TEMPUS CORINTHIAM

356Guide of Good Practices TEMPUS CORINTHIAMWho should be involved?Depending on the length and purpose of the visit and the position held by the visitors,different organizational units should be involved. If the visitor is part of the managementof his/her university, the management of your university should be involved.Relevant thematic interest groups should be informed and, if possible, also involved.It is practical to identify local units which can benefit from the visit from an academicor research point of view. It requires a broad understanding of the country and institutionthe visit comes from, as well as familiarity with the local programmes, so it isworth involving experienced and knowledgeable staff.What resources are needed? Whose budget?Besides staff costs for arranging the programme and during the actual visit, costs formeals, transportation, rent, gifts etc. need to be covered. Who will take the cost, andthe size of the budget, should ideally be decided during the preparations.What is the expected outcome?Sometimes the expected outcome is very concrete, such as the signing of an agreementor a Memorandum of Understanding. In other cases, the visit might be one stepin the process of building a relationship that in turn might lead to further cooperation.PracticalitiesFor visitors in need of a visa, an invitation letter stating the purpose of and period forthe visit is needed. If (some of) the costs will be covered by a scholarship or by thehosting university, this information could be included in the document as well.When the programme is completed, it should be distributed to all interested parties.The following information could be included in the programme:• Who is visiting• Purpose of the visit• Previous contacts/cooperation with the organization• Schedule, with whom and where to meet• Contact details to the person organizing the visit• Name, address and contact details of hotel• Pick-up service if applicable• What is included in the information package