This university regularly hosts faculty, researchers, interns, in addition to administrative & services employees (hereinafter, invited personnel) for stays at UMH departments, institutes, centers, laboratories, services, etc. In order to ensure that these invited guests are insured for possible incidents that may occur while they are at this university, it is crucial that UMH employees who invite Spanish or foreign faculty, researchers, or other kinds of personnel, follow the guidelines indicated here.

These indications are applicable for all incoming personnel, Spanish and foreign alike, who intend to remain at the UMH for periods in excess of seven (7) days.

Documents and procedures Incoming personnel:

• If incoming personnel require a letter of invitation, then their UMH contact must send them one with the approval of the director of the department, center, institute, service, etc., where the incoming individual is planning to carry out the stay. This approval is necessary to ensure that space is available at the UMH to accommodate the invited personnel. Templates for letters of invitation are available in both English (35,5Kb .docx) and Spanish (33,5Kb .docx) by clicking the preceding links.

• The contact then informs the Area of Internationalization at the UMH Service of International Relations about the arrival date of the incoming personnel at least one month prior to it. To do this, the contact fills out the UMH Stay Application Form (in either English (63,5Kb .docx) or Spanish (66,7Kb .docx) and sends it, duly signed by the contact and by the director of the department, center, institute, service, etc., from where the incoming personnel will be during the stay at the UMH. The invited personnel must also sign this document. The UMH Stay Application Form must be sent along with a letter from the home institution that therein authorizes the stay to be carried out by the incoming personnel at the UMH. (Here are possible letter of approval templates, in both English (17,4Kb .docx) and Spanish (13,9Kb .docx). These documents must be sent by internal mail to the Area of Internationalization at the UMH Service of International Relations.

• Once the Area of Internationalization receives both documents, it will notify the corresponding administrative service so it can apply the UMH civil liability coverage for the invited personnel. Receipt of both documents is required to carry out the stay and to provide proper insurance coverage for the invited personnel in the event possible mishaps occur on UMH facilities. The Area of Internationalization will then inform the UMH contact by email about the approval of the stay and the coverage for the invited personnel of the civil liability insurance.

• If the dates of the stay are subsequently modified, the UMH contact will notify the Area of Internationalization to make the corresponding changes to the insurance coverage. In this event, here is a template of a letter in both English (25,3Kb .docx) and Spanish (24,6Kb .docx) to modify the dates of a stay at the UMH. This letter must be sent by internal mail to the Area of Internationalization once it is signed by the director of the department, center, institute, service, etc., where the incoming individual is planning to carry out the stay.

• The invited personnel is responsible for obtaining the necessary visas and permission that are required to make a stay at the UMH possible. Furthermore, the invited guest must also have proper health insurance during the stay at the UMH. (This is different from civil liability coverage for possible incidents or accidents while on UMH premises.)

• Before completing the stay, the UMH contact person may request that a certificate be issued for the invited personnel that details the stay carried out at the UMH. This certification is obtained by asking for it via email to the Area of Internationalization, at

For teaching and/or training stays within the Erasmus program (for stays of any length, even those shorter than seven (7) days, the UMH contact person must inform the Area of Internationalization at the UMH Service of International Relations about the arrival of the visitor at least one month prior to said arrival. This informing is done with the duly completed Training Program or Teaching Program of the stay to carry out. The Area of Internationalization will then send the contact person the program, signed by the Vice Rector of International Relations, as proof of approval for the visit. Upon completion of the visit, either the invited personnel or the UMH contact person may request that the Certificate of Stay be signed by the Area of Internationalization at the Service of International Relations.

For further information:

Service of International Relations – Area of Internationalization

Ursula Kress Mattis
Tlf: 966 65 86 67