|Academic mentoring programme for international PhD students||Profesional & Academic Development||PhD student/Early career researcher R2 - R4 researchers|
|Career support for international PhDs and junior academics||Profesional & Academic Development||PhD student/Early career researcher|
|Career planning skills trainings/labour market preparation for PhDs/academics||Profesional & Academic Development Networking Institutional strategy||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Knowledge sharing intranet communication platform for support staff||Capacity Building of Support & Management Staff||Administrative staff|
|Knowledge sharing inter-institutional communication platform for support staff (closed group)||Administrative & Legal Support Institutional Processes||Administrative staff Management staff|
|Strategic approach to building a welcoming environment and offering quality support services for international academics||Institutional Processes Institutional strategy||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers) Administrative staff Management staff|
|Open, transparent, merit based recruitment policy||Institutional Processes||R2 - R4 researchers|
|Cultural orientation courses for international PhD students/academics/spouses||Social Integration & Daily Life Family Matters||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Soft skills trainings for support staff||Institutional Processes Capacity Building of Support & Management Staff||Administrative staff Management staff|
|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 Social security, Health Insurance, Taxation||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Soft skills trainings for PhDs/academics||Social Integration & Daily Life Profesional & Academic Development Networking||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|International scholar safety guide||Safety, Healthcare & Wellbeing||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Networking events for PhD students and academics||Social Integration & Daily Life Profesional & Academic Development Networking||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Mobility data collection and management||Administrative & Legal Support Institutional Processes Institutional strategy||Administrative staff Management staff|
|Mentoring scheme for support staff||Capacity Building of Support & Management Staff||Administrative staff|
|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)|
|Free legal advice for international PhDs/academics||Administrative & Legal Support||PhD student/Early career researcher R2 - R4 researchers|
|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|
|Collaboration with alumni||Profesional & Academic Development Networking Promotion & Visibility||PhD student/Early career researcher R2 - R4 researchers Lecturers (incl. Language Teachers)|
|Academic mentoring programme for international PhD students||
Mentoring is to support and encourage people to manage their own learning in order that they may maximise their potential, develop their skills, improve their performance and become the person they want to be (Eric Pasloe).
A dedicated mentoring programme for PhD students allows institutions to encourage students to progress with their thesis, connect PhD candidates with alumni and local peers, support academics in their professional development, and build a vibrant academic community at the institution.
International PhD students can particularly benefit from their engagement in an institutional mentoring programme by expanding their professional network in the host country, gaining knowledge about local academic culture and traditions, gain tangible academic/professional experience (e.g. workplace visits, shadowing, interview experience, placements, a graduate job), develop written and verbal communication in the local language. Academic mentoring programmes therefore greatly contribute to the professional and social integration of early-stage international scholars.
|Career support for international PhDs and junior academics||
Career development support for PhDs and junior academics is an important part of preparation for future employment. The main aim of career development support is to help PhD students and early career researchers:
If there is career support service for researchers at your institution, make sure that it is also available for international PhD students and researchers and that it takes their specific needs into account. As they probaly have neither knowledge of local labour market nor strong professional network in your country they might benefit from availibilty of career advice a lot.
Ensuring accessibility of career advice to international PhD students and researchers might help you to:
Final output: career support services available to international researchers and PhD students.
Major activities: Examples of such services might include professional career coaching, individual career counselling, interactive trainings, workshops, online navigation tools etc.
|Career planning skills trainings/labour market preparation for PhDs/academics||
One of the reasons why career planning skills trainings are being held is to encourage proactive career planning by equipping participants with the skills, resources and self-assessment information necessary to make informed career choices both inside and beyond academia. Organizing career planning skills trainings and labour market preparation trainings focus on professional career of PhDs and academics who are often uncertain in terms of decision-making for their next future career life. Therefore, the training possibilities for PhDs and academics can help, maintain and improve job skills, professional level of employees and prepare them for possible promotion.
By organising these events the HE institutions can benefit in terms of the overall job satisfaction level of their PhDs and academics.
|Knowledge sharing intranet communication platform for support staff||
An effective tool/forum platform to build up the community of experts. The support staff members can contribute their ideas in the knowledge that will be stored-archived in shared online workplace and can be referred back to at any time. Posting issues and receiving responses will create over time a network amongst colleagues that will be actively supporting each other. It could grow to become an FAQ or Wikipedia-style resource platform for support teams involved in internationalization or even for the other HEI departments/units.
|Knowledge sharing inter-institutional communication platform for support staff (closed group)||
A communication platform designed to facilitate the exchange of information among staff working in various institutions that support international academics and PhD students. Knowledge sharing involves a multi-directional exchange of information resources where each institution is both a donor and a receiver of knowledge. Therefore every institution involved should have the possibility to profit from as well as contribute to the knowledge-sharing platform. A community of experts from across different HEIs and research organisations can be created via such a platform.
|Strategic approach to building a welcoming environment and offering quality support services for international academics||
Building a welcoming environment and improving support services for international students and staff is a high-level goal that needs to be recognized in the institution's strategies and related action plans. Based on such a strategic approach, institutions could reflect on the topic from a broader perspective related to its contribution to the achievement of the other institutional goals and missions. Incorporating this topic in an institutional strategic plan or internationalization strategy reflects the institution's commitment to these goals and, thus, involves an internal discussion on possible ways to achieve them.
|Open, transparent, merit based recruitment policy||
Open, Transparent, Merit-based Recruitment (OTM-R) policy is one of the Europan Commission's flagship policies for development of a single European labour market for researchers. OTM-R implies: 1) publication of detailed descriptions of the open positions (including the career development prospects and selection process), on international web-based resources such as EURAXESS portal; 2) transparent and fair selection practices, as well as continuous communication with all candidates about the selection progress and outcomes; 3) taking into account whole range of experiences, skills and traits of the candidates and assessment in both quantitative and qualitative manner. OTM-R includes detailed description of the recruitment process that is inline with the principles of Charter & Code belonging to the Recruitment group. The following recruitment stages are concerned: advertising and application, selection and evaluation, and appointment. Implementing OTM-R policy will help making your institution more attractive place to work with enhanced reputation and image, enabling you to recruit better candidates and to implement equal opportunities.
|Cultural orientation courses for international PhD students/academics/spouses||
Short course/series of courses on local cultural specifics. These include both specifics of everyday life and of organisational culture. The trainees will be able to deal better in everyday communication and to act more efficiently as a member of your ourganisation. Their spouses will find it easier to adapt to local cultural specifics..
Intercultural differences, sometime invisible, may destroy any team. The best way to:
Is to integrate them as much as possible into the local and organisational culture.
The easiest and most effective way is to offer a series of short (preferrably 1-hour-long) courses on different themes from your local and your organisational culture. It is even more efficient if each of them is combined with a relevant informal event involving local researchers or visiting an external event, museum or exhibition. This way the international PhD students/academics and their spouses will be able to combine theory and practice, which in turn will facilitate their integration in the local/organisational culture providing them with opportunities to further socialise and with (hopefully) nice memories.
|Soft skills trainings for support staff||
The main benefit of this practice is that this kind of training improves the efficiency and effectiveness of the support staff work. It also increases the satisfaction levels of international PhD students and academic staff. As a result, the atmosphere in both administrative and academic teams becomes much better since a lot of conflicts and misunderstandings would be avoided and communication will run more smoothly.
The most important thing for this practice is that to achieve sustainable results such courses need to be offered on a regular basis.
|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:
|Soft skills trainings for PhDs/academics||
The main benefit of this practice is that such training improves the efficiency and effectiveness of the international PhD students and academic staff and increases their satisfaction and social integration. Soft skills are at the core of making any mobility programme successful. Soft skills related to intercultural communication can facilitate researchers' and PhDs' adaptation and social integration. Researchers and PhDs need to receive regular training in the full range of soft skills to perform best in their jobs/academic and research tasks. As a result of that training, it is expected that the atmosphere in the academic teams will improve substantially since a lot of conflicts and misunderstandings will be avoided and communication will run more smoothly. The most important thing for this practice is that to have sustainable results such courses need to be offered on a regular basis.
|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.
|Networking events for PhD students and academics||
Networking events, be it live or virtual, could help connect PhDs and academics with similar interests, and they could also help them discover different ways of approaching certain aspects of academia life. They could be organized in the form of conferences, seminars, lab meetings, various social events as well as online social networks, where social media profiles of academics can be used for a rather useful purpose. Such events bring people from different fields of academia together, creating opportunities for them to hear about other people's research, and also allowing them to discover different institutions they could visit in order to gain new knowledge.
|Mobility data collection and management||
Collecting and managing data about mobility could significantly affect the quality of the institutional process related to assisting mobile researchers and internationalization in general. It produces a body of evidence for strategic decision-making, facilitates smooth and effective communication with mobile researchers, provides a framework for a flow of activities related to assistance, and improves the efficiency and productivity of the service center.
|Mentoring scheme for support staff||
The aim of this activity is to pair employees involved in providing services to international academics in a mentoring relationship to foster professional development and career growth while building an inclusive culture and diverse networks.
|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.
|Free legal advice for international PhDs/academics||
International students and researchers often face a broad variety of legal issues during their stay in a host country. Professional legal advice can be rather costly and therefore not accessible to all scholars, particularly for early stage ones. Free legal advice offered to international scholars can help resolve and prevent difficult situations that could require more time and resources, compormise their security or cause reputational damage to the institution.
|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:
|Collaboration with alumni||
Database of PhD students/academics and a structured programme how to engage alumni in the academic and public life of the HEI.
Various forms of collaboration engaging alumni are possible e.g.: information sharing/distribution, organising events, alumni as academic and cultural ambassadors, alumni as academic and intercultural mentors
Active alumni networks of international PhDs and academics play an important role in strengthening the HEI reputation at the international level. Their knowledge and working and life experience represent a valuable resource from which potential/future Ph.D. students and visiting academics can greatly benefit. Active alumni are valuable assets for the HEI, their experience of living in a host country and the knowledge of how they incorporated their study or research/academic activity at the particular HEI into their further professional career can help the HEI optimize their study/research programmes, academic or research conditions, and external cooperations. Alumni can help in achieving higher visibility of the HEI nationally and internationally, they can create bridges among different cultures and reach out to broader academic and public audience.
On the other hand, the alumni can benefit from a variety of professionals and workplaces and continue their lifelong learning and develop rewarding collaborations.
|Title||Importance||Scale of change||Setup cost||Setup time||Setup personnel||Delivery cost||Delivery time||Delivery personnel|
|Academic mentoring programme for international PhD students||Important to have|
|Career support for international PhDs and junior academics||Important to have|
|Career planning skills trainings/labour market preparation for PhDs/academics||Important to have|
|Knowledge sharing intranet communication platform for support staff||Important to have|
|Knowledge sharing inter-institutional communication platform for support staff (closed group)||Important to have|
|Strategic approach to building a welcoming environment and offering quality support services for international academics||Essential to have|
|Open, transparent, merit based recruitment policy||Essential to have|
|Cultural orientation courses for international PhD students/academics/spouses||Important to have|
|Soft skills trainings for support staff||Important to have|
|Collaboration with external partners and customised assistance in offering accommodation||Important to have|
|Welcome package for international PhDs/scholars||Essential to have|
|Soft skills trainings for PhDs/academics||Important to have|
|International scholar safety guide||Important to have|
|Networking events for PhD students and academics||Important to have|
|Mobility data collection and management||Important to have|
|Mentoring scheme for support staff||Important to have|
|Dictionary/glossary of common phrases used in academic and institutional life||Nice to have|
|Free legal advice for international PhDs/academics||Nice to have|
|FAQs for international PhDs/academics/family members||Essential to have|
|Collaboration with alumni||Important to have|