WelcomeTULodz

WelcomeTULodz – Organization of a Welcome Point – a point of service dedicated to foreign students and staff at Lodz University of Technology

Information about the project

This project is carried out by the International Cooperation Center of Lodz University of Technology, as part of a Welcome to Poland 2021 program in the period from May 2022 to April 2023.

The program is implemented by the National Agency for Academic Exchange and co-financed by the European Social Funds within the Knowledge Education Development Operational Program, a non-competition project entitled "Increasing the competences of academic staff and the institution's potential in accepting people from abroad - Welcome to Poland" (Action: 3.3 Internationalization of Polish higher education), specified in the application for project funding no. POWR.03.03.00-00-PN14 / 18.

The aim of the project is to increase the institutional capacity of Lodz University of Technology (TUL) in the area of ​​internationalization by creating a service point: "Welcome Point of TUL" for foreign students, staff and guests and to increase the soft skills of TUL’s International Cooperation Centre (ICC) employees also in this area.

 The project involves the implementation of the below-stated initiatives:

- adaptation and interior furnishing of the room in the building of TUL’s International Cooperation Centre for the needs of the service point - "Welcome Point of TUL"

- preparation of information and promotional materials about life in Lodz, Poland and about the TUL’s academic life, which are necessary to foreigners

- employment of staff and organization of work at "Welcome Point of TUL"

- participation of ICC employees in training courses regarding the professional service of foreigners at the university.

The main result of the project will be the launch of Welcome Point of TUL as a central, accessible and friendly place for servicing people from abroad at the university, operated by highly qualified personnel and equipped with the necessary resources, including information materials. The second result will be the improvement of the qualifications of the ICC staff in the field of servicing foreigners. The project will contribute to improving the quality of service at TUL for people from abroad by improving access to information and making it easier for foreign students, doctoral students and scientists to function in the academic environment of TUL. In the long term, the project will contribute to increasing the attractiveness of TUL as a place of study and work for foreigners, thus increasing the university's internationalisation level.

If you have any questions, please contact the Project Office: International Cooperation Center of Lodz University of Technology, Żwirki 36 str., 90-539 Łódź, building A16, staff: Paulina Danieluk, MA, phone: (+42) 638 38 57,         e-mail: welcomepoint@info.p.lodz.pl 

Actions taken to raise the qualifications of the International Cooperation Centre staff in the field of servicing foreigners

As a result of the survey regarding the needs in the field of missing competencies required for a given position, which was carried out in October 2021 among the employees of the International Cooperation Center of TUL, a series of trainings has been planned. Then, the training companies selection procedure was carried out and training contractors were selected.

The first of the series was a dedicated training entitled "Diplomatic protocol with elements of savoir-vivre". Three editions of this training in the stationary formula were organized at the ICC headquarters for 45 participants (3 groups of 15 people) on 17-18.10.2022, 27-28.10.2022 and 03-04.11.2022. The training program covered topics related to diplomatic protocol, receiving domestic and foreign delegations, cultural differences, receiving internal and external guests, professional correspondence, etiquette at work and many other interesting topics.

Another in the series was a two-day workshop-type training entitled "Professional secretariat and business correspondence" in the total number of 16 hours organized on 07-08.11.2022. The aim of this effective, practical workshop was to learn how to fulfill the role of an office staff with satisfaction, training of effective behavior in various situations at the office, discussion regarding office savoir-vivre, building of one's own well-being responsibly and effectiveness in interpersonal relations, as well as obtaining knowledge in the field of shaping the proper personal image.

On 28 and 29 November, 2022, a training was held for 6 hours a day entitled: "The  Principles of employing foreigners and legalization of their stay in Poland". The training was organized at the International Cooperation Centre (ICC) of Lodz University of Technology (TUL) for 10 participants (some employees of ICC, persons working in the TUL’s financial department - Kwestura and of the staff of the  HR department of TUL. The training program covered a complete range of knowledge related to the employment of foreigners in Poland, including:

• issues related to the stay and work in Poland of foreigners from outside the European Union,
• obtaining work permits in Poland,
• ypes and methods of completing the required attachments and fees to applications submitted in the field of entrusting work on the basis of a declaration, entrusting work on the basis of work permits, permit for temporary residence and work,
• employing foreigners who are citizens of the European Union,
• changes and special solutions regarding the stay and employment of foreigners in Poland during the COVID-19 epidemic / state of epidemic threat,
• changes in the employment and residence of foreigners in Poland from January 29, 2022,
• regulations regarding the stay and work of Ukrainian citizens in connection with the armed conflict,
• workshops on completing the documentation and the course of official procedures depending on the type of cases.

"Guiding foreign guests around the campus of Lodz University of Technology and the surrounding area"

is a training within the project: Organization of a Welcome Point – a point of service dedicated to foreign students and staff at Lodz University of Technology within the Welcome to Poland 2021 program, which is implemented by the National Agency for Academic Exchange and co-financed by the European Social Funds within the Knowledge Education Development Operational Program.  

The training had a workshop character and was conducted solely in English. The training took place on December 12 and 13, 2022: 

• On December 12, 2022, the theoretical part of the training was organized in the building of the Center for International Cooperation, there was also a coffee break lasting 30 minutes, which started at 12:00 in the same building in the buffet. 
• On December 13, 2022, practical classes were held in groups: 1st group at 8:00 - 12:00, 2nd group at 12:00 - 16:00. Due to the great challenge posed by the weather (snow and frost), the participants prepared adequate clothing: warm and comfortable shoes and warm and rain/snow clothes. 

The training program covered a complete range of knowledge, including issues in the field of: an outline of information about the monuments of Łódź (including historic buildings on the campus of Lodz University of Technology) and guided tours around the campus of Lodz University of Technology and its surroundings. 

In the spring of 2023, another workshop was held entitled "Intercultural communication with particular emphasis on cultures of non-European countries". The training program covered a complete range of knowledge, including issues in the field of:

• Introduction to the theory of intercultural communication
• Differences and challenges in intercultural contacts
• Analysis of cultural codes in Africa, Arab and Asian countries.
• Verbal and non-verbal communication in the context of non-European cultures (differences in gestures, personal space, the role of silence, eye contact) with an emphasis on African and Asian countries.
• Different norms and values - cultural dimensions and their impact on communication
• Stereotypes and their impact on intercultural contacts
• Working in an intercultural team

“Emotional intelligence and methods of working with emotions for adults using emotion cards” was organized in the form of two 3-day workshops. Each day of training was separated from the previous one by at least a week's break. During the breaks, the participants had to perform especially prepared tasks in order to consolidate new habits of working with emotions and reactions in everyday professional situations. As part of the training, the participants were provided with a set of training materials in the form of: 1 set of emotion cards for each participant and access to a diary of work with emotions.

The training program included issues in the field of:

• Methodology of working with emotion cards.
• The theory regarding emotions and how we can shape them.
• Emotional Intelligence - basics of management.
• Using emotion cards in education.
• Using emotion cards in individual work.
• What questions to ask when working with emotion cards?
• How to use emotion cards for independent work?
• What are needs and how can naming them help manage emotions?
• Expanding the possibilities of reaction in difficult life situations.
• Searching for effective strategies for expressing emotions and satisfying needs.
• Framing and reframing as methods of shaping emotions.
• Discussion regarding individual frameworks and the possibilities of their use.
• Using emotion cards to work with a team.
• Creating your own scenarios using emotion cards.

Another training was “Getting Things Done level 1: Fundamentals®”. It was a 2-day workshop for a group of 20 people. The program  involved the presentation and implementation of principles related to task management, which were included in the book "Getting Things Done or the Art of Stress-Free Efficiency” by David Allen. Participants were provided with access to a mobile application that, using microlearning, will support them in turning new knowledge into permanent habits for 16 weeks, and, 1-2 weeks after the workshop, an online meeting was organized during the Weekly Review session, which allowed participants to organize the acquired knowledge. The session was conducted online and lasted about 1.5 hours.

The training program included issues in the field of:

• What is productivity and how do we experience it
• 5 GTD® steps to keep your liabilities under control
• Collecting - capturing all the things that occupy our attention
• Analyzing - making a quick and confident decision on how to deal with a given case
• Organize - build and use an intuitive reminder system
• Review - the habit of making sure all liabilities are properly taken care of
• Action - using the system to deal with what is most important at the moment
• Best practices for each GTD® step
• Creating your own system based on your tools (eg MS Outlook, Google and others)
• Use of the calendar in accordance with GTD®
• Use of task lists according to GTD
• Organizing emails and emptying the email inbox to nothing.

The promotion of the project entitled "Organization of a Welcome Point – a point of service dedicated to foreign students and staff at Lodz University of Technology" within the "Welcome to Poland 2021" program, took place on November 12, 2022 during the celebration of the 30th anniversary of IFE - International Faculty of Engineering, which is the International Education Center of Lodz University of Technology (TUL). The event was organized by the association of IFE graduates of TUL.

The program is implemented by the National Agency for Academic Exchange and co-financed by the European Social Funds within the Knowledge Education Development Operational Program, a non-competition project entitled "Increasing the competences of academic staff and the institution's potential in accepting people from abroad - Welcome to Poland" (Action: 3.3 Internationalization of Polish higher education), specified in the application for project funding no. POWR.03.03.00-00-PN14 / 18.

The celebration of the 30th anniversary of the IFE was a great opportunity to meet with colleagues, IFE graduates and TUL staff, establish new relationships and exchange knowledge, skills and experiences.

The event was organized in a modern building of the TUL's International Cooperation Center for over 150 people. The project was presented during the official part held in the auditorium by  Dr. Eng. Dorota Piotrowska, prof. TUL, Director of the International Cooperation Centre of TUL.

The amount of EU co-financing for the project is PLN 225,896.00.

The aim of the project is to increase the institutional capacity of  Lodz University of Technology in the field of internationalization by creating a "Welcome Point", i.e. a point of service for foreign students, staff and guests, and by improving the competences of ICC employees in this area.

The implementation of tasks under the project will increase the involvement of  Lodz University of Technology abroad and the "Welcome Point" as a service point will become a necessary support in the process of welcoming foreign guests. Also, it will increase both the efficiency and quality of activities related to internationalization and it will also increase the attractiveness of TUL as a place of study and work for foreigners.

The conference "Welcome Point at Lodz University of Technology" was organized to summarize the project entitled: "Organization of a Welcome Point – a point of service dedicated to foreign students and staff at Lodz University of Technology"

The main idea of the project implemented from May 2022 to April 2023 by the  International Cooperation Centre of TUL (ICC) was to meet the needs of the growing number of students and foreign staff at TUL. They often face challenges, e.g. in Polish offices and need support due to the language barrier. As you know, welcoming foreigners is a long process - from establishing contact, through maintaining relationships, organizing accommodation, travel, schedule, employment, etc. Establishing a Welcome Point will therefore help to maintain the high quality of services for foreign guests after their arrival at TUL. The activities of the point will improve access to information and make it easier for foreigners to function in the academic environment of TUL. In the long term, the project will result in increasing the attractiveness of TUL as a place of study and work for foreigners, and thus increasing the level of internationalization of the university.

One of the goals of the project was also to increase the competences of ICC employees in the field of servicing foreigners. Actions were taken, such as the preparation of information materials necessary to serve foreigners, and training courses on professional service for foreigners were held. The room in the International Cooperation Center building, where the Welcome Point is located, was also adapted and equipped.

The program was implemented by the National Agency for Academic Exchange and co-financed by the European Social Funds within the Knowledge Education Development Operational Program, a non-competition project entitled "Increasing the competences of academic staff and the institution's potential in accepting people from abroad - Welcome to Poland" (Action: 3.3 Internationalization of Polish higher education), specified in the application for project funding no. POWR.03.03.00-00-PN14 / 18.

From the left: Iga Kosecka - Operations Manager from GTD® Polska, Jakub Ujejski - GTD® Master Trainer, Maciej Kronenberg - chairman of the Management Board, Center for Development Initiatives REGIO and Aga Rogala - pedagogue therapist, EQdo® trainer.

As a result of a survey conducted among ICC employees, a series of training courses was held:

• "Diplomatic protocol with elements of savoir vivre"
• "Professional secretariat and business correspondence"
• "Principles of employing foreigners and legalizing their stay in Poland"
• "Guiding foreign guests around the TUL campus and the surrounding area"
• "Intercultural communication with particular emphasis on the cultures of non-European countries"
• "Emotional intelligence and methods of working with emotions for adults using EQdo® emotion cards"
• "GETTING THINGS DONE® LEVEL 1: FUNDAMENTALS"
• "GETTING THINGS DONE® LEVEL 2: PROJECTS & PRIORITIES"

At the conference summarizing the project, excellent speakers appeared at the International Cooperation Center of TUL: Jakub Ujejski - GTD® Master Trainer and Iga Kosecka - Operations Manager from GTD® Polska, Maciej Kronenberg - chairman of the Board, Center for Development Initiatives REGIO and Aga Rogala - pedagogue therapist, EQdo® trainer, a well-known influencer. It was also attended by ICC employees and invited guests.

During the discussion panel, topics related to the competences required for the position of an employee serving foreign guests were discussed. The topic of discussion was also training courses, which were conducted by the companies represented by the speakers as part of the project. The guests presented training materials, i.e. EQdo® emotion cards, which are a unique tool for independent work with emotions and challenges that we encounter both in private life as well as at work. The topic of implementing the principles related to task management in accordance with the American GTD® method developed by David Allen was discussed.

It must also be noted that, attention was paid to the great value of cultural heritage of the city of Lodz - a unique city of 100 factories, without a typical market square, but with a beautiful Art Nouveau Piotrkowska Street. City, that we can proudly boast of to our foreign guests. We are lucky because many interesting monuments are located on the campus of Lodz University of Technology, which are often visited by employees of the Welcome Point of TUL showing around foreign guests of TUL.

The conference ended with the conclusion that the competences acquired by the employees during the trainings are not the so-called soft skills but core skills, whose value is intangible, all thanks to the support of the National Agency for Academic Exchange NAWA.

Contact with the Project Office: International Cooperation Centre of TUL, Żwirki 36 str., 90-539 Łódź, building A16, Paulina Danieluk, MA, phone: 426383857, e-mail: welcomepoint@info.p.lodz.pl