Short-Term Academic Mobility Program at University of Lodz

PROM PROJECT AT U short-term academic mobility

Meeting agenda Meeting agenda I. II. III. IV. V. VI. VII. Finalization of the project Mobility tasks funded by the program Schedule of the edition Funding Requirements depending on the target group Application Receipt of funding

PROM U general information The University of Lodz has received funding under the PROM program for short-term (lasting 10, 15 or 30 days) international mobility for: doctoral students of the doctoral schools of the University of Lodz, employees (teaching, scientific and administrative) of the University of Lodz, doctoral students from foreign countries, employees (teaching, scientific and administrative) of foreign universities.

PROM U source of funding The PROM Short-Term Academic Exchange Program is funded by the European Union under the project titled Short-Term Academic Exchange as a way to improve the quality of education at institutions of higher education and science with the number FERS.01.05-IP.08-0218/23.(FERS projects). The U received PLN 1,998,395 under the program.

Types of mobility tasks Active participation in an academic conference abroad (presentation, including participation in a poster session) Acquisition of materials for a doctoral dissertation/scientific article Participation in a summer school Performing measurements using unique equipment, including large research infrastructures unavailable (or difficult to access) in Poland Participation in a short form of education course Participation in a short form of education workshop Participation in a short form of education traineeship Participation in a short form of education study visit Participation in short forms of education study visits for administration Performing an archive or library search Conducting didactic classes Participation in the preparation of an international grant application Participation in other short forms of education aimed at enhancing competences

Mobility tasks important information In exceptional and justifiable situations, with the approval of the Recruitment Committee, these activities may be carried out in a remote and blended learning format, provided that this will enable the achievement of the results expected from the mobility. There are no activity limits A participant may be awarded a mobility grant in the amount specified in the contract only once during the Project period.

Schedule of the edition Training: January 13-17 Recruitment: January 14-24 Preliminary evaluation of proposals: January 27-30 Recruitment Committee Meeting: January 31 Publication of results: February 3 Deadline for submission of documents and signing of contracts: February 17 Mobilities: February 10-August 31 Settlement deadline: September 30

Finansowanie Stypendium mobilno ciowe Rycza t za podr Rycza t za zakwaterowanie Koszty rzeczywiste

Mobility scholarship (daily rate) PhD students: PLN 125 Employees without a PhD: PLN 125 Employees with a PhD: PLN 250

Travel and accommodation general information Costs are settled in a lump sum depending on the country in which the mobility will take place. A table with lump sum costs is given in Appendix 3 to the Regulations.

Travel and accommodation Mobilities (including the inclusion of 2 days for travel) can last: 30 days (28 days of mobility tasks + 2 days of travel) 15 days (13 days of mobility tasks + 2 days of travel) 10 days (8 days of mobility tasks + 2 days of travel) You shall specify in the grant application the departure and arrival dates, stating the total number of mobility days (including 2 days for travel).

Actual costs Conference fees Fees for training/courses/study visits The grant awarded to the participant will be paid to the participant's designated bank account within the timeframe established individually in the agreement concluded between the U and the Project participant.

Requirements depending on the target group

PhD students and staff from the University of Lodz Requirements: An approval from the foreign unit (e.g., letter, email, certificate) attached to the application to carry out the activity indicated in the application. Doctoral students cannot have their education suspended and benefit from a break in their education. Doctoral students cannot receive funding in other NAWA projects supporting internationalization. Personnel must be employed at the U under a current employment or civil law contract.

PhD students and personnel from abroad Requirements: A scan of the statement of the Project Participant's willingness to participate (Appendix No. 2 to the Regulations) signed by the person invited to the U ; Doctoral students cannot have their education suspended and benefit from a break in their education; Doctoral students cannot receive funding in other NAWA projects supporting internationalization; Personnel must be employed at the home unit under a current employment or civil law contract.

Application form The application is filled out online. The application must be accompanied by the Expected results and methods of their verification. An incomplete or late application will not be subject to correction. Participants do not need to print the application form.

Application form PhD students and personnel from abroad In the case of participation of employees and doctoral students from foreign research units, their application forms are filled out by supervisors from the U . The supervisor may be a PhD student or an employee of the University of Lodz who has received written approval from the supervisor/supervisor. One person can submit a maximum of 3 Participants. It is the responsibility of the PhD student or employee of the University of Lodz to correctly submit the application on behalf of the incoming person to the Project.

Evaluation of the application Evaluation of applications is carried out by the Recruitment Committee. When evaluating applications, priority in qualification will be given to those who have not previously benefited from support under the PROM program at the U .

Evaluation of the application scoring 1. Characteristics of the planned activities, including the purpose and timing of the mobility, with justification for the choice of activities: 0 20 points. in the case of a conference, training, course, internship, summer school - provide a justification for the selection of a specific activity with the assignment of specific learning outcomes, in the case of teaching activities, provide: the title of the activity, its description, the number of planned hours and the target group with the assignment of specific learning outcomes 2. Evaluation of the impact of mobility on further academic/professional career development: 0 10 points.

Evaluation of the application ranking The maximum number of points to be scored: 30 points. In case of obtaining equal scores by several persons, the order of receipt of the application (date and time) is decisive. Members of the Recruitment Committee have the right to conduct additional interviews with candidates (the interview may take place in person or online). The date of the interview is agreed with the candidate in each case. The Commission will develop a ranking and award scholarships to applicants with the highest number of points. The decision of the Commission is final.

Evaluation of the application results The results of the competition will be published on the project website. If the number of short-term mobilities allocated in a given call is not utilised, additional recruitments are possible. Their dates will be announced on the program website and in staff and doctoral mailings.

Receiving funding

NAWA's NAWA's electronic electronic form form Those who are awarded funding must complete and submit an electronic Project Participant form. The link to the form is provided in the Project Regulations ( 6, item 5). In order to activate the link, the participant must register an account in the NAWA system: https//programs.nawa.gov.pl/register A guide for setting up an account and submitting the FERS form is available in Appendix 6 to the Regulations. IMPORTANT: The participant is obliged to immediately (up to 7 working days) deliver in person or by e-mail (prom@uni.lodz.pl) to the Project Office the form in pdf format, generated from the NAWA ICT system.

Signing the contract Signing of the Agreement between the Project Participant and the U takes place in the Project Office. Failure to sign the Agreement within 14 calendar days of receiving by e-mail information about the prepared Agreement means resignation from participation in the Project. In the case of people coming to the U , the date of signing the Agreement is determined individually by e-mail contact. The Project participant must be insured for the duration of travel and stay at the foreign institution.

Travel application After qualifying for the mobility, the Participant submits the travel application (travel order) no later than 14 days before departure. Accounting Department 68 Narutowicza St., 3rd floor, room 317 48 42 635 42 38, 48 42 635 48 07 ilona.krysiak@uni.lodz.pl

Project completion

Verification of study effects Verification of study effects is mandatory for all project participants who have completed mobility. The Study Effects Verification Specialist will perform it based on the information selected by the participants in the application form. The learning outcomes planned to be achieved must be agreed with the PhD candidate's supervisor or the Project candidate's supervisor/mentor from the U . The participant may be required to participate in an interview with the Study Effects Verification Specialist (the so- called free interview). Each participant will be informed of the date of such an interview by email. For questions about the above, please contact: kamila.pytka@uni.lodz.pl.

Settlement of mobility tasks Settlement of the Project by the Participant is made within 14 days from the date of return on the basis of: substantive report on the mobility (appendix no. 9 to the Regulations) accepted by the supervisor/direct supervisor from the University of Lodz or the supervisor at the University of Lodz along with the result of the methodological assessment; document confirming the acquisition of competencies issued by the Study Effects Verification Specialist validation document (appendix no. 10 to the Regulations); certificates confirming participation in the realized activities for which the Participant received funding (appendix no. 11 to the Regulations); mobility settlement form (appendix no. 12 to the Regulations); financial documents confirming the settlement of actual costs incurred in the mobility (invoices/receipts for conference fees, participation in short forms of education workshops, courses, trainings, summer schools, etc.).

Settlement of mobility tasks resignation Failure to submit the aforementioned documents entails the obligation to return the entire amount received. Resignation of the Participant from the Project is possible only due to important fortuitous reasons, impossible to foresee at the stage of recruitment and requires immediate submission by the Participant of an appropriate statement in writing under pain of invalidity, together with a detailed justification. The statement should be submitted to the Project Office in person or by registered mail.

Contact Project Office: Center for Doctoral Schools of the University of Lodz, 21/23 Jana Matejki St., room 123 tel. +48 42-635-55-90 prom@uni.lodz.pl