Rouages: “At the Crossroads of International Issues”
Annick Martin and Frédéric Achard are in charge of managing international mobility. Whether it’s scholarships, housing, or visas, the Mobility Office ensures that students and staff can enjoy their time abroad under the best possible conditions. This work is essential to the University’s international reach, and they discuss it in the video series “Rouages,” produced by UM.
Each year, an average of 550 students from the University of Montpellier participate in international exchange programs as part of their studies. More than 900 complete internships abroad, and approximately 420 international students are hosted at UM. Added to these figures are mobility programs for researchers, doctoral students, and postdoctoral fellows—in short, a lot of cases to manage, and for each one, questions regarding housing, scholarships, or visas may arise. To address these issues and manage all of these international movements, UM has established a mobility office.
“ Located downtown at the Institute of Biology, within the Office of International Relations (DRI), the Mobility Office employs two mobility coordinators, a student intern, and myself, who coordinate and oversee all of our initiatives,” explains Frédéric Achard, head of the office. “ We collaborate with our colleagues stationed in the various departments, in what are known as the International Relations Offices (BRI)—where I, incidentally, worked for a long time; there are fifteen of them 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 discussing mobility, let’s start with its flagship program: the Erasmus exchange program. Established in 1987, this European program for education, training, youth, and sports became Erasmus+ in 2014. Today, it includes 33 countries and primarily covers Europe. “It’s not just for students but is open to everyone in the fields of education and training,” explains Frédéric Achard. “It aims, in particular, to give students, interns, apprentices, teachers, and administrative staff the opportunity to spend time in the Erasmus+ region to enhance 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 exchange, it’s best not to find yourself penniless. At the heart of mobility lies the issue of grants. In addition to Erasmus+ grants, there are others such as the MESRI’s international mobility grants or regional grants. “We step in to provide the framework for these scholarship applications in coordination with the funding agencies,” continues the department head. “ We ensure they’re properly forwarded to the relevant departments and verify that they’ve been fully completed by the students participating in the exchange through the Move On digital platform .”
Payments are then made to the faculty members on assignment by the University’s accounting office, in coordination with the DRI’s Administrative and Financial Support Service for International Activities (SAAF). “Managing all our projects requires a sequence of actions to be carried out, with reverse schedules that must be strictly adhered to and enforced; it’s therefore best to be well-organized,” warns Frédéric Achard.
Providing housing for newcomers
For so-called “incoming” students—that is, international students who have come to study at the University of Montpellier through exchange programs—their status means they are eligible for housing provided by the host university. This is where the mobility office comes in. “We have a quota of housing units allocated to us by the CROUS,” explains Annick Martin, mobility manager. “To streamline the process, we use a shared platform accessible to students, the CROUS, and the UM mobility office.”
Rent is paid online through this platform, and students can access their housing as soon as they arrive, regardless of the time or day. “Practices are constantly evolving in our field; there have been many changes since the days when students would arrive directly at our offices carrying backpacks bigger than themselves,” recalls Annick Martin. Throughout the year, all stakeholders monitor actual check-ins and check-outs, and unused rooms are returned to the CROUS. “It’s also our responsibility to encourage students to follow CROUS rules and to follow up with any delinquent 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 such cases, the Mobility Office assists them with their application for a research visa by providing the original copy of the hosting agreement signed by the university president.” This visa will then allow them to obtain a residence permit and thus authorization to work full-time in France.
“In my line of work, I have to listen to people and respond quickly to address their issues as promptly as possible, while providing thoughtful and concise answers that take each situation into account,” says Annick Martin. “Sometimes that requires diplomacy and the ability to explain things clearly.” " These are qualities that must be demonstrated in French but also in English, " notes Frédéric Achard . "We are, of course, required to communicate in English very regularly, whether via email, by phone, or when meeting with clients in person . Our department is at the heart of international affairs."