Rouages: “At the crossroads of international issues”
Annick Martin and Frédéric Achard are in charge of managing international mobility. From scholarships and housing to visas, the mobility department ensures that students and staff can enjoy their stay abroad in the best possible conditions. This is an essential mission for the University's international reputation, which they present to us in the video series "Rouages," produced by UM.
Each year, an average of 550 students from the University of Montpellier participate in international mobility programs as part of their studies. More than 900 students complete internships abroad, and approximately 420 international students are welcomed to UM. Added to these figures are the mobility programs for researchers, doctoral students, post-doctoral students, etc. In short, there are many files to manage, and for each one, questions of housing, scholarships, or visas may arise. To respond to these questions and manage all of these international movements, UM has set up a mobility service.
Located in the city center, at the Institute of Biology, within the International Relations Department (DRI), "the mobility service employs two mobility managers, a student contract worker, and myself, who coordinates and supervises all of our missions," explains Frédéric Achard, head of the service. We work with our colleagues stationed in departments, in what are known as international relations offices (BRI), where I myself worked for a long time. There are fifteen of these offices at UM. Our role at headquarters is to convey messages as clearly as possible to a wide range of contacts at different levels."
The iconic Erasmus
When talking about mobility, let's first talk about its flagship program: Erasmus. Founded in 1987, this European program for education, training, youth, and sports became Erasmus+ in 2014. Today, it brings together 33 countries and covers the European region in particular. "It is not only for students but is open to everyone in the fields of education and training," explains Frédéric Achard. In particular, it aims to give students, interns, apprentices, teachers, and administrative staff the opportunity to stay in the Erasmus+ zone to strengthen their knowledge, skills, and employability. Our job is to ensure that this international experience goes smoothly."
And to ensure that everything goes smoothly during an international mobility program, it's best not to find yourself penniless. At the heart of mobility is the question of scholarships. In addition to Erasmus+ scholarships, there are others such as MESRI international mobility grants and regional scholarships. "We work with funding bodies to provide a framework for these scholarship applications," continues the head of department . " We ensure that they are correctly submitted to the relevant departments and check that they have been completed by the students via the Move On digital platform ."
Payment is then made to the individuals on mobility by the University's accounting department, in conjunction with the DRI's administrative and financial support service for international activities, known as SAAF. "Monitoring all of our missions requires a chronology of actions to be carried out, reverse schedules that must be strictly adhered to and enforced, so it's best to be well organized," warns Frédéric Achard.
Hosting "newcomers"
For students known as "entrants," i.e., foreign students who have come to study at the University of Montpellier as part of exchange programs, their status means that they can be accommodated by the host university. This is where the mobility service comes in again. "We have a quota of accommodation allocated to us by the Crous," explains Annick Martin, mobility manager. "To facilitate the process, we use a common exchange interface for students, the Crous, and the UM mobility service."
Rent is paid online via this platform, and students can access their accommodation as soon as they arrive, regardless of the time or day. "Practices are constantly evolving in our profession. There have been many changes since the days when students would arrive at our offices carrying bags bigger than themselves," recalls Annick Martin. Throughout the year, all stakeholders monitor departures and arrivals, and unused rooms are returned to the Crous. "It is also our responsibility to encourage students to comply with Crous rules and to follow up with any late payers."
The talent passport
The University of Montpellier also welcomes Professors, doctoral students, and postdoctoral researchers from abroad, particularly from countries outside the Schengen area, to work in its laboratories. "In this case, the mobility department assists them with their scientific visa application by providing them with the original hosting agreement signed by the university president." This visa will then enable them to obtain a residence permit and thus authorization to work full-time in France.
"In my job, I have to listen to people and be responsive in order to deal with their issues as quickly as possible, knowing how to respond calmly and concisely while taking each context into account," says Annick Martin. " Sometimes this requires diplomacy and teaching skills. " These qualities must be expressed in French but also in English. "We are, of course, required to communicate in English on a very regular basis, whether by email, telephone, or in person," emphasizes Frédéric Achard. "Our department is at the crossroads of international issues."