International mobility

International mobility (trips and arrivals)

Information on abroad trips of employees, PhD students, and students of the University of Silesia in Katowice and arrivals from abroad

General information

International mobility programmes (trips and arrivals from abroad), including mobility within educational exchange programmes (Erasmus+, Education, CEEPUS, bilateral agreements, the Polish National Agency for Academic Exchange, etc.), take place according to effective procedures and taking into account the security status and related to it additional requirements announced at the University of Silesia.

Standard rules and procedures for abroad trips are available on the following websites:

for employees: us.edu.pl/pracownik/en/sprawy-miedzynarodowe/mobilnosc-miedzynarodowa/wyjazdy-zagraniczne/;
for students: us.edu.pl/student/en/mobilnosc/wyjazdy-zagraniczne/;
for PhD students: us.edu.pl/doktorant/en/mobilnosc-rozwoj/konferencje-i-wyjazdy-zagraniczne/.

Information on trips within educational exchange programmes is available at us.edu.pl/wspolpraca/en/wspolpraca-miedzynarodowa/mobilnosc-miedzynarodowa/.

Information on the rules and regulations depending on the current COVID-19 status is available at us.edu.pl/uczelnia/en/status-zabezpieczen-covid-19/.

Standard rules and procedures for arrivals from abroad are available at us.edu.pl/pracownik/en/sprawy-miedzynarodowe/mobilnosc-miedzynarodowa/przyjazdy-z-zagranicy/.

Information on arrivals from abroad within educational exchange programmes are available at us.edu.pl/wspolpraca/en/wspolpraca-miedzynarodowa/mobilnosc-miedzynarodowa/.

Trips abroad

Rules and regulations for arrivals from abroad depending on the current COVID-19 status are below.

Recommendations related to the COVID-19

A person who takes a trip abroad shall familiarise oneself with the current security procedures and restrictions in force in particular countries available on these websites, among others:

the International Air Transport Association IATA at www.iata.org/;
the Ministry of Foreign Affairs at https://www.gov.pl/web/coronavirus/travel and https://www.gov.pl/web/dyplomacja/informacje-dla-podrozujacych;
embassies, consulates, and health ministries having jurisdiction in a given country.

Moreover, we wish to inform you that on 15 June 2020, the European Commission launched the Re-open EU website (reopen.europa.eu/en), where you can check the possibilities of travelling to the European Union countries during the pandemic.

The Ministry of Foreign Affairs every time call for reporting individual trips in the “Odysseus” system at https://odyseusz.msz.gov.pl/ .

A person travelling abroad shall submit a declaration regarding the type of a trip about, e.g. familiarising oneself with pandemic recommendations in the country one travels to and duty of following the country’s restrictions in force.

declaration of a student/PhD student trip within the Erasmus+ programme Attachment No 1;
declaration of an employee educational/training trip within the Erasmus+ programme – Attachment No 2;
declaration of a person travelling abroad based on a referral abroad: application to travel abroad – WS part – Attachment No 3;
declaration of a person travelling abroad based on business trip order: application to travel abroad – WP part – Attachment No 4

We recommend doing one’s best to reduce potential negative outcomes in case of your trip withdrawal while planning it, e.g. buying a ticket with a refund possibility, booking accommodation with a cancellation possibility, scrutinising the scope of your insurance, purchasing additional insurance.

Coronavirus test

If a destination country or airlines require you to get tested for the coronavirus, the cost of such a test can be covered by the University of Silesia from the means directed by a proper authorising officer.

Trips abroad insurance

For the period from 15 August 2020 until 14 August 2021, the University of Silesia has entered into an agreement with the Sopockie Towarzystwo Ubezpieczen ERGO Hestia S.A. insurance association on insuring the costs of treatment (KL) and Assistance during abroad business trips.

The insurance automatically covers:

employees, PhD students, students, people who are not employees going for short-term trips abroad (until 30 days) based on the application to travel abroad (WP) – business trip order;
employees, PhD students, students, people who are not employees going for short-term trips abroad (until 30 days) based on the application to travel abroad (WS) – a referral abroad; The insurance also covers people going on long-term trips within the University of Silesia pro-quality programmes (e.g. Staff Mobility).

The cost of the insurance will be covered from the University measures and shall not encumber the budgets of the University of Silesia units.

People going for long-term trips (more than 30 days) based on the WP application as well as PhD students and students travelling based on the WS application shall purchase insurance for medical treatment on their own accord.

Depending on the security status, an individual decision can be made regarding the period of the insurance. In case of any doubts regarding the scope of the insurance, please contact the International Mobility Settlement Office at the International Relations Department (e-mail: brmm@us.edu.pl, phone number: 32 359 18 68 and 32 359 14 00).

The insurance covers events caused by coronavirus infection, especially the COVID-19, epidemic or pandemic outbreak during the insurance.

The period of quarantine is not excluded from the scope of the insurance, i.e. a possible infection (including the COVID-19) or an accident during one’s quarantine is covered by the insurance on standard rules (including exacerbation of chronic disease). Possible costs regarding one’s quarantine, e.g. accommodation and food, can be covered (refunded) in the case when the COVID-19 infection occurs first and a physician recommends to be quarantined (in a situation when a stay at the hospital is not necessary) until the moment of full recovery or return to the country for further treatment (unless it is not advised and possible due to one’s health state).

If the quarantine results from preventive measures, e.g. by local authorities, without any symptoms of infection, then the costs of quarantine shall not be covered (refunded).

In case of a sudden illness, misadventure, or another event outside Poland covered by the insurance, an insured or person in authority should immediately contact the ERGO Hestia hotline by calling the number 801 107 107 or 58 555 55 55 (round-the-clock for cellphones and calls from abroad) and state the insurance policy number: 436000226046.

In case of trips to countries of the European Union and the EFTA, we remind you about the necessity to obtain the EHIC – European Health Insurance Card. Detailed information on the EHIC is available on the National Health Fund website.

Full information on the insurance scope and mode of operation can be found at us.edu.pl/pracownik/sprawy-miedzynarodowe/mobilnosc-miedzynarodowa/wyjazdy-zagraniczne/ubezpieczenie/.

Procedure in case of a trip cancellation/interruption/postponement

In case of an abroad trip cancellation/interruption/postponement, that person shall do their best to receive the reimbursement of the costs incurred.

The reimbursement and calculation of losses will be resolved individually in each case. Please, follow the procedures below.

In case of a trip cancellation/interruption/postponement, you should inform the International Mobility Settlement Office at the International Relations Department via email to brmm@us.edu.pl. In case of a trip financed from a project, you shall inform a head of a project who should check articles about that issue in a given project.

In case of a trip cancellation/interruption for which:

a purchase of an aeroplane/train/bus ticker or a visa in the TravelBank travel agency has been made, contact the TravelBank office via email to us@travelbank.com.pl, (write UNIWERSYTET ŚLĄSKI in the subject field). The office will give you information on the procedure for cancelling a ticket and possibilities to receive reimbursement of incurred costs (depending on a ticket type) or the procedure for earlier return and costs related to it. Please, keep the email correspondence regarding the case in order to document the situation and the endeavours undertaken to reimburse incurred costs. An attempt to receive the full reimbursement of incurred costs shall be made. The University of Silesia does not allow for exchanging a ticket in vouchers.
a transfer for a conference fee, accommodation, etc. has already been made, contact the organiser or hotel in order to receive information on the possibility to reimburse incurred costs. Please, keep the email correspondence regarding the case in order to document the situation and the endeavours undertaken to reimburse incurred costs. An attempt to receive the full reimbursement of incurred costs shall be made.
a deposit of has already been received to the account of the travelling person, a bank transfer return shall be made in the amount of the currency received.

In case of no possibilities of receiving the reimbursement of prior costs incurred, immediately send the entire documentation of endeavours to receive the reimbursement of prior costs incurred related to an abroad trip via email to the International Mobility Settlement Office at the International Relations Department.

Conferences online

In case of participation in an international online conference, a participation fee shall be made via the International Mobility Settlement Office at the International Relations Department.

Arrivals from abroad

Arrivals from abroad take place in accordance with a current security status:

Risk Level 0
Arrivals of guests (GZ), students, and PhD students, including Visiting Professors (OZ) and arrivals within the educational exchange, are organised according to the standard procedures in force without any extra requirements and restrictions.

Risk Level 1
Arrivals of guests (GZ), students, and PhD students, including Visiting Professors (OZ) and arrivals within the educational exchange, are organised with the consent of a dean/head of a unit on a proper application form (GZ, OZ, student application form).

It is necessary to take into account international travel restrictions in force (closed specific countries borders, air traffic restrictions, quarantine, etc.) and other restrictions in planning and realisation of an arrival. In some cases, it may be necessary to submit additional declarations and undertake actions to limit potential outcomes of increased risk.

Risk Level 2
Arrivals of guests (GZ), students, and PhD students, including Visiting Professors (OZ) and arrivals within the educational exchange, are organised with individual consent by HM Rector. A person inviting a guest from abroad and applying for an arrival of a person with a civil law agreement concluded or an arrival of a student/PhD student shall make a written request to HM Rector and justify an arrival of such a person. An inviting person shall also have the prior written consent of a dean/head of a unit. The document with a dean/head of a unit consent shall be handed along with the GZ, OZ, or student application form to the International Relations Department.

Risk Level 3
All arrivals from abroad are suspended, including arrivals within the educational exchange. In case of ongoing mobility programmes, it is necessary to immediately contact the International Relations Department. It is necessary to take into account recommendations introduced within programmes and projects.

Attention! All people arriving from abroad shall have their individual insurance from their home country for both travel and stay in Poland. It is recommended to purchase insurance covering the COVID-19.

Procedure in case of a trip cancellation/interruption/postponement

An inviting person shall do their best to receive the reimbursement of the costs incurred. The reimbursement and calculation of losses will be resolved individually in each case. Please, follow the procedures below.

In case of a trip cancellation/interruption/postponement, you should inform the International Mobility Settlement Office at the International Relations Department via email to brmm@us.edu.pl.

In case of a trip financed from a project, you shall inform a head of a project who should check articles about that issue in a given project.

In case of a trip cancellation/interruption for which:

a purchase of an aeroplane/train/bus ticker or a visa in the TravelBank travel agency has been made, contact the TravelBank office via email to us@travelbank.com.pl (write UNIWERSYTET ŚLĄSKI in the subject field). The office will give you information on the procedure for cancelling a ticket and possibilities to receive reimbursement of incurred costs (depending on a ticket type). Please, keep the email correspondence regarding the case in order to document the situation and the endeavours undertaken to reimburse incurred costs. An attempt to receive the full reimbursement of incurred costs shall be made. The University of Silesia does not allow for exchanging a ticket in vouchers.
an accommodation booking in the facilities of the University of Silesia has been made, such accommodation in a guest room at the teacher residence halls or educational centre shall be immediately cancelled.
an accommodation booking at a hotel (outside the University of Silesia facilities) has been made, such accommodation shall be immediately cancelled.

Contact

The first contact for people planning abroad trip or inviting a guest from abroad are the people responsible for the international mobility service at faculties or other units. The list of the people is available at us.edu.pl/pracownik/en/sprawy-miedzynarodowe/mobilnosc-miedzynarodowa/wyjazdy-zagraniczne/kontakt-na-wydzialach/.

International Relations Department
International Mobility Settlement Office
40-007 Katowice, ul. Bankowa 12
floor 3, room 79
phone number: 32 359 18 68; 32 359 14 00
e-mail: brmm@us.edu.pl

Mobility within educational exchange (Erasmus+, CEEPUS, bilateral agreements, the Polish National Agency for Academic Exchange, etc.):
International Relations Department
Academic Exchange Office
40-007 Katowice, ul. Bankowa 12
floor 3, room 75
phone number: 32 359 11 78
e-mail: international@us.edu.pl

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