedule||Not defined|
|Importance||Essential 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||Full degree student Visiting scholar Employee in training (interns, research fellows, postdocs) Fixed term employee Exchange student|
|Career stages of researchers||Less than 6 months 6-12-months of experience 1-3-years of experience 3-10 years of experience 10-15 years of experience More than 15 years of experience|
|Lengths of stays of researchers||0-3 months 3-6 months 6-12 months More than 12 months|
When creating the checklist for international PhD students, visiting or hired academics/researchers, and their family members regarding their duties before arrival in a host country/institution you can consider the following steps:
Phase 1: Planning
Phase 2: Designing the checklist
Phase 3: Validation
Validate the designed checklist with your colleagues and several representatives of the respective target groups.
|Cost of practice setup|
|Time required for practice setup|
|Personnel effort required for practice setup|
|Actors involved in practice setup||
|Partners involved in practice setup||
|Indicators for evaluating progress/quality of practice setup||
@IRO/welcome centre - this centre can be responsible for preparing a checklist for international visiting PhD students, academics, and their families on topics such as entry regulations, visa, housing and travel health insurance (for non-EU incoming internationals)/health insurance (for EU incoming internationals)/public health insurance (international PhDs/academic pursuing their study/research/teaching within an international programme), family members.
@Study department - in cooperation with IRO/welcome centre can prepare a checklist for full-degree PhD students focusing on documents on diploma/education recognition procedure, PhD studies admission conditions & procedure.
@HR department - in cooperation with the legal department can prepare a checklist for international academics hired on the basis of an employment contract, practical steps regarding social security, health insurance, tax residence.
@IT support department - preparation of the access to the institutional systems
@EURAXESS centre - can serve as a peer reviewer of the described steps covering typical EURAXESS topics (visa&entry procedure, health insurance, etc.)
@Municipality - can offer various city discounts upon registration (public transport, city card for discounts to museums, galleries, events), can take over the coordination role in checklists related to arriving in the city/region
@Other HEI/research organisation in city/region - it makes sense to join forces in establishing unified procedures with other HEIs/RPOs in the same city/region as majority of duties will be the same/or very similar. The landing page for all necessary infromation on arrivals for academics/PhD students to the country/city can be shared and relevant HEIs,/RPOs can be promoted there..
@Embassy, Immigration office, IOM migration information centre, Ministry of Foreign Affairs - websites and personal consultations can provide guidance in practical steps related to visa and residence procedures
@Real estate agent - can help in detailed procedures related to renting accommodation facilities.
@Eures office, Employers and their associations - can be referred to in case of spouses looking for job
|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||
@EURAXESS centre - if it is not part of the organisation, it could share experience, good/bad practice and provide advice and support in delivery.
@Municipality - can promote the relevant institutional pages.
The checklist is intended for new staff members, doctoral candidates, or visiting researchers coming from abroad for taking the necessary steps when preparing to move to Finland and get started. It covers:
Overview of the key points international PhD students and academics should take care of before they arrive in the host country/institution.