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 role is essential to the University’s international reach, and they discuss it with us as part of the “Rouages” video series, produced byUM.
Each year, an average of 550 students from the University of Montpellier participate in an international exchange program as part of their studies. More than 900 complete an internship abroad, and approximately 420 international students are hosted atUM. In addition to these figures, there are exchange programs for researchers, doctoral students, and postdoctoral fellows—in short, a lot of cases to manage, and for each one, questions about housing, scholarships, or visas may arise. To address these issues and manage all of these international exchanges,UM established a mobility office.
Located downtown at the Institute of Biology, within the International Relations Office (DRI), “the Mobility Office employs two mobility coordinators, one student contractor, 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 academic units, in what are known as the International Relations Offices (BRI)—where, incidentally, I worked for a long time; there are fifteen of them atUM. Our role at the central office 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. Founded in 1987, this European program for education, training, youth, and sports became Erasmus+ in 2014. Today, it includes 33 countries and covers Europe in particular. “It’s not just for students—it’s 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 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 scholarships. In addition to Erasmus+ scholarships, there are others, such as the MESRI’s international mobility grants or regional scholarships. “We work to establish the framework for these scholarship applications in collaboration with the funding agencies,” continues the department head . “ We ensure they’re properly forwarded to the relevant departments and verify that they’ve been correctly completed by the students participating in the exchange program via the Move On digital platform .”
The payment is then made to the mobility participants by the University’s accounting office, in coordination with the DRI’s administrative and financial support service for international activities, known as the SAAF. “Managing all of our projects requires a sequence of actions to be carried out and 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 as part of 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 theUM 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 parties involved monitor actual check-ins and check-outs, and any 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 students who haven’t paid.”
The Talent Passport
The University of Montpellier also hosts 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, consequently, 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 responding with objectivity and conciseness and taking 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 not only in French but also in English . “We, of course, have to communicate in English very regularly—whether by email, over the phone, or when meeting with clients in person,” emphasizes Frédéric Achard. “Our department is at the heart of international affairs.”