Staff Mobility for teaching and conference/congress
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Duration: min. 2 days, max. 60 days
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Supported activities:
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teaching at partner universities – the number of teaching hours must be at least 8 hours per week; if the duration is shorter than one week, a minimum of 8 teaching hours is still required
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participation in conferences or congresses, provided that the staff member is actively involved and contributes to the professional content or organization of the event
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Locations: higher education institution (with a university-level partnership agreement), company, corporation, or partner institution
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Program validity: the mobility period must be completed by 31 August 2026
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Maximum number of funded days:
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Within Europe: min. 2 days, max. 12 days
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Outside Europe: min. 2 days, max. 19 days
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table of contents:
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General Information
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Application Process
Application requirements, funding amounts, available countries, application process, evaluation, submission of missing documents, appeals -
Next steps after awarding the scholarship – Before the mobility begins
Signing the grant agreement, arranging insurance, scholarship payment -
Closing the mobility period – tasks during and after the mobility
Required documents for closing the mobility, Send a postcard! ♥
General Information
Teaching at Partner Universities Participation in Conferences or Congresses In the case of a multi-author abstract — if it is accepted and presented at the conference — all co-authoring staff members are eligible to attend the conference and may receive a grant. The application must be submitted at least 2 months before the start of the mobility, as the administrative procedures take a considerable amount of time. All documents must be signed by all parties before departure! If this is not done, the application will be rejected and the applicant will not be able to participate in the mobility. Please make sure to check exactly which documents are required; these are detailed below in the “Application Process” section. Scanned copies of the application materials are sufficient to send to us, except for the grant agreement, which must be submitted in its original form, in two copies. We recommend that you keep the original copies of all the documents listed below, as you may be asked to provide them later. The scholarship amount awarded under this application depends on the duration and type of the scholarship period, as well as the host country (see details below). The funding provided may not fully cover the actual expenses incurred. Within the scholarship programme, the support is paid in Hungarian Forints (HUF). It is important that the student’s bank account is able to receive payments in HUF. If the provided account cannot accept HUF currency, the transfer of funds will not be possible. Our primary communication channel: pannonia@semmelweis.hu
What activities are eligible for support for staff members?
The number of teaching hours must be at least 8 hours per week. If the mobility period is shorter than one week, a minimum of 8 teaching hours is still required.
Short-term conference participation includes attending conferences or professional events, provided that the staff member is actively involved and contributes to the academic content or organization of the event. This means, for example, that the staff member gives a presentation or leads a workshop as part of the conference. The activity must be relevant to the staff member’s work at the university.
Passive participation, i.e., attending the event only as a regular participant, is not eligible for funding.
What You need to know about the application (when and how)?
Scholarship amount and payment
Our communication channel
Application Process
IMPORTANT! In the case of staff mobility for teaching purposes, an existing inter-institutional agreement is required between the sending and the host institution. This means that Semmelweis University and the host institution must have a valid partnership agreement (the list is available below).
If there is no agreement with the selected institution, the staff member cannot carry out the short-term mobility at that institution.
Who can participate in the program?
What requirements must the staff member meet?
Employees of Semmelweis University are eligible to participate in the program if all of the following conditions are met simultaneously:
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The applicant is employed by Semmelweis University on a full-time or part-time basis
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The mobility is supported by the applicant’s immediate supervisor
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The proposed program in the application aligns with the objectives of the organizational unit and the university leadership
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The applicant is responsible for organizing their own travel
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The applicant is a Hungarian citizen (or holds a permanent residence permit or has refugee status in Hungary)
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The applicant has adequate language skills to participate in the program
Funding Amounts, Available Countries
Travel grant opportunity
It is possible to request funding for a maximum of 2 travel days (except in the case of long-term mobility).
Funding for travel days can be granted for a maximum of 1 day before the start of the activity (the departure must take place on the day before the mobility start date) and 1 day after the end date of the activity (the return must take place on the day after the mobility end date). The amount of the travel grant corresponds to the daily grant rate, taking into account the destination country and the applicable daily rate bands.
Staff funding amounts
| I. country group | II. country group | III. country group |
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| 1-15. day 70 000 Ft/day | 1-15. day 60 000 Ft/day | 1-15. day 50 000 Ft/day |
| 16-30. day 46 200 Ft/day | 16-30. day 39 600 Ft/day | 16-30. day 33 000 Ft/day |
| from the 31st day 23 100 Ft/ day | from the 31st day 19 800 Ft/ day | from the 31st day 16 500 Ft/ day |
Country Groups
I. Country Group
Andorra, Australia, Austria, Belgium, Cook Islands, Denmark, South Korea, United States, United Kingdom, Faroe Islands, Fiji, Finland, France, Netherlands, Hong Kong, Ireland, Iceland, Israel, Japan, Canada, East Timor, Kiribati, Liechtenstein, Luxembourg, Macau, Marshall Islands, Micronesia, Monaco, Nauru, Germany, Niue, Norway, Palau, Papua New Guinea, Solomon Islands, San Marino, Switzerland, Sweden, Samoa, Singapore, Taiwan, Tonga, Tuvalu, New Zealand, Vanuatu
II. Country Group
Afghanistan, Bangladesh, Belarus, Bhutan, Bosnia and Herzegovina, Bulgaria, Cyprus, Czech Republic, North Macedonia, Estonia, Georgia, Greece, Croatia, Iraq, Yemen, Cambodia, China, Kyrgyzstan, Kosovo, Laos, Poland, Latvia, Lithuania, Maldives, Malta, Myanmar, Moldova, Montenegro, Nepal, Italy, Russia, Armenia, Pakistan, Portugal, Romania, Spain, Sri Lanka, Serbia, Syria, Slovakia, Slovenia, Tajikistan, Turkmenistan, Ukraine, Uzbekistan
III. Country Group
Albania, Algeria, Angola, Antigua and Barbuda, Argentina, Azerbaijan, Bahamas, Bahrain, Barbados, Belize, Benin, Bolivia, Botswana, Brazil, Brunei, Burkina Faso, Burundi, Chile, Comoros, Costa Rica, Chad, South Africa, South Sudan, Dominica, Dominican Republic, Djibouti, Ecuador, Equatorial Guinea, United Arab Emirates, Egypt, El Salvador, Ivory Coast, Eritrea, Ethiopia, Philippines, Gabon, Gambia, Ghana, Grenada, Guatemala, Guinea, Guinea-Bissau, Guyana, Haiti, Honduras, India, Indonesia, Iran, Jamaica, Jordan, Cameroon, Qatar, Kazakhstan, Kenya, Colombia, Congo, Democratic Republic of Congo, Central African Republic, Cuba, Kuwait, Lesotho, Lebanon, Liberia, Libya, Madagascar, Malaysia, Malawi, Mali, Morocco, Mauritania, Mauritius, Mexico, Mongolia, Mozambique, Namibia, Nicaragua, Niger, Nigeria, Oman, Palestine, Panama, Paraguay, Peru, Rwanda, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, São Tomé and Príncipe, Seychelles, Sierra Leone, Suriname, Saudi Arabia, Senegal, Somalia, Sudan, Eswatini, Tanzania, Thailand, Togo, Turkey, Trinidad and Tobago, Tunisia, Uganda, Uruguay, Venezuela, Vietnam, Zambia, Zimbabwe, Cape Verde Islands
Application Process
Deadline:Applications are accepted on a rolling basis until the available funds are exhausted
Application submission via email: pannonia@semmelweis.hu
Email subject: Staff short-term teaching or conference mobility– “Applicant’s Name
Additional info: If you are applying for multiple mobilities, please submit separate applications for each via separate emails
Your email must include the following information and documents when submitting your application:
1. Applicant’s name
2. Type of mobility
4. Name and country of the host institution
5. Duration of the requested mobility period
6. Do you request a grant for travel days? If yes, how many (in accordance with the rules)
7. Name and organizer of the conference/congress (only if it is a conference or congress)
8. Date of the conference (only if it is a conference or congress)
9. Location of the conference (country, city – only if it is a conference or congress)
10. Title of presentation/poster (only if it is a conference or congress)
Documents:
No additional documents need to be submitted to us apart from those listed below! Please always use the uploaded, Pannonia-specific documents.
Please note that some documents contain highlighted (yellow) fields, which are intended solely to assist with completion and to help applicants navigate the required sections more easily. These highlights must be removed before finalizing the documents.
Signed papers must be sent in scanned form (please keep the original copies, except for the grant agreement, which must be submitted). Photos of documents will not be accepted! All documents must be submitted before the mobility begins; the grant agreement will not be prepared until then.
Completed Staff Mobility Agreement, coordinated with the direct supervisor and host institution, but not yet signed (must be submitted to us for review before signing)
Download Staff Mobility Agreement
Application Form and Work Plan (to be submitted for our preliminary review; signing is only permitted after receiving our feedback. Please make sure your supervisor underlines the “I support” section)
Download Application Form and Work Plan
A document confirming active participation in a conference or congress (e.g., official invitation from the organizers, conference program including your presentation)
Certificate of Employment (Available upon request from the Directorate of Human Resources Management)
Motivation letter in PDF format (including the personal, institutional, and university-level benefits of the mobility)
Professional CV with photo in PDF format
Evaluation of applications
Evaluation – How do I know if I have been awarded the scholarship?
If you have all the required documents prepared as described above (in the Application Process section), you may submit your application. Once we receive it, we will review the materials and provide you with feedback via email within 10-12 business days regarding the next steps.
If our reply includes the grant agreement as an attachment, it means that your application has been approved and your mobility can be carried out!
Submission of missing documents
After your application has been reviewed, if any missing documents or corrections are needed, we will notify you via email about the issues. You will have one opportunity to submit the missing information or corrections within 2 business days from the date of our notification. Please send the corrected documents back to the International Mobility Office in a reply email.
If the applicant fails to provide the corrections, submits them improperly, or misses the deadline, the application will be rejected without further substantive evaluation.
Appeal
The applicant may submit a written appeal against the decision within 3 working days of receiving the notification of the decision. The appeal may be submitted via email or in person to the International Mobility Office. The appeal must include all necessary information to identify the application in question, as well as a clear description of the decision or action being contested.
If the applicant decides not to participate in the awarded mobility
If the selected applicant ultimately decides not to participate in the program, they are required to notify the International Mobility Office immediately in writing. In such cases, the grant decision concerning the applicant will become invalid.
Steps to take after a successful application
Tasks and important information after being awarded the grant
Grant Agreement
Before departure, the student must sign the grant agreement with Semmelweis University. The form will be sent only after all the above-mentioned documents have been submitted to us completely and correctly filled out.
The Grant Agreement must first be completed electronically and sent to us for review. We will check that all sections are correctly filled out and inform you via email when you can come to our office to sign the document.
Please note: the Grant Agreement must be signed in person at our office, so plan accordingly.
What type of insurance is required before departure?
It is mandatory to provide accident insurance details (policy number) in the grant agreement. It is recommended to purchase an accident insurance policy that includes liability insurance as well. Liability insurance is not required for conference participation.
The purpose of accident insurance is to provide financial coverage for any expenses incurred if the student is injured during the mobility period.
Regarding health insurance, it is important to know that the European Health Insurance Card (EHIC) usually only provides coverage for basic medical care, and its possession is a minimum requirement for traveling. However, the EHIC does not cover co-payments or compulsory contributions that insured individuals must pay in the host country.
Please note: The EHIC is not valid outside of Europe.
The purpose of liability insurance is to offer financial protection in case the insured person becomes legally liable for causing harm to others—whether it’s bodily injury, property damage, or financial loss.
During the mobility, participants operate in unfamiliar environments, new institutions, laboratories, or fieldwork settings, where various risks may arise—such as accidentally damaging equipment, causing harm to others, or incurring costs due to legal disputes. A suitable liability insurance policy provides coverage in these situations, helping to avoid unexpected financial burdens.
Where is the scholarship payment transferred to for staffs?
The scholarship will be transferred in HUF (Hungarian Forints) to the bank account provided at the time of signing the grant agreement. (Therefore, please make sure to include this account number in your grant agreement.) The transfer will be made in accordance with the terms specified in the agreement.
When will I receive the funding?
The payment will be made to the applicant no later than 30 calendar days after the grant agreement has been signed by all three parties. Please note that delays may occur during the summer period or at the beginning of the calendar year. We kindly ask you to take this into account when scheduling the signing of the agreement.
Mobility Closure
Necessary documents for closing the Mobility
Certificate of Attendance for Staff
This document verifies the duration of the staff member’s mobility, including the start and end dates. It must be completed, signed, and stamped by the host institution. The scanned copy must be sent to us no later than 15 days after the return date.
Download the Staff Certificate of Attendance document
In the case of conferences:
If the host institution cannot sign the Certificate of Attendance after the conference, a participation certificate downloaded from the conference website is also accepted.
Important!
If the date on the certificate differs from the one stated in the grant agreement (shorter period), the scholarship amount will be recalculated, and the applicant will be required to repay the difference.
Staff report preparation
After returning home, please prepare a report within 15 days about your studies, experiences, and impressions abroad, and send it to us. Feel free to enhance your report with photos to make it more colorful and lively. ☺️
The report must be submitted in PDF format and must be signed by your supervisor or advisor at your home institution (not the host institution).
Download the guide for preparing the staff report
Travel Documents
If you have requested travel support, please send the travel documents proving the trip (ticket, boarding pass, etc.) to us within 15 days after your return. We require the documents in PDF format. Photos will not be accepted!
In case of travel by private car, the following document must be completed and submitted to us:
Download Criminal Liability Declaration document
In case of incomplete documents
In case of incomplete documentation, the applicant may be required to repay the scholarship! If the delay is due to reasons beyond the applicant’s control, this must be reported in writing to the Mobility Office.
We hope you had a great time and gained lifelong experiences and memories! 💙