Student mobility for Conference/Congress Participation (studies)
Duration: min. 2 days, max. 30 days
Locations: higher education institution, company, enterprise or partner institution
Supported Activities: participation in conferences or congresses — provided the applicant is actively involved and contributes to the content and organization — as well as professional events or academic competitions
Program Validity: the mobility period must be completed by August 31, 2027
table of contents:
- General Information
- 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
We process incoming mobility applications continuously, in chronological order. We make every effort to evaluate each case as quickly as possible. If you do not receive a reply within a short time, please do not worry – you can rest assured that you will always receive feedback from us.
The application must be submitted at least 1 month before the start of the mobility, and preferably 2 months in advance. Applications submitted with a deadline shorter than 1 month will be automatically rejected. The administrative procedures require considerable time, and all documents must be signed by all parties before departure. If this is not completed, the applicant will not be able to travel. Please make sure to carefully check which documents are required; these are detailed below in the section “Application Process.” Application materials may be sent to us in scanned form, with the exception of the Grant Agreement, which must be submitted in two original copies. We recommend that you keep the original version of all the documents listed below, as they may be requested from you at a later stage. Participation in short-term conferences includes attending conferences, professional events, or academic competitions, provided that the student takes an active role and contributes to the academic content or organization of the event. This means, for example, that the student gives a presentation or leads a workshop as part of the conference. The activity must be related to the student’s field of study, provide relevant and beneficial knowledge for their academic progress, and be eligible for recognition as part of their studies. In the case of a multi-author abstract – if it is accepted and presented at the conference – all student co-authors are eligible to participate in the conference and may receive a grant. Passive participation, meaning attendance as an audience member only, is not eligible for support! A student may participate in multiple mobility programs (not concurrently); however, the total duration of mobility within a single study cycle must not exceed 12 months. Every period of study abroad must be an integral part of the student’s academic program and must contribute to the completion of their degree within any study cycle. Any mobility program (except for after graduation mobility) can only take place if the activities carried out abroad are fully or partially recognized in the student’s home institution academic progress. 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. For students: pannonia@semmelweis.hu For staffs: My Semmelweis
What You need to know about the application (when and how)?
Please note that we can only accept your application, and the one-month submission deadline will only be considered valid, if all required documents listed on the website are attached. This is necessary in order to ensure a smoother process and to avoid returning the application for missing documents.
What kind of conference participation is eligible for support?
How many mobility programs can a student participate in?
What academic requirements must the chosen program meet?
Scholarship amount and payment
Our communication channel
Application Process
Who can participate in the program?
What requirements must the student meet?
Students of Semmelweis University are eligible to participate in the program if all of the following conditions are met simultaneously:
- They are enrolled in a Bachelor’s, undivided (long-cycle), Master’s, or Doctoral program at Semmelweis University
- Bachelor’s and undivided program students have completed at least one semester
- They have an active student status
- They will maintain active student status at the University during the applied mobility period
- They are Hungarian citizens or reside in Hungary as refugees, asylum seekers, beneficiaries of subsidiary protection, immigrants, permanent residents, or have the right to free movement and residence under the law
- They possess at least an intermediate level of language proficiency in English or the language of the host country
Funding Amounts, Available Countries
Travel grant opportunity (not automatically granted)
Travel support is not granted automatically.
If you requested it in your application, we may award it provisionally in advance; however, this support is only considered final (this is confirmed during the review of the closing documents after you have returned home) if your travel complied with the rules below and you can prove it with a ticket and/or boarding pass showing both the departure and return dates. If your outbound and/or return travel dates coincide with the dates specified in the contract, you must repay the travel support.
Travel-day support can be requested for a total of 2 days (maximum 1 day for outbound travel and 1 day for return travel), except in the case of long-term mobility.
The outbound and return travel dates may not coincide with the actual mobility dates recorded in the contract (see the example below). Travel-day support is granted only if the journey starts no more than 2 days before the mobility begins and ends no more than 2 days after the mobility ends.
Example
Actual mobility dates recorded in the contract: 07/14–07/18
Travel-day support is granted, for example, if:
- you depart from Hungary on 07/12 or 07/13 (it cannot be requested for departure before the 12th);
- you depart to return home from abroad on 07/19 or 07/20 (it cannot be requested for return after the 20th).
Transfers and time zone differences: Transfers and time zone differences do not affect the number of eligible travel days, so travel must be planned accordingly.
Therefore, if the applicant travels more than 2 days before the mobility starts, or returns home more than 2 days after the mobility ends, they are not eligible for travel support.
Student funding amounts – Short-term programs
Daily grant amount for short-term mobility:
| I. Country Group | II. Country Group | III. Country Group |
|---|---|---|
| 1-10. days: 30 000 Ft/day | 1-10. days: 27 500 Ft/day | 1-10. days: 25 000 Ft/day |
| 11-20. days: 20 000 Ft/day | 11-20. days: 17 500 Ft/day | 11-20. days: 15 000 Ft/day |
| 21-30. days: 10 000 Ft | 21-30. days: 7 500 Ft | 21-30. days: 5 000 Ft/day |
Daily grant amount for short-term doctoral training:
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: Student short-term conference mobility– “Applicant’s Name
Additional info: Please ensure that the applicant always submits their application personally, from their own email address. If applying for more than one mobility, each application must be submitted in a separate email.
Your email must already include the following information and documents when you submit your application to us (all documents must be attached to the application; only in this case can we accept it, and only then will the one-month submission deadline be considered valid):
1. Applicant’s name
2. Type of mobility (conference, congress, professional competition, academic competition)
3. Date of the conference
4. Do you request a grant for travel days? If yes, how many (in accordance with the rules)
5. Name and organizer of the conference/congress
6. Location of the conference (country, city)
7. Title of presentation/poster
Documents:
Apart from the documents listed below, there is no need to submit any additional materials to us. Please always use the uploaded, Pannonia-specific documents provided.
Please note that some documents contain coloured (yellow) fields and comments, which are intended solely to assist with completion and to help applicants navigate the required sections more easily. Please remove these highlights when finalising the document.
Signed papers must be sent to us as scanned copies (please keep the original copies for yourself, except for the Grant Agreement). We do not accept photographs of documents. Each document must be scanned separately – do not send them combined in a single PDF file.
All documents must be submitted and signed before departure; the Grant Agreement will not be prepared until then.
Completed but not yet signed Learning Agreement for Studies
Download Learning Agreement for Studies
Guidelines for Completing the Learning Agreement Document
Important! Please fill in only the sections highlighted in yellow in the document. Here, provide details about the activities abroad, the manner of hosting, and the exact duration. Before sending the Learning Agreement to the host institution, it must be pre-approved by the International Mobility Office and the person confirming the hosting! Please note that some documents contain coloured (yellow) fields and comments, which are intended solely to assist with completion and to help applicants navigate the required sections more easily. Please remove these highlights when finalising the document.
It is mandatory to provide a contact person for the conference in the Learning Agreement in all cases. The form must always be submitted for signature by the receiving institution. If obtaining the receiving institution’s signature is not possible, the absence of the signature will be accepted.
Signed and stamped Supervisors institutional leaders recommendation and acceptance letter (this must be signed at home, not by the foreign host)
The signed and stamped document must be sent to the relevant department so they are informed about the hosting! If you have any questions regarding the hosting, the department’s study affairs administrator can assist you.
If there is no specific department head or manager, the document must be signed by a person who can confirm that your studies abroad will definitely be accepted.
Download Supervisors institutional leaders recommendation and acceptance letter
A document confirming active participation in a conference or congress (e.g., official invitation from the organizers, conference program including your presentation)
Signed and stamped student status certificate – this can be requested from the faculty’s Academic Office
Signed student status declaration confirming active enrollment during the mobility
Download Declaration of active student status document
Professional CV with photo in PDF format
In academic matters, the faculty coordinators are available to assist you
Faculty coordinators contacts
ÁOK: Anikó Frittmann – frittmann.aniko@semmelweis.hu
FOK: Dr. Zsuzsanna Tóth – toth.zsuzsanna@semmelweis.hu
GYTK: Dr. Tamás Pálla – palla.tamas@semmelweis.hu
ETK: Éva Kámán – kaman.eva.maria@semmelweis.hu
PAK: Szabolcs Tiger – tiger.szabolcs@semmelweis.hu
Doctoral School: Csilla Csorba-Jónás – csorba-jonas.csilla@semmelweis.hu
Evaluation of applications
Evaluation – How do I know if I have been awarded the scholarship?
If you have completed and submitted all the required documents, we will review their content.
You can greatly assist our work by carefully reading the completion guidelines and filling out the documents accordingly. This not only speeds up the evaluation of your application but also prevents us from having to return the documents for corrections.
Applicants almost without exception receive the grant (provided everything is completed in line with the regulations), as long as the available funds last.
If our feedback includes the Grant Agreement, it means that your application has been approved and your mobility can be carried out!
Submission of missing documents
You will have one opportunity to submit the missing documents/corrections, which must be completed and sent to the International Mobility Unit in a reply e-mail within 5 days of our feedback.
If, during this correction phase, the applicant does not rectify the error, does so improperly, or fails to meet the deadline, the application will be rejected without further substantive evaluation.
Appeal
The applicant may lodge an objection in writing against the decision within 3 days of receiving the notification of the funding decision. The objection may be submitted by e-mail to the International Mobility Unit. The objection must include the data necessary to identify the application concerned, as well as the specific measure/decision being challenged.
The International Mobility Unit must respond to the appeal within 5 working days.
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
Where is the scholarship payment transferred to for students?
The scholarship is paid in Hungarian forints (HUF) to the bank account number provided in Neptun (please make sure to also provide this in your funding agreement) under the conditions stated in the contract. We cannot transfer two scholarships to the same bank account (i.e., two students cannot receive funds to the same account).
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?
- Travel insurance must always be provided in the contract.
- You must take out travel insurance that includes both accident insurance and liability insurance.
- Liability insurance is required because, during the course of work, the participant may come into contact with medical instruments and high-value equipment.
- Liability insurance is not required in two cases: if the participant is travelling solely for study purposes (in the case of students—who do not handle medical instruments or high-value equipment), and in the case of conferences (for both students and staff).
- The European Health Insurance Card is not sufficient and will not be accepted.
- The University’s Colonnade travel insurance cannot be used for trips carried out under the Pannónia Scholarship Programme. Colonnade insurance covers only official business trips undertaken in the interest of and on behalf of the University; therefore, it cannot be used for scholarship mobility activities.
When will I receive the funding?
Provided that all required documents are complete and have been signed by all parties.
Payment will be made no later than within 30 calendar days following the date on which the grant agreement has been signed by all three parties.
Important!
At the beginning of the year, during the summer period, and at the end of the year, signatures on the University’s side may take longer. Please take this into account when submitting your application.
Mobility Closure
Necessary documents for closing the Mobility
Transcript of Records (confirmation of completed courses)
This document will be issued to you by the host institution regarding the credits you have obtained. You must send this certificate to us within 15 days of your return. Please note that it should not be sent to us directly by the host institution, but by you, the applicant!
Important! If the date indicated on the certificate differs from the one specified in the grant agreement, the scholarship will be recalculated, and the student will be required to repay the difference.
This document is only required in the case of study mobility, if the participant went abroad specifically for studying. In the case of a conference, it does not need to be submitted to us, only the Certificate of Attendance.
Certificate of Attendance
This document certifies the duration of the participant’s time spent in the program, including the start and end dates. It must be completed, signed, and stamped (if applicable) by the host institution at both locations (arrival and departure). This confirms that the participant has indeed arrived and returned home. The document must be sent to us within 15 days of returning home.
Download the Certificate of Attendance document
In the case of a conference:
Completing this document is not mandatory; we also accept the certificate provided to you after the conference.
Important! If the dates on the certificate differ from those stated in the support contract, the scholarship amount will be recalculated and the student will be required to repay the difference.
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.
Student 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 student report
Notification of the Department about the acceptance
Don’t forget to send the “Supervisor’s / Institutional Leader’s Recommendation and Acceptance Statement” to the relevant Department so they are informed about the actual acceptance. If the credit transfer is not completed, you will be required to repay the scholarship!
We hope you had a great time and gained lifelong experiences and memories! 💙