In coming

Procedure for the Acceptance of Foreign Scholarship Holders in Poland

1. Submission of Applications: The foreign National Contact Organization (NCO) directs the candidate applications to the Coordinator/Partner by sending the electronic version of the application and approving it in the CEEPUS system.

2. Notification: The Coordinator/Partner receives a notification about the submission of a new application in the CEEPUS system. This notification is sent directly to the email address provided in the system during account setup.

3. Arrangements: The Coordinator/Partner at the university agrees on the arrival dates of the foreign scholarship holder in consultation with the candidate or their university Coordinator/Partner and establishes the substantive aspects of the visit, including the schedule of classes, lectures, accommodation, scholarship payment, etc.

4. Virtual/Mixed Mobility Plans: In the case of virtual or mixed mobility, the Coordinator/Partner defines and approves the remote study or teaching plan for the respective scholarship holder. The remote study or teaching plan should be sent to the NCO-PL in the mobility application via the CEEPUS system.

5. Approval by the Coordinator/Partner: The Coordinator/Partner approves the electronic application in the CEEPUS system. The electronic approval of the application forms the basis for the confirmation of the scholarship allocation to the foreign student by NCO-PL and simultaneously secures matters related to accommodation and the disbursement of the scholarship at the host university.

6. Scholarship Allocation by NCO-PL: Based on the electronic approval of the applicant authorized by the Coordinator/Partner in the CEEPUS system and the remote study or work plan in the case of virtual mobility, NCO-PL CEEPUS allocates the scholarship and informs the applicant, sending the necessary documents (on the same terms as the foreign NCO).

7. Documentation to the Host Coordinator: After registration and the granting of the scholarship, NCO-PL sends the scholarship allocation documentation to the Host Coordinator/Partner at the receiving university.

8. Scholarship Acceptance by the Foreign Student: Upon receiving the scholarship allocation information, the foreign student electronically accepts the scholarship and its terms (“Obligations”) in the system.

9. Mobility Implementation: According to the agreed schedule, the foreign student arrives in Poland for the scholarship, reports to the Coordinator/Partner or another person designated by them, the so-called “Host Unit Contact.” Virtual mobility may also be implemented based on the approved plans for remote study or teaching. In cases where teaching or studies are carried out exclusively in a remote format, it is not possible to finance the scholarship at the rates designated for physical mobility.

10. Accommodation and Scholarship Payment: The relevant unit at the university accommodates the foreign student and disburses the scholarship. The scholarship holder implements the previously agreed program within the academic network or the individual physical mobility, Freemover, or virtual mobility application.

11. Post-Internship Documentation: After completing the internship, the scholarship holder generates a “Letter of Confirmation” and uploads a scanned copy of the document into the system. A copy of the document remains at the host university. The scholarship holder settles required documents with their national NCO (a copy of the “Letter of Confirmation” and the “Teacher – Student Report”) with QR codes, just as a student leaving Poland would.

12. University Settlement: After the completion of the scholarship, universities under the Ministry of Science and Higher Education (MNiSW) charge NAWA for the costs of the disbursed scholarship in accordance with the agreement between NAWA and the university. In the case of universities under the Ministry of Health, the Ministry of Culture and National Heritage, or other ministries, the settlements occur directly with the relevant ministry.