UniWeliS
The EU-funded Erasmus+ project UniWeliS aimed to develop practical tools tailored to the specific needs of HE institutions in the Central-Eastern and South-Eastern European (CESE) region. By addressing the challenges faced by international PhD students and identifying institutional barriers, the project provided evidence-based recommendations for customized measures and services. This shall empower HE support staff to better understand incoming scholars' difficulties, while encouraging HE managers to adopt a strategic approach to dedicated services.
Additionally, UniWeliS has been promoting local and regional networking and collaborations, fostering joint activities that enhance the integration of international academics within their communities.
To assist higher education institutions in attracting international talent through improved integration services and more effective internationalization management, the project has developed a range of practical tools:
A report: Attracting and Supporting International PhD Students, Lecturers, and Researchers in Central‑Eastern and South‑Eastern Europe: Current Status and Recommended Improvements based on desk research and open survey among international PhD students and academics with 640 valid responses from 89 countries and 70 interviews with higher education administrative and managerial staff in 10 countries in the CESE region
The online UniWeLiS Explorer comprising a collection of 65 practices for supporting international PhD students, researchers and academics and facilitating work of support or managerial staff involved in internationalisation.
It covers 14 categories and comprises more than 150 good examples collected across Europe.
The tool enables users to understand the design process of various integration services in terms of importance of the practice towards target groups, scale of instiutional change, cost of practice setup, time and personnel effort required for practice setup. In the delivery phase similar parameters have been indicated. It provides some practical tips and arrangements for practices preparations and delivery, considers the suitabibility for various durations of stays of international researchers, suggests key institutional actors and external partners in the setup and delivery.
After registration, the application allows users/teams to develop the action plan (improvement path) towards improving the services for supporting PhD students, researchers and other academics in the organization
• Introducing of the targeted integration measures needs strategic planning. The UniWeliS resources might help HEI/RPO managers in the design and decision taking process. More about this in the training part.
Local Collaboration Guide
In the Guide on mobilising local resources to remove mobility obstacles, you can discover a compilation of recommendations for potential local collaboration partners, as well as examples of effective local partnerships. The guide also offers strategies for developing innovative support services tailored to the specific local context. You can utilize this guide to devise your own novel and effective methods aimed at facilitating the integration of international and visiting researchers into the professional and residential environments. The update of the Guide is being prepared.
Social, Cultural and Professional Networking
To facilitate the social and cultural integration of international researchers, various types of events can be organized, catering to both professional and personal aspects of their lives. Cultural orientation and integration activities provide insights into local traditions, languages, and customs through courses, celebrations, and city tours, Social and community-building gatherings such as welcome receptions, family events, and intercultural evenings (including various cultural traditions sharing), help create a sense of belonging. Leisure, sports and well-being activities contribute to a balanced and fulfilling experience and could also be interconnected with ecology goals and nature explorations, Practical support initiatives, including Dual Career Advice assist researchers and their families in navigating their new environment. Professional and career development events include e.g. job-seeker workshops, mentoring programs, and employer-researcher meetups (see also here). By combining these diverse event types, international researchers can integrate smoothly, both professionally and socially, into their new academic and cultural settings. EURAXESS Network is implementing a wide range of them and via mutual exchange, further rounds in diverse settings are organised.
Examples of national and regional integration measures
The examples of national and regional integration measures include:
The Settle in Estonia programme is a free educational initiative provided by the Estonian government to help newly arrived foreigners adapt to life in Estonia. It aims to ease integration by offering a comprehensive overview of how the state and society function, as well as guidance on daily life organization. The programme includes various training modules tailored to different needs, such as work, study, family life, and language learning. Participants have the opportunity to engage in discussions, share experiences, and ask questions. This interactive approach fosters a deeper understanding of Estonian culture, traditions, and practical topics like healthcare or legal topics such as residence permit issues.
There are training courses of different subjects. The following modules are provided:
For instance, the Research module is periodically launched, typically up to twice annually, offering training sessions that provide an introduction to Estonia's research system. Notably, participation is open to anyone interested in research, regardless of prior involvement. These sessions are conducted in both English and Russian.
The module provides an overview of academic networks and organizations, opportunities for teaching in academia, and the overall structure of research and higher education institutions. This initiative is currently managed by the Integration Foundation, with ownership attributed to the Ministry of Culture. The programme is funded through a diverse range of sources, including the European Union's Social Fund, the Asylum, Migration and Integration Fund, and state contributions.
More information at: https://workinestonia.com/internationalhouse/
Here you can access the presentation from the webinar on Fostering supportive environment for international researchers delivered by Siiri Kolka from EURAXESS Estonia: Welcoming services in Estonia (Siiri Kolka, EURAXESS Estonia).pdf
ALFRED® (ALumni and Foreign REsearchers Directory) is a database developed in 1994 by acc&ss FnAK to support mobile researchers in France. Its primary goal is to maintain an up-to-date record of international researchers, facilitating comprehensive support throughout their stay.
The system operates through a web interface utilized by French EURAXESS Service Centres to manage and assist researchers effectively. Key features include:
• Personalized Support: Researchers can create a personal space to communicate with EURAXESS Centres and connect with peers based on shared interests or needs.
• Resource Connection: The platform links researchers with private service providers for accommodation, assists with administrative procedures such as residence formalities, and connects them with research organizations to facilitate recruitment and networking.
• Comprehensive Tracking: EURAXESS Centres can monitor researchers' consultations regarding housing, formalities, and integration, enabling professionalized support for international mobility.
By registering with ALFRED®, researchers gain access to tailored assistance, ensuring a smoother relocation and integration process in France. This includes help with accommodation, administrative procedures, and professional networking opportunities, all aimed at enhancing their research experience in the country.
Integration services in the Czech Republic
Integration Centre Prague (ICP) offers a comprehensive range of services to support the integration of migrants into Czech society. Key services include:
Consulting Services:
• Legal Counseling: Assistance with residence permits, family reunification, citizenship applications, and understanding official documents.
• Social Counseling: Guidance on education enrollment, recognition of foreign qualifications, healthcare access, housing searches, employment support, and navigating social benefits.
Language and Cultural Education:
• Czech Language Courses: Structured classes for adults and children at various proficiency levels, focusing on grammar and conversation to facilitate daily communication and prepare for language exams required for permanent residence applications.
• Adaptation and Integration Courses: Educational seminars designed to help newcomers quickly orient themselves in Czech society by providing essential information about life in the Czech Republic, including rights and obligations. Courses are administered solely by Centres for Support of Integration of Foreigners. There are 18 centres across the Czech Republic. certain foreign nationals from non-EU countries who have been issued long-term or permanent residence permits are required to attend these courses
Community Engagement:
• Cultural and Community Activities: Events designed to foster interaction between migrants and local residents, promoting mutual understanding and integration within the community.
Additional Support Services:
• Interpreting and Accompaniment: Language assistance and accompaniment to institutions like hospitals, schools, and government offices to facilitate effective communication.
More information at - https://icpraha.com/en
Integration services in Finland
EURAXESS Finland is a network comprising 13 universities, each of which independently implements integration practices. Finnish academia emphasizes fostering a sense of community, belonging, and welcome for international researchers. These values are actively communicated and promoted to ensure a supportive environment for those arriving in Finland.
Finnish universities are inherently international communities where both staff and students operate in culturally and linguistically diverse settings. They promote inclusion, equality, and language awareness by adopting flexible language practices. While Finnish (and/or Swedish) serves as the official language of these institutions, English is widely used as the global academic and research language. Teaching is conducted in Finnish or Swedish, with English being prevalent, particularly at the Master’s and doctoral levels.
A national guide for newcomers developed by EURAXESS Finland
EURAXESS Finland has established a national guide designed to assist international researchers as they prepare to begin work at Finnish higher education institutions. This welcome package provides comprehensive support by offering curated information on formalities and practicalities, along with links to websites and video clips for more detailed guidance. It also includes tips and advice aimed at helping researchers understand Finnish culture and society, fostering a connection between their own cultural background and Finland's.
Produced by the HEI LIFE project in 2022, the guide was created as a unified resource for all universities in Finland. It is freely accessible on the EURAXESS Finland website without requiring login credentials, making it available to researchers and their family members even before they accept an offer. This tool is intended to simplify the transition to life in Finland for international academics while promoting cultural integration.
Onboarding course: Welcome to UTU by University of Turku
The University of Turku offers an onboarding course titled "Welcome to UTU," which includes pre-orientation modules accessible online prior to arrival. These modules consist of three parts, including the course “Let’s Start: Introduction to Finnish Studies for Staff,” which provides foundational insights into Finnish culture and academic practices. Access to this online course requires a password, ensuring that international staff can begin their orientation remotely before arriving at the university.
Centralised relocation support service by University of Helsinki
The University of Helsinki offers a centralized relocation support service for international staff, including those with work contracts, grant-funded researchers, and visiting researchers staying for over three months. A key feature of this service is a personalized meeting conducted via Teams with each new staff member arriving from abroad. This meeting has received highly positive feedback for making newcomers feel welcomed and personally addressed.
The relocation guidance process also considers the needs of accompanying spouses and family members, ensuring a holistic approach to integration. Additionally, materials related to the relocation support are available through the EURAXESS extranet as part of the KAVOT project. This service aims to simplify the transition for international staff and their families, fostering a sense of belonging within the university community.
Arctic Advisors by University of Oulu
The University of Oulu offers a support service known as the Arctic Advisors, designed to assist international staff and researchers in navigating life in Oulu. These advisors, who are university staff members with diverse cultural backgrounds and experience living in Finland, provide face-to-face guidance on various aspects of life, including hobbies and confidential matters such as translating Finnish documents. Their role is to facilitate a smooth transition into university life by offering advice and pointing individuals in the right direction when needed. The service also serves as a friendly point of contact for those seeking casual conversation, ensuring that newcomers feel supported and connected within the community.
Network for Academics and Staff International Staff Network by Tampere University by University of Helsinki
Tampere University and the University of Helsinki both offer networks for international academics and staff, though they operate slightly differently.
At Tampere University, the Network for Academics and Staff provides a community for researchers, grant holders, and staff to connect in a relaxed setting. This network organizes informal social gatherings where participants can meet colleagues and engage in activities, including learning Finnish. The community uses English as its primary language, but it also focuses on promoting Finnish language skills through fun activities. Participation is flexible, with no need for pre-registration, and details about events are shared on the intranet and through a dedicated Teams group.
In contrast, the University of Helsinki's HR department collaborates with a similar network to organize cultural orientation sessions called "Experiencing Finland." These sessions aim to introduce newcomers to Finnish culture, traditions, and seasonal events. The network also uses English and welcomes both Finnish and international participants. Details about these events are shared through the intranet events calendar and a dedicated Teams group.
Both universities' networks aim to foster a sense of community and cultural integration among international staff and researchers.
Buddy programme UniBuddy Programme by Universities of Turku & Tampere University of Helsinki
The UniBuddy programme, offered by the Universities of Turku, Tampere, and Helsinki, aims to support international staff members and researchers in their transition to university life and integration into Finnish working culture. The programme pairs newcomers with voluntary university staff members who act as informal buddies. These interactions may include casual activities such as having coffee or lunch together, exploring the campus, or attending city events.
The programme is designed to complement, but not replace, workplace onboarding or relocation support provided by HR and work teams. Each buddy pair is encouraged to meet at least three times over a period of three to six months to foster meaningful connections and ease the integration process. The initiative also promotes "home internationalisation" by creating opportunities for cultural exchange and personal interaction within the university community.
Spouse programme Hidden Gems by Tampere University
The Hidden Gems programme, coordinated by Tampere University, is a spouse support initiative designed to assist accompanying spouses of international staff and researchers in their relocation and integration into Finnish society. Recognizing the challenges that relocation poses for families, the programme provides services aimed at empowering spouses through networking, mentoring, and professional development activities. Since its launch in 2018, Hidden Gems has supported over 200 dual-career spouses, helping them navigate career opportunities and build social connections.
Here you can access the presentation from the webinar on Fostering supportive environment for international researchers delivered by Raisa Soumien from EURAXESS Finland, Tampere University: Welcoming services in Finland (Raisa Suominen, Tampere University)_0.pdf
The Vall d'Hebron Research Institute (VHIR) offers comprehensive Welcome Services to support researchers relocating and adapting to life and work in Barcelona. These services are designed to facilitate newcomers' integration by providing assistance with administrative procedures, housing, and living costs, as well as guidance on navigating local culture and resources.
Personalized Support from Arrival to Integration
The Welcome Services provide comprehensive guidance and support to researchers from their arrival, helping them settle in and adapt smoothly to life in Barcelona and their new work environment.
A key element of this support is the International Liaison, a dedicated contact person who acts as a bridge between the institute and international staff. This liaison supports researchers from the pre-arrival stage through to full integration. Their role includes facilitating international mobility, assisting with documentation processing, and guiding researchers through both cultural and professional adaptation.
During the initial phase, the International Liaison offers practical assistance with administrative and immigration procedures, supports relocation and accommodation arrangements, and helps prepare newcomers for institutional onboarding. This personalized approach ensures a smooth transition and helps researchers focus on their work and integration from day one.
Buddy Programme for Everyday Guidance
"Buddy Programme" is built to designate a person from the team to assume the role of Buddy, with specific training for this role, acting as an informal reference and close support in daily life.
Language and Cultural Exchange
Language and Cultural Exchange Programme, is part of the institutional strategy for attracting, integrating, and retaining international talent, and it aligns with a comprehensive vision of support. Beyond linguistic and cultural assistance, the programme aims to promote well-being, professional development, and the improvement of structural conditions for welcoming, generating a direct impact on institutional strengthening in terms of internationalization.
For more information, see:
https://vhir.vallhebron.com/en/talent/join
https://vhir.vallhebron.com/en/talent/join/barcelona-research-capital