Title | Category | Target group |
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Collaboration with external partners and customised assistance in offering accommodation | Social Integration & Daily Life Family Matters Accommodation | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) Internationals spouses/family members |
Welcome package for international PhDs/scholars | Social Integration & Daily Life Language Support, Language Policy Family Matters Profesional & Academic Development Networking | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Volunteering programme for spouses/international partners | Social Integration & Daily Life Family Matters | Internationals spouses/family members |
International scholar safety guide | Safety, Healthcare & Wellbeing | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Networking institutional events for support staff | Capacity Building of Support & Management Staff | Administrative staff |
Networking events for family members | Social Integration & Daily Life Family Matters Networking Promotion & Visibility | PhD student/Early career researcher R2 - R4 researchers |
Dictionary/glossary of common phrases used in academic and institutional life | Social Integration & Daily Life Language Support, Language Policy | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
FAQs for international PhDs/academics/family members | Social Integration & Daily Life Language Support, Language Policy Family Matters Administrative & Legal Support Accommodation Safety, Healthcare & Wellbeing Social security, Health Insurance, Taxation Visa, Residence & Work Permit | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) Internationals spouses/family members |
Bilingual internal documents/forms (English and local language) | Language Support, Language Policy Administrative & Legal Support Visa, Residence & Work Permit | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Bilingual campus signs (English and local language) | Social Integration & Daily Life Safety, Healthcare & Wellbeing Promotion & Visibility | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) Administrative staff Management staff |
Bilingual information systems (English and local language) | Language Support, Language Policy Promotion & Visibility | R2 - R4 researchers Administrative staff Management staff |
Bilingual institutional administration processes | Social Integration & Daily Life Language Support, Language Policy Administrative & Legal Support Institutional Processes | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) Administrative staff Management staff |
Glossary of common phrases used in welcome processes for support staff | Social Integration & Daily Life Language Support, Language Policy Profesional & Academic Development Networking Administrative & Legal Support Institutional Processes | Administrative staff |
Checklists/How to do lists for international PhD students/hired academics/academics on mobility - PRE Arrival | Family Matters Administrative & Legal Support Accommodation Social security, Health Insurance, Taxation Visa, Residence & Work Permit | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Checklists/How to do lists for international PhD students/hired academics/academics on mobility - AFTER Arrival | Social Integration & Daily Life Language Support, Language Policy Family Matters Administrative & Legal Support Accommodation Social security, Health Insurance, Taxation Institutional Processes Visa, Residence & Work Permit | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Checklist for international PhD students/hired academics/academics on mobility - On DEPARTURE from a host county/institution | Social Integration & Daily Life Family Matters Administrative & Legal Support Social security, Health Insurance, Taxation Visa, Residence & Work Permit | PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) |
Information on recognition of education for international PhDs/staff/family members | Family Matters Administrative & Legal Support | PhD student/Early career researcher |
Newsletter for international PhDs/academic staff about university life | Networking Institutional Processes Promotion & Visibility Institutional strategy | PhD student/Early career researcher R2 - R4 researchers Administrative staff Management staff |
Labour market information for spouses | Social Integration & Daily Life Family Matters Profesional & Academic Development | Internationals spouses/family members |
Career promotion criteria published in English | Profesional & Academic Development | R2 - R4 researchers Lecturers (incl. Language Teachers) |
Title | Description |
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Collaboration with external partners and customised assistance in offering accommodation |
Accommodation is the second most important aspect of the successful impelemtation of international academic mobility, right after getting a job/fellowships/scholarship. The requirements for accommodation may vary according to cultural customs, financial possibilities of academic, family conditions (single or with a partner, or children), relationship to ecology (type of transport), health status (need for lift, etc.) In any case, the apartment should have basic equipment: furniture, basic electrical appliances. In the case of international academic and international PhD. student, it is usually a lease for a certain period of time. It is necessary to take into consideration the possibility that some young academics or students may be interested in living together (larger flats), some prefer single living (smaller flats). It is welcome if the institution can offer accommodation in its own accommodation facility, which usually represents a separate room with basic facilities and accessories and a shared kitchen / study room. In case the own HEI lodging facilities are limited, it is desirable to reach out to external partners for ensuring extra rooms, flats. The practice idenifies practical activities, where a HEI can be a mediator between the external contractor and the incoming international. |
Welcome package for international PhDs/scholars |
Well-designed, clearly structured and regularly updated bilingual PDF document that serves for orientation and support of international PhD students and staff. It is also useful to have the Welcome Pack downloadable from the website which international PhDs/visiting scholars use to get informed about their stay and activities at your university. The package should contain:
By providing such a pack the institution ensures that the incoming researcher/PhD student will be able to:
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Volunteering programme for spouses/international partners |
Volunteering is a great way to meet people, become familiar with the community and develop skills to include on a resume. Volunteer opportunities offered to international partners help spouses connect and feel welcome as international students and scholars embark on a new life in another country. Such opportunities foster the level of satisfaction, social integration and wellbeing of international students and staff and their family members.
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International scholar safety guide |
The higher education institution is responsible for ensuring personal safety and security of its employees and students including international ones. International academics might not be familiar with the surroundings and lack awareness of local risks (e.g. related to accomodation, streets at night, use of transport, health safety risks). The objective of the international scholar safety support/guide is to provide concise English-language information about off-campus and on-campus risks and guidelines on how to act in specific situations and where to seek help.
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Networking institutional events for support staff |
The main aim of institutional events for support staff is to strengthen the professional knowledge of support staff through different types of meetings/events but also optimize information flows and procedures. Via these events, they can share experience and ideas, develop and share contacts within and outside of the organisation and improve internal processes. External experts/partners can be invited to such events or they can be organised jointly with them to expand and deepen collaborations for the sake of a smoother incoming researcher and academic staff mobility. The practice could eventually prepare the ground or even lead towards a broader scope of further professional development activities for support staff, including various focused trainings. |
Networking events for family members |
The networking events for family members can contribute to both the researchers' and their families' better integration in the host country. Regular meet-ups can improve opportunities for networking, making in-person contacts, sharing knowledge, asking questions, and for receiving advice about the local environment. In addition, regular meetings can strengthen the local community, also involving local players - HEI management, research, administrative staff, and local stakeholders among others.
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Dictionary/glossary of common phrases used in academic and institutional life |
This could be a combination of a dictionary and glossary of the most common phrases and their definitions in English used in the academic and institutional life of the host institution/country. Special attention should be paid to country/region specific terms that have no actual parallel outside the host country/region, for instance, academic ranks and their hierarchy in the region of Central and South-Eastern Europe. It could be also extended by terms related to the administrative duties that need to be done shortly before or fight after arrival to or upon departure from the host country/institution. Such a tool would be of immense help to both international as well as local PhDs and academics struggling with proper vocabulary when talking to their colleagues. |
FAQs for international PhDs/academics/family members |
The FAQ section/page with well-structured quality content organized by relevant topics/categories and easy to navigate is a useful way to organize valuable information that incoming academics often ask. The FAQ page offers a lot of benefits, including:
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Bilingual internal documents/forms (English and local language) |
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. |
Bilingual campus signs (English and local language) |
The use of bilingual signage at key university areas creates an internationally welcoming environment by facilitating orientation and access to main university sites and helping international students and staff navigate the campus. |
Bilingual information systems (English and local language) |
Information Systems (IS) are an extremely important aspect of any properly organized institution, academic institutions in particular. As its components collect, store, organize, and distribute data throughout the organization, it could be said that in order to get acquainted with an institution, one has to have access to its information system. However, most academic institutions possess information systems in their country's official language. Due to that fact, international PhD students, academic, and management staff members may find it difficult to understand the data.
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Bilingual institutional administration processes |
Bilingual or multilingual policies and practices enhance the international dimension of a higher education institution. They foster the inclusion of international students and staff in the academic and social life of a university by improving communication on key issues. |
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. |
Checklists/How to do lists for international PhD students/hired academics/academics on mobility - PRE Arrival |
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. |
Checklists/How to do lists for international PhD students/hired academics/academics on mobility - AFTER Arrival |
The well-structured checklist should help international PhD students, researchers and other academics efficiently navigate through the administrative duties and procedures right after arrival in a host country /institution. It may include a roadmap of the necessary steps. It should be precise, efficient, easy to use, and straight to the point. |
Checklist for international PhD students/hired academics/academics on mobility - On DEPARTURE from a host county/institution |
This checklist will help international PhD students and academics efficiently navigate through the administrative duties and procedures before the departure/completion of their stay/position at a host country /institution. It provides a written trail detailing what should be done on departure. It should be precise, efficient, easy to use, and straight to the point covering areas such as (reporting the end of stay at the respective authority office (foreign police office/local registration office/other, deregistration from the system of public health insurance, closing a bank account, termination of electricity provider/utilities/services/phone/internet/TV/garbage, deregistration from university services/ children from day-care, schools, deregistration of car, etc.). The checklist can have or include a roadmap of necessary steps to be undertaken right before departure from the host country/institution.
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Information on recognition of education for international PhDs/staff/family members |
The practice includes collecting relevant information and providing it to international researchers and PhDs in a structured and user-friendly way. It is important to envisage a regular update of the information in case of changes in the legal framework, national or organisational specifics regarding recognition of diplomas, study periods, educational outcomes, etc. This practice will save the support staff effort and time when providing information and support in view of the above. |
Newsletter for international PhDs/academic staff about university life |
A regular newsletter can be a nice-to-have instrument for sharing knowledge and improving the visibility of research activities and supporting services, organised at your institution. This newsletter can be a very useful tool especially for doctoral/post-doctoral students and the junior/project engaged research staff, appointed for specific research tasks. The newsletter can also be used to inform the local community and partner institutions about the activities at your university, strenghtening industry-academia links and opportunities for collaboration. Benefits of initiating a regular Research newsletter:
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Labour market information for spouses |
Employment is one of the ways to facilitate the integration of foreign academics’ family members. This service will help the target group to acquire basic information about the labour market quickly. As a result, they will maintain continuity in their professional activity and improve their professional portfolio. This may also increase the financial stability and comfort of the researcher's spouses during the mobility. |
Career promotion criteria published in English |
Allotting a space on the institution's website for the list of career promotion criteria could greatly contribute to foreign researchers seeking a more permanent involvement at the welcoming institution. Career paths should be structured, transparent, and clear for foreign researchers.
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