Recruitment

Harmonogram form wsparcia dla uczestników projektu PROM

Project Recruitment

The recruitment regulations can be found in the Ordinance of the Vice-Rector for Education and Development.

The recruitment regulations in English can be found in the Rules for recruitment and participation.

• Recruitment for academic staff has been completed.

• Recruitment for students and PhD candidates is still ongoing.

Qualification for participation in the Project is conducted on a rolling basis until the funds allocated for each type of support are exhausted.

• The second recruitment stage is open until 18 February 2026

• The next recruitment stage will last until 18 March 2026

Below, we present information to assist candidates in the recruitment process.

Submission of Documents

Candidates interested in participating in the project are required to submit the necessary documents in hard copy to the International Cooperation Office:

• Completed and signed Application Form.

• Confirmation from the foreign academic institution regarding the possibility of carrying out the selected form of support, and in the case of:

  • Conference / Summer or Winter School – confirmation of registration or an email from the organizer confirming acceptance of the presentation or admission to the school.

• For PhD students – a brief recommendation letter from the supervisor confirming the close relation of the planned activity to the dissertation.

• For students – grade point average from the year preceding the recruitment process, confirmed by a certificate from the Student Service Center (not applicable to first-year students of the first-cycle studies), and a recommendation from the academic tutor.

• For participants with fewer opportunities – documentation confirming disability or other health, financial, educational, or social challenges.

• Signed Information Clause.

ATTENTION!
Second-year students of second-cycle studies who wish to participate in the PROM programme recruitment must hold UKEN student status from the moment of submitting their application until the end of the mobility period.

Evaluation Process

• The International Cooperation Office performs the formal assessment of all submitted applications, verifying the candidate’s eligibility and the completeness of the documentation.

• The Selection Committee, appointed by the Vice-Rector for Education and Development, performs the substantive evaluation. The committee includes:

  • Dr. hab. Michał Rogoż, Prof. UKEN – Vice-Rector for Science, Chair

  • Dr. hab. Paulina Rojek-Adamek, Prof. UKEN – Deputy Director of the Doctoral School

  • Dr. hab. Konrad Meus, Prof. UKEN – Director of the Institute of History and Archival Studies

  • Dr. hab. Wojciech Prażuch, Prof. UKEN – Director of the Institute of Modern Languages

  • Dr. Grzegorz Rut – Deputy Director of the Institute of Biology and Earth Sciences

  • Dr. Ryszard Kozioł – Deputy Director of the Institute of Law, Economics, and Administration

The Selection Committee awards points based on:

• Motivation to participate in the project

• Planned program for improving own competencies

• Planned practical use of acquired competencies

• International activity

• Status as a participant with fewer opportunities (if applicable)

 

Eligibility Rules

• Each candidate may apply for one mobility trip to any foreign institution.

• Applications scoring less than 60% of the maximum points will be rejected, regardless of availability of places. Applications meeting the minimum threshold will be reviewed further by the Selection Committee.

• Candidates will be informed of the results individually by email.

• Mobility trips may take place after the decision is issued, following the University’s procedures for international travel, and must be completed by 30 September 2026.

Funding

Participants selected for the project will receive funding based on the signed Project Participation Agreement, covering:

• Travel costs

• Subsistence costs

• Scholarship Rates

• Conference / summer/winter school / course fees (if applicable)

Travel, subsistence, and stipend are provided as lump-sum allowances, paid to the participant’s account during the week preceding the trip.
Conference, school, or course fees are reimbursed based on actual costs via invoice issued to UKEN (with participant details). Participants pay for these fees themselves initially. Reimbursement occurs after submitting the travel report and acceptance of documents by the International Cooperation Office.

Formalities before departure

After being qualified for participation, at least 14 days before departure, the Participant is required to submit the following documents to the International Cooperation Office:

• a travel application prepared in accordance with the applicable procedure,

• a financial agreement in two copies, signed by the Participant.

At the same time, the Participant is required to create and activate an account in the NAWA IT system: https://programs.nawa.gov.pl/register

and to complete and submit the Project Participation Form available in the system.
The form can be completed only after activating the account and logging in again via the following link:

https://programs.nawa.gov.pl/applications/fers—projekt-nr-bpipro2025100020-2025-2026/new

IMPORTANT:

• In the form, please select the option: “Employee or representative of an institution/entity”.

• As the project start date, please enter the current date / the date of submitting the form.

• No attachments should be added to the form.

• After submission, the form generated by the system together with the confirmation of submission from NAWA must be sent to the following email address: magdalena.kowalczyk@uken.krakow.pl

 

Participants of the programme are kindly requested to register their travel in the Odyseusz system run by the Ministry of Foreign Affairs.