Home / Student Mobility / Pannónia Scholarship for students /

Conference/Congress Participation for students – Pannonia short-term programme

Student mobility for Conference/Congress Participation (studies)

Possible duration: min. 2 days, max. 30 days
Maximum number of funded days: 30 days
Possible locations: higher education institution, company/business, partner institution
Supported activity: participation in conferences/congresses (provided that the applicant participates actively, contributes to the content and/or organisation of the event)
Programme validity: The return trip must take place by 31 January 2028

 

General Information

Who can participate in the study programme?

  • Students who meet all of the following criteria:
  • They are enrolled at Semmelweis University in a Bachelor’s, long-cycle (undivided), Master’s, or doctoral
  • They have completed at least one semester.
  • They have active student status.
  • They will have active student status at the University during the period applied for.
  • They are Hungarian citizens, or they reside in Hungary as a refugee, asylum seeker, beneficiary of subsidiary protection, immigrant, or settled person, or they have the right of free movement and residence under the law.
  • They have at least an intermediate level of language proficiency in English or in the language of the host country.

What academic requirements must be met?

  • The time spent abroad must always count towards the student’s credits, so it needs to be recognised as part of a course in every case.
  • It must be an integral part of the student’s study programme.

What type of conference participation can remind funded?

Only active participation is eligible for support, meaning:

  • You must give a talk or deliver a presentation at the event; or
  • Or as a co-author (who is also presenting), which must be indicated in the programme and/or in the abstract or poster.

How long can a student spend on mobility?

  • Bachelor’s programme (entire study cycle): maximum 12 months
  • Long-cycle (undivided) programme (entire study cycle): maximum 12 months
  • Long-cycle (undivided) + Doctoral programmes in parallel (entire study cycle): maximum 24 months
  • Doctoral programme only (entire study cycle): maximum 12 months

When should the application be submitted?

The application must be submitted no later than 1 month before departure, but due to potentially lengthy administrative procedures, it is recommended to submit it as early as possible.

IMPORTANT!
If the application is submitted less than 1 month before departure, it will be automatically rejected.

Who organises the mobility?

The applicant is responsible for the full organisation of the mobility. Unfortunately, we are not able to assist with placement, and we also cannot provide a list of institutions or related contact details.

The Mobility Office supports the administrative process related to the scholarship by:

  • handling nominations (in the case of long-term study mobility)
  • managing the required documents
  • ensuring the payment of the grant amount
 
 

Interruption of mobility – what does it mean and what happens in such cases?

An interruption of mobility occurs when, during the period specified in the contract, the participant does not spend their time carrying out the activity for which they have received funding.

Interrupting a mobility period is not prohibited, but we can provide funding only for the period during which you are actually engaged in the activity stated in your contract.

For example: if you travel home to sit exams and/or for the holidays, any temporary interruption of your study activities for any reason, etc.

The applicant is required to report every interruption to us in the Learning/Mobility Agreement and also in a separate comment on the My Semmelweis platform.

Important!
If you do not report the interruption and it is discovered later, we may request repayment of up to the full amount of the grant, referring to Section 9 (ETHICS AND VALUES) of the contract.

Student grant amounts – Short programmes

Daily grant amount for short-term mobility:

The scholarship amount depends on the length of the funded period and the host country’s country group (see the list below). The grant may not necessarily cover all actual expenses incurred.

A ChatGPT megkérdezése
 
I. Country GroupII. Country GroupIII. Country Group
1-10. days: 30 000 Ft/day1-10. days: 27 500 Ft/day1-10. days: 25 000 Ft/day
11-20. days: 20 000 Ft/day11-20. days: 17 500 Ft/day11-20. days: 15 000 Ft/day
21-30. days: 10 000 Ft21-30. days: 7 500 Ft21-30. days: 5 000 Ft/day

Daily grant amount for short-term mobility (doctoral programmes):

[table “16” not found /]

Travel support (not granted automatically)

Travel support is not granted automatically.
If you request it in your application, it may be approved in advance; however, it will only be considered final (this is determined during the verification of the closing documents after you return home) if your travel complied with the rules below and you can prove it with a ticket and/or boarding pass that shows both the departure date and the return date. If the outbound and return travel dates match the dates specified in the contract, you have to repay the travel support.

This support can be requested for a total of 2 days (maximum 1 day for outbound travel and maximum 1 day for return travel), except in the case of long-term mobility.
The dates of outbound and return travel must not coincide with the actual mobility dates recorded in the contract (see example below). We provide support for travel days only if the outbound journey starts no more than 2 days before the start of the mobility, and the return journey ends no more than 2 days after the end of the mobility. Please also keep in mind the number of days that can be funded under our internal regulations. If the trip is longer than the eligible funding period, we can provide funding for one travel day only. This can be used either for the outbound journey or for the return journey, in line with the applicable rules, but not for both.

 

Example
Actual mobility period recorded in the contract: 07/14–07/18
Travel-day support is granted if, for example:

  • you depart from Hungary on 07/12 or 07/13 (it cannot be claimed for departures before the 12th), and
  • you travel home from abroad on 07/19 or 07/20 (it cannot be claimed for travel after the 20th).

Transfers and time zone differences: Transfers and time zone differences do not change the number of eligible travel days, so travel should be planned accordingly.

Therefore, if the applicant travels abroad 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.

Where is the scholarship paid to for students?

The scholarship is always transferred in Hungarian forints (HUF) to the bank account number recorded in the Neptun system (please also indicate this same account number in your grant agreement). We cannot transfer two scholarships to the same bank account (i.e., two students cannot receive the scholarship to the same account).

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 (China), Ireland, Iceland, Israel, Japan, Canada, Timor-Leste, Kiribati, Liechtenstein, Luxembourg, Macao (China), 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, Czechia, North Macedonia, Estonia, Georgia, Greece, Croatia, Iraq, Yemen, Cambodia, China, Kyrgyzstan, Kosovo, Laos, Poland, Latvia, Lithuania, Hungary, Maldives, Malta, Myanmar, Moldova, Montenegro, Nepal, Italy, Russia, Armenia, 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, Côte d’Ivoire, 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 the 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, Cabo Verde

What insurance must be arranged before departure?

  • In the contract, it is mandatory in all cases to provide travel insurance.
  • You must take out travel insurance that includes accident insurance and liability insurance.
  • Liability insurance is necessary because, during work-related activities, you may come into contact with medical instruments and high-value equipment.
  • Liability insurance is not required in two cases:
    • if you are travelling solely for study purposes (for students), and
    • in the case of conference participation (for both students and staff).
  • The European Health Insurance Card (EHIC) 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 is not applicable to scholarship mobility periods.

Our communication channel

Application management and application-related communication: My Semmelweis
For further information: pannonia@semmelwei.hu

 

 

Application process

The documents required for the application must be submitted in full, duly completed, and in the appropriate format. Applications with incomplete or incorrectly completed documentation will be automatically rejected.
Please also note that signed copies of all listed documents must be available prior to departure.

Application Process for Short-Term Student Conference/Congress Mobility

Application Submission: MySemmelweis platform

Please note that MySemmelweis is our official communication platform. You can log in using your official university email address. Applications are processed exclusively through this platform, and all related communication also takes place here. Please make sure to check the platform regularly. You will receive notifications at your official university email address whenever any change is made to your application form.

  • The application must always be submitted by the applicant.
  • If you are applying for more than one mobility, a separate application must be submitted for each mobility.

 

Documents to be attached to the application:

I. Learning Agreement – draft in Word format

  1. Read the Guidelines for Completing the Learning Agreement
  2. First, discuss and agree on the content of the Agreement both with the relevant parties at Semmelweis University and with the host institution. Once the content has been finalized, attach the document to your application in Word format. The document must not be signed before it has been reviewed and approved by the Mobility Office. The signing process may only begin once you have received confirmation from us via the MySemmelweis platform.

Download the Learning Agreement

Important!

Under Responsible Person at the Sending Institution, the Dean of the relevant Faculty must always be indicated. The Dean’s signature will be arranged by our Office; the student is not responsible for obtaining it.

II. Supervisor/Head’s Acceptance Statement in PDF format

  1. Complete the document and have it signed. Once signed, attach it to your application in PDF format.

Download the Supervisor/Head’s Acceptance Statement

The statement must be completed by Semmelweis University, not by the host institution. If the period spent abroad will be credited towards more than one course at Semmelweis University, this statement must be signed for each relevant course by the appropriate person at Semmelweis University. If you do not have a specific supervisor or head, the statement must be signed by the Dean.

Important!

The signed and stamped document must also be sent to the relevant Department so that they are informed of and acknowledge the acceptance

III. Letter of Acceptance (LOA) signed by the host institution, in PDF format

  1. Complete the document and send it to the host institution for signature.
  2. Once it has been signed, attach it to your application in PDF format.

Download the Letter of Acceptance

The Pannónia-specific document provided by Semmelweis University should preferably be used; however, we also accept the host institution’s own version.

IV. Signed and stamped Certificate of Active Student Status in PDF format

You can request this certificate from the Academic Affairs Office of your Faculty. The certificate must not be older than 3 months.

Please note that the end date indicated on the Certificate of Student Status issued by the Academic Affairs Office is an estimated date, which is also stated as such on the document. In most cases, the Office can certify the student status until the expected end of the given academic year; however, this may vary depending on the Faculty and the individual student. The actual date on which student status ends is determined by the date of completion of studies. For this reason, the application documentation also includes a Declaration on Active Student Status, in which the applicant confirms that they will maintain active student status throughout the entire mobility period.

V. Signed Declaration on Active Student Status in PDF format

  1. Complete and sign the declaration, then attach it to your application in PDF format.

Download the Declaration on Active Student Status

By signing this declaration, you confirm that you will maintain active student status at Semmelweis University throughout the entire period spent abroad. If the information provided is false, the scholarship will not be paid. If the scholarship has already been paid and it is subsequently established that the declaration was false, the full amount of the scholarship must be repaid.

VI. Signed Declaration of Acknowledgement and Acceptance of the Regulations in PDF format

  1. Read the regulations of the Pannónia Scholarship Programme carefully.
  2. Complete and sign the declaration, then attach it to your application in PDF format.

Download the Declaration of Acknowledgement and Acceptance of the Regulations

By signing this declaration, you confirm that you have fully familiarised yourself with the regulations of the Pannónia Scholarship Programme and accept all of its provisions. Complaints cannot be accepted if the required procedures have not been followed in accordance with the regulations.

VII. Document Certifying Active Participation in a Conference

The applicant must give a presentation at the conference; this constitutes active participation. Support is available only to the first author –provided that they are also the presenter – or to co-first authors (a maximum of two applicants may be supported; more than two cannot be funded).

The abstract/poster originally submitted to the conference organizers must be attached. It must clearly indicate who the first author or co-first authors are, together with confirmation that the applicant will indeed present at the conference as a speaker/presenter.

VIII. Professional CV with a photograph in PDF format

 

Persons responsible for academic matters

Contact details of Faculty coordinators

ÁOK: Karczag Levente – karczag.levente@semmelweis.hu 

FOK: Dr. Orsós Mercédesz  – orsos.mercedesz@semmelweis.hu

GYTK: Dr. Pálla Tamás – palla.tamas@semmelweis.hu

ETK: Ágnes Szabó – etk.international@semmelweis.hu

PAK: Tiger Szabolcs – tiger.szabolcs@semmelweis.hu

Doktori Iskola: Csorba-Jónás Csilla – csorba-jonas.csilla@semmelweis.hu

 

 

Assessment of applications, submission of missing documents, appeals

Evaluation – How do I know if my application has been awarded?

If the application status in My Semmelweis changes to “In progress (application approved, mobility may proceed)”, this means that the applicant’s mobility has been approved and can go ahead.

Submission of missing documents (corrections)

Missing documents/corrections may be requested once. You must provide the required documents or corrections within 3 business days of our feedback. If the applicant does not correct the issue, corrects it improperly, or submits it after the deadline, the application will be rejected without further substantive review.

Appeal

The applicant may submit a written objection against the decision within 3 days of receiving the notification of the application decision. The objection may be submitted by email to the International Mobility Office. The objection must include the information necessary to identify the application concerned, as well as the measure being contested.

The International Mobility Office must respond to the appeal within 5 working days.

If the applicant ultimately does not take part in the awarded mobility

If a successful applicant ultimately does not wish to participate in the programme, they must notify the International Mobility Office in writing without delay. In this case, the application decision regarding that student becomes void.

 

Steps to take after a successful application

Signing the grant agreement

Steps:

  1. Our office will complete the sections that apply to us.
  2. We will then send the contract to the applicant in Word format for completion, provided that all the documents mentioned above are complete and duly signed. The applicant only needs to fill in the sections highlighted in blue.
  3. Once the applicant has completed the contract, they should send it back to us in Word format so that we can continue the administrative process.
  4. After we have finalised the contract, we will inform the applicant that it is ready to be signed. The contract can be signed in two ways: either in person, with a handwritten signature, or electronically. In the case of electronic signing, only an official, certified application may be used, such as DÁP.

Important! If the applicant is unable to sign the contract in person, they must prepare a power of attorney and submit the original copy to us, as it must be attached to the contract. This is in accordance with Act CXXX of 2016 on the Code of Civil Procedure.

When signing by power of attorney, please pay particular attention to the following legal and formal requirements:

  • The document may be signed either by hand or by certified electronic means, for example by using the DÁP application. However, it is important to note that if the document is signed electronically by any of the parties, all other parties must also sign it electronically. Handwritten and electronic signatures may not be used together within the same document; the method of signing must be the same for all parties.
  • In the case of a handwritten signature: The power of attorney must be signed by the issuer by hand, and the signature must be authenticated either by two witnesses, or by a judge, notary public, attorney-at-law, chamber legal counsel, or the representative of a legal entity, in accordance with the applicable rules.
  • In the case of an electronic signature: The signatures of two witnesses or of the above-mentioned representative(s) are not required, as the electronic signature provides full evidentiary value. In this case, the power of attorney must be signed by both the principal and the authorised representative.
  • The power of attorney must be valid, meaning that it must be made in writing, all required signatures must appear on the document, and the signatories must be identifiable, for example by name, address, date/place of birth, or company details.
  • The content of the power of attorney must be clear and specific. It must precisely define the scope of authorisation. We would also like to draw attention to the prohibition of exceeding the granted authority: the authorised representative may not sign beyond the scope and powers set out in the power of attorney.
  • Method of signing the authorised document(s): It is important that the authorised representative does not sign in their own name, but clearly indicates their representative capacity at the time of signing.

When will I receive the grant?

Once all the required documents have been submitted in full and have been signed by everyone, we will make the payment no later than within 30 calendar days after 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, obtaining the University’s signatures may take longer. Please take this into account when submitting your application.

 

Closing the mobility period

The documents required for the completion of the mobility must be submitted within 15 days of the end date specified in the agreement.

Certificate of Attendance

This is the Certificate of Attendance.

  • The dates must match the dates stated in the contract.
  • It must be completed by the host institution (upon arrival and upon departure).
  • Submission deadline: within 15 days of the end date stated in the agreement.

Download the Certificate of Attendance document

In the case of a conference:
It is not mandatory to complete this; we also accept the document issued to you by the conference organisers.

Important! If the dates shown on the certificate differ from those recorded in the grant agreement, you will be required to repay the scholarship.

Transcript of Records (confirmation of completed courses)

This document certifies the credits earned.

  • It can be issued by the host institution. If the host institution cannot issue such a document, the After the Mobility (ATM) form must be completed instead.
  • Submission deadline: within 15 days of the end date stated in the agreement.
  • This document is required only for study mobility, i.e., if you travelled abroad specifically to study. In the case of a conference, you do not need to submit it to us.

Download the After the Mobility (ATM) form.

Important! If the dates shown on the document differ from those recorded in the grant agreement, you will be required to repay the scholarship.

Preparing the student report

  • The report must be written according to our guidelines.
  • Submission deadline: within 15 days after your return home.
  • You may include photos, but not at the expense of the text.
  • It must be signed by your supervisor/manager at Semmelweis University. If you do not have a specific supervisor/manager, it must be signed by the Dean or Vice-Dean.
  • Please submit it in PDF format.

Download the guide for preparing the student report

Travel documents

You only need to submit these if you requested support for one or more travel days.

  • Please send train tickets, boarding passes, flight tickets, etc. An invoice is not required. We only need to verify the dates to check whether your travel complied with the rules and whether you are eligible for the requested support.
  • Submission deadline: within 15 days after your return.
  • If you travel by private car, you must complete and submit the document shown below.

Download the Criminal Law Declaration form.

In the case of incomplete documents

If the documentation is incomplete, the applicant will be required to repay the grant.

If the delay occurs 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 returned home with lifelong memories and valuable experience! 💙

 

We would  like to inform our students that there is currently no funding available for outgoing student mobility applications for the Pannónia Scholarship Programme. Therefore, it is not possible to submit short-term or long-term mobility applications at this time. Applications may only be submitted for the Excellence Scholarship.

Thank you for your understanding.