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AGM 12 TH APRIL 2018 - ITEM 4.iii

1 April 2017 – 31 March 18 Task Force Report - Staff Mobility

Members of the Task Force Kirsi Korhonen of Helsinki Monika Sprung University of Bochum Olga Canas University of Dorota Maciejowska Laura Roop (Jill Haynes University of Cork, inactive) Meetings 1 April 17 – 31 March 18 June 2017 JUst a Week in Kraków October 2017 Skype meeting November 2017 Task Force meeting in Coimbra March 2017 Skype meeting Mostly correspondence by email throughout the year Narrative report of activity 1. Participation in the Rectors’ Meeting & AGM

The TF chair Kirsi Korhonen participated in organising a session on current topics for the participants at the Rectors´Meeting together with the other TF chairs. The topic assigned to Researcher Mobility and Task Forces was “Challenges for research management”. There was plenty of discussion about the activities of the network and the different task forces, as well as on the formulation of new task force. The TF chair Kirsi Korhonen also presented the task force’s report and planned activities at the AGM. Both were discussed and the new plan was approved. Also, the suggested name change and refocusing of the task force’s activities were approved. The task force is now called Staff Mobility Task Force. This allows including all types of salary and grant based mobility within the academic world (excl. student mobility) in the task force’s activities. Kirsi also hosted a coffee table discussion on the task force’s activities for the AGM participants together with Ana Isabel Ferreira. The development of concrete services and sharing of best practices and tools etc. is considered worthwhile by everyone in the discussion. A request for another workshop/training session came up in the round table discussions. 2. The Task Force will support and take part in organising a staff training week aimed at developing the readiness of the member institution to support academic mobility.

JUst a Week at the Jagellonian University in Kraków, 19. – 23.6.2017. The week focuses on support services for academic mobility and crucial competencies regarding the services and successful mobility. The Researcher Mobility Task Force members supported the success of the week by sharing their expertise and experiences to the participants. The following presented their activities and services for supporting researcher mobility during JUst a Week: • Jagiellonian University

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AGM 12 TH APRIL 2018 - ITEM 4.iii • University of Bochum • • University of Tartu

The programme, presentation and photos from the week can be viewed here http://www.erasmus.dwm.uj.edu.pl/just-a-week-2017 3. Starting new cooperation with HR and global mobility professionals in the private sector to enable development of services, sharing of experiences, staff exchange opportunities etc.

The activity was postponed due to other more pressing work in each member university. Each TF member will discuss possible contacts with their local colleagues and approach these contacts to see if they would be interested in networking. Kirsi will write a short text to assist in the initial contact. If the idea gathers interest, TF will organise a Skype meeting at first and discuss further developments together with the corporate HR contacts. Ideas for activities include inviting HR as expert speakers and organising study visits. 4. Meeting in Coimbra

The task force had a face to face meeting in November at the University of Coimbra in . During the meeting the task force discussed the ’s meeting and AGM and the experiences from JUst a Week. The task force also came up with new ideas for activities that would benefit the whole network. The ideas include building the competencies of young researchers and admin staff through workshops and creating a staff exchange scheme within UN and its partner networks along the lines of the student exchange programme. The ideas will be sent to the Steering Committee for comments and the next work plan will be formulated based on them. The new plan will be sent to the Steering Committee for comments and later presented at the AGM for approval. The task force would like to ensure some stability in its activities, which the new ideas would hopefully bring. Longer minutes of the meeting are available upon request. Financial report The task force budget was 7000€. The task force spent 2.330,29€ of its budget. The underspending is explained mainly by the speaker participants of JUst a Week using Erasmus+ staff exchange money rather than the task force budget to cover the costs of their participation. 1 Apr 17 – 31 March 18 activities mapped against the Strategic Plan Goals from the Strategic Plan (FORCES) Task Force Activities/Achievements 1 Apr 17 – 31 March 18 Foster internationalisation of Open up to new forms of cooperation Discussion with the new Research Management Task Force in the Rector’s Meeting and the AGM Participating as speakers in JUst a Week at the Jagiellonian University Respond actively to European HE policies Collaborate effectively within the Participating as speakers in JUst a Week at the Jagiellonian Network University. Planning a new staff exchange programme within the network and its partners as a future long-term activity (tbc by AGM). Enhance internationalisation processes in Sharing best practices with colleagues from member member institutions universities during JUst a Week and TF meetings.

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AGM 12 TH APRIL 2018 - ITEM 4.iii Planning workshops as a future activity to assist in further sharing of best practices (tbc by AGM). Strengthen the profile and global outlook Planning a new staff exchange programme within the network of the Network and its partners as a future long-term activity (tbc by AGM)

1 April 2018 – 31 March 2019 Task Force Workplan – Staff Mobility

Members University of Coimbra Olga Canas Task Force Chairperson Jagiellonian University Dorota Maciejowska University of Bochum Monika Sprung University of Helsinki University of Tartu The task force proposes that Olga Canas from the University of Coimbra is appointed the new chairperson as Kirsi Korhonen from the University of Helsinki has expressed her wish to step down after 3 years as chairperson. A few other changes in the task force membership might also take place this year, but they are to be confirmed. Planned meetings 1 April 18 – 31 March 19 (dates and locations if known) April 2018 AGM in Bratislava May 2018 Task Force meeting Fall 2018 Task Force meeting (place to be confirmed) Fall 2018 Skype meeting Spring 2019 Workshop for young researchers (place to be confirmed) Planned activity for 1 April 18 – 31 March 19 The task force feels that some stability is needed in its activities and work. During the last meeting in Coimbra, the task force came up with new ideas for activities to benefit both mobile researchers and the development of services and professional skills. These activities could be spread out over the following years, which would bring stability to the task force. The activities suggested include: a) International Competency Workshops for Young Researchers b) Staff Exchange

The idea is that a) could be organised on bi- or triannual schedule and b) would be included in the existing student exchanges with MAUI, AEN and REARI-RJ. 1. Participation in the AGM

The TF chair Kirsi Korhonen will participate in the AGM in Bratislava. She will present the task force’s report and planned activities at the AGM and answer any questions on the activities. TF member Olga Canas will also join the AGM. The material will be shared in the intranet.

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AGM 12 TH APRIL 2018 - ITEM 4.iii 2. Competency building workshop for young researchers

The workshops would aim to build the international competencies of young researchers and encourage them to gain international experience. The Staff Mobility Task Force would organise the workshops in cooperation with experts from research services, career & training services, etc. A workshop could be organised e.g. every second or third year in some UN member university. Topics could include important aspects of career development and developing soft skills such as international competencies, intercultural communication, introduction to aspects of mobility (e.g. being your university’s ambassador, practical considerations in relocation). In addition to specific goals for each workshop, they all aim also to increase interest towards and opportunities for mobility for young researchers. The first workshop would be held either in early 2019. Later, the material could be shared on the intranet. Please see separate funding request for further information. 3. New exchange program for staff

The task force would like to investigate expanding current cooperation to include staff mobility. The suggestion is to include academic and administrative (incl. PhD students) in the current cooperation programmes with Utrecht Network and MAUI/AEN/REARI-RJ. Or, if the addition is not possible, creating a programme to support said mobility. Please see attached proposal for further information.

Budget requested for 1 April 18 – 31 March 19 The Task Force is asking for 7 000€, or similar funding than what is allocated to other TFs, for at least one face to face meeting, possibly two. The budget should also allow the chairs participation in the AGM 2019, if not covered by the following year’s budget. An additional funding request of 5 500€ has been submitted with the call for innovative action. 1 April 18 – 31 March 19 planned activities mapped against the Strategic Plan Goals from the Strategic Plan (FORCES) Task Force Planned Activities Foster internationalisation of education New staff exchange programme Open up to new forms of cooperation Possible cooperation with other Task Forces Presentation of TF activities during the Rectors’ Meeting and AGM Respond actively to European HE policies Collaborate effectively within the Participation in the Rectors’ Meeting and AGM Network Starting new staff exchange programme Organising competency building workshop for young researchers Possible cooperation with other Task Forces Enhance internationalisation processes in Exchanging best practices and learning from one another member institutions during meetings and workshop Strengthen the profile and global outlook Participation in the AGM of the Network New cooperation with MAUI/AEN/REARI-RJ Promoting staff exchange programme and workshop

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