Next year will mark a decade since the Welcome Point was established at the University of Warsaw. The unit supports international students, doctoral candidates and university staff. It was set up as part of the implementation of the University of Warsaw’s HR Strategy for Researchers (HRS4R) for the years 2016–2019. We present the next chapter of the series “Spring with HR Excellence in Research”.
In September 2017, as part of the implementation of the HR Strategy for Researchers at the University of Warsaw (HRS4R) for 2016–2019, the Welcome Point (WP) was established at the University of Warsaw to support international members of the University community.
“We want everyone who comes to the University of Warsaw to feel confident and safe here from day one. The Welcome Point offers practical support that enhances the quality of studying and working within the University of Warsaw’s international community. The development of internationalisation is one of the pillars of educational quality at the University of Warsaw, and the Welcome Point plays a key role in this process,” says Prof. Maciej Raś, UW Vice-Rector for Student Affairs and Quality of Teaching and Learning.
Currently, WP operates within the Office of Academic and Student Affairs at two locations:
- on the campus at Krakowskie Przedmieście (Main Campus, Upper Courtyard – Górny Dziedziniec);
- on the Ochota Campus (Centre of New Technologies building).
Additionally, at the beginning of each academic year, a pavilion operates at the Small Courtyard (Mały Dziedziniec) on the Krakowskie Przedmieście campus, where students support the Welcome Point staff.
In carrying out its tasks, the Welcome Point team cooperates with faculties and central administrative units, as well as with other universities and research institutions in Poland and abroad. Welcome Point staff assist international students and employees in completing applications for residence permits in the Republic of Poland and provide advice on the legalisation of stay to members of the University community.
Since its establishment, Welcome Point has pursued two main goals: to provide comprehensive support for international members of the academic community in adapting to life, work, and study in Poland, and to facilitate their integration into the University and the city. WP serves as the first point of contact for newcomers who may find Polish procedures and regulations challenging. It acts as a guide through the administrative structures of the University of Warsaw and public institutions, while fostering a welcoming, open environment that supports relationship-building and the inclusion of international staff and students in academic life.
A 2022 needs assessment of international employees conducted by Welcome Point confirmed that effective adaptation should be combined with integration activities. On this basis, the following actions have been undertaken as part of the implementation of HRS4R for 2022-2027:
Reducing language barriers
Since 2021, Welcome Point, in cooperation with the Centre of Polish Language and Culture for Foreigners Polonicum, has been organising Polish language courses for international employees. Due to the increasing demand, the original offer of two groups has been expanded to five groups at various proficiency levels, from A1 to C1. Thanks to the greater number of groups and the diversification of levels, the course has become one of the key tools supporting the adaptation of international staff, significantly facilitating their everyday communication and functioning in the Polish academic and social environment. Since the course launched, a total of 456 places have been filled.
Administrative and legal support
A core area of WP’s activity is facilitating procedures related to residence and employment in Poland.
- Legalisation of stay: Welcome Point provides individual consultations, assists with preparing applications, collecting documentation, and monitoring case progress. Up-to-date information on changes in regulations is published on the website, in information materials, and on social media. Since 2023, the team has included a lawyer specialising in migration law;
- Tax advisory services: Since 2023, international employees have been able to take part in information sessions and individual consultations provided by a tax expert from the Faculty of Economic Sciences of the University of Warsaw;
- Information support: The website welcome.uw.edu.pl contains essential information related to arrival, residence permits, employment rules, and navigating the University. The Employees section offers, among other resources, checklists for new staff, basic information on tax and migration law, intellectual property rules, and guidance on administrative procedures.
- Internet Registration of International Visitors (IRGZ), https://visitors.uw.edu.pl/pl: within the Excellence Initiative – Research University Programme, a system has been developed and implemented to support the registration of international visitors. The platform is integrated with USOS and the University of Warsaw Library systems, serving not only as a database but also enabling access to University resources. In the initial period of operation, from 1 April to 30 November 2025, 130 unit coordinators were trained, and 1,435 visitors registered in the system.
Onboarding of employees at the UW
Since 2023, Welcome Meetings have been organised, during which newly employed staff learn about the University’s structure, receive welcome packs, explore the campus and establish their first contacts. The programme is complemented by training sessions and workshops, including:
- library training and introduction to the USOS system;
- international communication workshops on cultural differences, culture shock, and the specifics of working in the Polish academic environment.
An integral part of the onboarding process is the English-language guide, the Starter Kit for UW Employees, which explains the University structure, IT systems, administrative procedures, and essential formalities related to living in Poland.
Integration initiatives
Welcome Point also develops initiatives fostering the integration of international employees, including:
- an English-language Facebook group, International UW Employees,
- themed guided walks in Warsaw, introducing the city’s history and culture,
- the Become a Pro at Impro theatre improvisation workshops held since 2024, intended for both Polish and international staff. Participation of both groups helps build relationships, overcome cultural barriers and strengthen collaboration in an international environment. In the current academic year, two groups have been formed: Open (for beginners) and Master (for returning participants).
Inter-institutional cooperation and development of administrative competencies
To strengthen the University’s capacity to host international researchers, Welcome Point coordinated the University’s accession to the EURAXESS network. In the 2025/2026 academic year, it will also co-create the Mazovia NAWA–EURAXESS Network together with five Warsaw universities and research institutes. This cooperation aims to build partnerships that support doctoral candidates, researchers and their families coming to Poland.
Thanks to funding from the NAWA Welcome to Poland programme (2022), the scope of Welcome Point activities has been expanded to include administrative staff supporting international students and doctoral candidates. In 2024-2025, a series of workshops was conducted to develop cultural and communication competencies among administrative employees, and in 2026-2027, supported by another NAWA Welcome to Poland grant and cooperation within the Mazovia NAWA–EURAXESS Network, similar training will be offered to staff assisting international employees at the University of Warsaw.
