External Missions

Before Travel

*What are the documents required for external mission?

  The required documents for the implementation of the mission are:

A- Abstract of MA thesis (for assistant lecturers)

B- (3) letters of recommendation by the professors of the mission member.

C- B.Sc. certificate.

D- Certificate of total grades.

E- C.V.

F- Research proposal.

*What is the required language level?

A) For English- speaking countries, a score of 550 marks on the TOEFL is required. GRE and GMAT are also for those travelling to USA (commercial specialization). A score of at least 7 marks on the IELTS Test is required for traveling to England.

* What happens after completing the previous documents?

    The completed documents are sent via the diplomatic portfolio to the cultural office in the hosting country (wherein the students intend to study).The Egyptian cultural office contacts the university to enroll the mission member.

* How long does reply take?

     It takes from 3 to 4 weeks to send the required documents. The cultural office is expected to reply, with acceptance and reservation during 2 months. If the cultural office does not reply in two months, the General Department of Missions follows up the arrival of the reservation of the mission member by the cultural office.

* Is the General Department of Missions responsible for reserving for all scholars?

    Scholars sent to Australia, Canada, New Zeeland and England have to reserve for themselves. Then, cultural offices in these countries are informed of this reservation in order to confirm or find a better reservation.

* Are there any other documents required before travel?

  A-The Department issues the mission member a letter of financial support as well as a letter directed to the Egyptian Foreign Ministry to receive a letter to the embassy of the hosting country in order to allow the scholar to get a visa. The passport of the scholar needs to be valid during the scholarship period.

B- The scholar presents a permit from these universities, security consent, a statement of payment settlement, and the I.C.D.L.. For females, a medical report of non-pregnancy is required.

*  What are the conditions required to be met by the guarantor?

    The guarantor needs to be of the first to the fourth degree of relations. He also needs to be an employee in the government, the public sector; a holder of a commercial register or an owner of an agricultural spot of land.

*  How and when can the scholar get flight tickets?

     After completing all documents required for travel, a memorandum of approval of travel is prepared. The file is then referred to the financial supervision to issue a letter to Egypt Air to reserve a ticket for the mission member. This process takes place two weeks prior to the start of the academic year.

*  What are the financial dues for the State mission member?

·      L.E.200 to prepare for travel.

·       L.E.65 to get a passport issued.

·      The value of getting a visa depends on each embassy.

·       Fees of medical checkup for the countries which require it.

·      Flight ticket.

 The mission member is needs to present the following documents:

*     An original copy of passport valid till the end of the mission, as well as the hosting country.

*     Receipts of paying the visa in order to get its value.

*   Receipts of paying the fees of the medical checkup for the countries, which require it. The mission  member is paid the value of these receipts before travel.

*  An approved medical certificate indicating that the mission member is void of any chronic diseases.

After Travel:

What are the financial dues of the external    mission member?

   The member can telephone the cultural office (annexed is a list of the telephones of cultural offices  abroad).

      If the university is located in the city wherein the cultural office lies, the mission member can approach the office directly.

      The following dues are paid:

          *      Travel allowance, amounting to half of the monthly salary of the unmarried mission member according  to the salary in each country in light of the marital status. (Of the salary of the unmarried mission member),the wife is paid 30% and the child is paid 10%, maximally two children.

           *     Clothes allowance, amounting to the value of the monthly salary of the mission member according to  his marital status.

*   Heavy clothes allowance, amounting to the value of the monthly salary of the mission member according to his marital status. This allowance is paid only once on his arrival in some countries like (Canada-  Hokkaido in Japan-Serbia-India-Russia-Commonwealth States-Poland).

      *      Books allowance, amounting to the value of the monthly salary of the unmarried mission member.

   *      Return tickets for the mission member, his wife and two children. These mid-term tickets are granted, provided that two academic years pass, and another year remains.

*     In case of not accompanying the family, the mission member is granted an annual ticket for one month, provided that he spends one year in the hosting country and another year remains.

*     In case the mission member is unable to travel to his homeland, his wife is granted annual tickets for one month to visit him abroad.

*      A return ticket is given to the mission member to attend the academic mission at his home provided that this mission is mentioned in the research proposal upon nomination. Besides, the approval of the Executive Committee of Missions is needed. This committee considers this mission as an alternative to the mid- period vacation.

*      Housing allowance amounting to 15% for the single member, and 25% for the married member if he accompanies his family. This housing allowance may differ according to the financial statute of other countries. Only one housing allowance is paid to the mission members who are married and live in the same house.

*      Allowance to prepare for returning home, amounting to the value of four times the monthly salary of the mission member after he gets his Ph.D. and asks to return to his homeland.

 *    Allowance for shipping books, amounting to the value of half of the monthly salary of the unmarried mission member.

 *   Allowance for printing the thesis, amounting to the value of half of the monthly salary of the     unmarried mission member.

*     Tickets for final return for the mission member and his family (a wife + 2 children) after he gets his Ph.D.

 *    Tickets (20 K.g. as an excess weight if the mission member is accompanied by one person or 80 K.g. as an excess weight if he is accompanied by anyone) after he gets his Ph.D.

 *    Health insurance for the mission member and his family (a wife + 2 children).

  As for countries, in which health insurance is not available, the fees of the real medical treatment of diseases enlisted in the statute of Foreign Ministry are paid.

 *    The Department of Missions affords the academic fees of the mission member during the study period.

 *    The Ph.D. candidate on a government leave or on an academic leave is entitled to attend one conference in which he presents his own research. In case the mission member moves from one university into another one abroad, the cultural office affords the fees of transfer. For this reason, he is paid a travel allowance, amounting to the value of half of the monthly salary of the unmarried mission member.

   *  When are academic reports sent?

  Academic reports are sent every 5 months in order to explain the academic status of the mission  member.

* When can the mission member apply for one year extension? What are the required documents?

  The application can be sent at least 3 months prior to the termination of the period. Following are the required documents:

  *  An application sent by the scholar.

  *  A letter sent by the supervisor, indicating what has be achieved and how for extension is needed.

  *  An approval by the cultural office.

  * Is the mission member entitled to carry out academic missions during his scholarship?

The mission member can perform an academic mission provided that it is an alternative to the mid-term vacation, and it is mentioned in the research proposal. The member needs to complete an application form and send the appropriate form, 3 months prior to the mission in order to contact the concerned bodies and have the decree of the Executive Committee issued.

    * Is the mission member entitled to get vacations? What type?

 * The mission member is entitled to get the following leaves:

  - A regular annual paid leave for one month after spending one year in the hosting country. He affords the flight tickets.

 -  A mid- term leave for only one time during the period of the mission after the mission member spends two years in the hosting country. The consent of the cultural office and the supervisor is required.

 -  A sick leave.

    The Family:

When can the family travel at the expense of the Department of Missions?

    The family of the mission member can join him after 3 months of his travel in order to get the financial dues of the companions. However, they can join the mission member but they will not get their financial dues unless three months pass.

    * Can the mission member during the first three months get tickets and visas for his family before his travel?

     According to the current statute, the mission member can not get tickets and visas for his family before his travel. However, he can accompany them and present their arrival documents to the cultural office in order to get their travel expenses in local currency. The scholar can get a letter to facilitate getting the entry visa for his family.

  * What are the documents required for the travel of the family?

-   The scholar can get a letter to facilitate getting the entry visa for his family.

-   A letter from the cultural office, annexed by an application indicating his approval of his family's travel.

-    An original copy of a passport valid till the end of the mission and the visa of the hosting country.

-    Receipts of paying the fees of the visa.

 -   Receipts of paying the fees of the medical checkup for the countries which requires this medical checkup for the countries which requires this medical checkup prior to travel.

 -  An approved medical report indicating that the family of the mission member is void of any contagious and chromic diseases.

 -    A medical report approved by a governmental hospital, indicating the non- pregnancy of the wife.

 -    The original marriage contract to be checked and a copy of the marriage contract.

 -     Copies of birth certificates of children (2 children maximum).

 -    A consent by the employer (the husband or his wife) indicating the approval of the travel of the  companion.

-     Current bank account number of the mission member in order to facilitate transferring his financial dues to his account.

Financial dues of the family before traveling with the mission member:

-         L.E.100 to prepare to travel.

-         L.E.65 to get a passport.

-         Fees of the visa.

-         Fees of medical checkup for the countries which require it.

-         Tickets for the family (a wife + 2 children).

* What are the conditions for granting the mission member a customs clearing certificate?

The mission member is granted a customs clearing certificate after presenting the following documents:

-     Ph.D. certificate.

-     Passport.

-   Certificates equalized by the Supreme Council of Universities. In case this certificate is not available, the mission member is granted the customs certificate in which it is indicated that the Supreme Council of Universities is the authority entrusted with equalizing the certificate.

-      2 L.E. 1 stamp duties.

-     Payment of L.E. 20 as specified fees at the cashier's of the Department of Missions.

* What happens after the end of the mission? And what are the commitments of the mission member towards the delegating body?

  After the mission member gets his Ph.D., he gets the respective certificate approved by the Egyptian cultural office. The office is to be notified by official documents. When at home, the member of the mission heads within one week, for the Department of Missions to fill in a form for a delegate who comes back to resume his job. The mission member gets a letter from the Supreme Council of Universities to get his certificate equalized.

 The mission member is committed to serving the delegating body for two times, the duration of his mission, maximum seven years, and maximum five years for sabbatical member and his guarantor are required to repay the expenses of the mission.

  * What happens after the mission member returns to his homeland with his Ph.D.?

      It is expected to receive a financial statement of the mission member from abroad in order to check it and the payment during the period of the mission. The member presents an application form to receive his financial dues. In this application, the address and the bank account to which the check is sent, are shown. These dues are a mission allowance for the months of the mission. These dues are paid in Egyptian pound. They also include other fees which have not been paid abroad.