Rouages: "At the crossroads of international themes

Annick Martin and Frédéric Achard are in charge of managing international mobility. Whether it's scholarships, accommodation or visas, the Mobility Department makes sure that students and staff enjoy their stay abroad under the best possible conditions. This mission is essential to the University's international reputation, and they present it to us in the "Rouages" video series produced by the UM.

Every year, an average of 550 students from the University of Montpellier undertake international mobility as part of their studies. More than 900 carry out internships abroad, while 420 international students are hosted at the UM. Added to these numbers are the mobility of researchers, doctoral students and post-doctoral fellows, in short... A lot of files to manage, and for each of them, questions of accommodation, grants or visas may arise. The UM has set up a Mobility Department to deal with these issues and manage all international movements.

Located downtown, in the Institut de biologie, within the International Relations Department (DRI), "the mobility department employs two mobility managers, a student contract and myself, who coordinates and supervises all our missions," explains Frédéric Achard, head of the department. We work with our colleagues in the various departments, in what are known as international relations offices (BRI), where I worked for a long time; there are fifteen of them at the UM. Our role at headquarters is to convey messages as clearly as possible to a whole range of contacts at different levels.

The emblematic Erasmus

To talk about mobility, let's start with its emblem: the Erasmus exchange program. Founded in 1987, this European program for education, training, youth and sport became Erasmus+ in 2014. Today, it brings together 33 countries and covers the European zone in particular. It's not just for students, but is open to all those involved in education and training," explains Frédéric Achard. In particular, it aims to give students, trainees, apprentices, teachers and administrative staff the opportunity to spend time in the Erasmus+ zone 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 on an international assignment, it's best not to find yourself penniless. At the heart of mobility lies the question of scholarships. Alongside Erasmus+ grants, there are others such as international mobility grants from the MESRI (the French Ministry of Higher Education and Research) and regional grants. We are involved in setting the framework for these grant applications, in liaison with the funding bodies," continues the department manager. We make sure that they are properly transmitted to the components, and check that they have been properly completed by the persons in mobility via the Move On dematerialization platform ."

The University's accounting agency, in conjunction with the DRI's department of administrative and financial support for international activities (SAAF), then makes the payments to the mobile students. " The follow-up of all our missions imposes a chronology of actions to be carried out, and feedbacks that must be respected and enforced, so it's best to be well organized," warns Frédéric Achard.

Accommodating newcomers

For "incoming" students, i.e. foreign students who come to study at the University of Montpellier as part of an exchange program, their status implies that they can be accommodated by the host university. Once again, this is where the Mobility Department comes into play: "We have a quota of accommodation allocated to us by the Crous," explains Annick Martin, Mobility Manager. To facilitate the procedure, we use an exchange interface shared by students, the Crous and the UM mobility service.

Rents are paid online via this platform, and students can access their accommodation as soon as they arrive, whatever the time or day. "There have been many changes since the days when students arrived directly at our offices with bags on their backs that were bigger than they were," recalls Annick Martin. Throughout the year, all those involved check the reality of departures and arrivals, and unused rooms are returned to the Crous. "It's also our job to encourage students to comply with Crous rules, and to follow up any bad payers.

The talent passport

The University of Montpellier also welcomes teacher-researchers, doctoral students and post-docs from abroad, particularly from countries outside the Schengen area, to work in its laboratories. "In such cases, the mobility department assists them with their application for a scientific visa, providing them with the original host agreement signed by the university president. This visa will then enable them to obtain a residence permit and thus the authorization to work in France on a full-time basis.

"In my job, I have to listen to people and be responsive to deal with their problems in the most reasonable time possible, knowing how to respond with hindsight and conciseness while taking each context into account," says Annick Martin. Sometimes this requires diplomacy and pedagogy. These qualities are expressed not only in French, but also in English: "We are, of course, required to communicate in English on a regular basis, whether by e-mail, telephone or in person," emphasizes Frédéric Achard. Our department is at the crossroads of international issues.