Being away from home and beginning a new research or study stay abroad is always a significant life change. It brings new opportunities, experiences, and connections, but also entails numerous practical responsibilities that it is wise to prepare for in advance. To help you focus on your research and personal development, we provide an overview of the most important steps you should take both before departure and upon arrival in the host country.
Mobility Preparation
1. Securing a Position or Scholarship
The most crucial step is securing a work or research position that aligns with your interests. The EURAXESS Jobs & Funding database offers thousands of opportunities across all disciplines and serves as an excellent starting point for your search. In addition to job openings, it also lists grants and scholarships that can help finance your research stay. If you have a particular institution in mind, it is also worthwhile to monitor its official website and announcements for available opportunities.
2. Visa, Entry, and Legal Residence
Once your position is confirmed, the next steps involve arrangements for entry and legal residence in the host country. If you are going to an EU, EEA member state, or Switzerland, the administrative process is relatively straightforward, usually requiring only registration of your residence with the relevant authority. For third countries, the process is more complex – you will need to obtain a visa or work permit in advance, which can take several months.
In addition, do not forget obligations related to your stay, such as social security and taxation of income. In many countries, you may need to visit the local labor office or immigration authority upon arrival. It is therefore advisable not to postpone these preparations.
Checklist: Passport, visa or residence permit, proof of accommodation, proof of health insurance, proof of funding.
3. Confirmation of Scholarship or Employment Contract
A contract, scholarship decree, or a written commitment from your future employer is a key document that you will need not only to carry out your work or research but also often when applying for a residence permit. Additionally, foreign authorities may require proof of sufficient financial means, such as a bank statement.
In many cases, you will also need certified translations or legalized documents. Each country has its own specific requirements, so it is important to verify these in advance.
Checklist: Scholarship decree or employment contract, bank statement, certified translations, and legalized documents.
4. Certification and Legalization of Documents
When travelling abroad, you are often required to provide various documents – from your diploma to your birth certificate, and even a marriage certificate if you are travelling with your family. In most cases, foreign authorities do not accept ordinary copies, but only documents certified with an apostille or through superlegalization.
An apostille is a simplified form of higher-level authentication, valid between countries that are parties to the Hague Convention. Superlegalization is a more complex process involving multiple official steps and is required by countries that have not signed the Convention. It is therefore essential to start the process early and carefully verify the requirements of the host country.
Checklist: Diploma and supplements, birth certificate, marriage certificate, certified translations according to the host country’s requirements.
5. Accomodation
Once your administrative obligations are underway, it is time to address accommodation. Some universities and research institutes provide guest rooms or apartments for their staff, so it is worth checking whether your host organization offers this option. If not, you will need to arrange housing independently – either through rental platforms or with the help of recommendations from colleagues and local EURAXESS centers.
Checklist: Temporary accommodation upon arrival, rental agreement, deposit, documents required by the landlord.
6. Health Insurance and Medical Care
One of the most important areas not to overlook is health insurance. If you are travelling within the EU, EEA, or to Switzerland, make sure to obtain a European Health Insurance Card (EHIC), which provides access to necessary medical care. For long-term stays, however, basic coverage is often insufficient – you may need supplementary private insurance or new coverage in the host country.
If you are going to a third country, insurance is usually arranged independently or provided through contributions to your foreign employer. Each situation is different, so it is advisable to seek guidance not only from your Slovak insurance provider but also from your host institution.
Checklist: EHIC, private travel insurance, insurance confirmation from your employer.