Professional Documents
Culture Documents
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1 INTRODUCTION
At first, it is very important that you do not worry too much. Of course, during
the first days, everybody tends to be reserved and shy. However, at the sports
service, there is really nothing that you must be afraid of. The whole staff is very
friendly and open-minded and nobody will be reluctant to help you if you have
questions or remarks. In fact, an “open-door policy” dominates your new
workplace. At the same time, people in Spain are very relaxed. Of course you
should not neglect your duties, but there is also no need to rush and hurry all
the time. In this case, Spaniards tend to advise you with the word
“tranquilo/tranquila”, meaning that there is no need to feel too much pressure
or stress.
If you are not very advanced in speaking Spanish, one of the first things you
should know is that, despite your mentor Javier, the level of good English at your
new workplace is limited. But again, you should not worry too much about this.
The staff at the sports service knows that you are from another country and they
will try to speak slowly or wave their hands in order for you to know what they
mean. At the same time, this situation is quite useful to learn Spanish, as you are
forced to speak the language in certain situations.
One last thing in advance: The sports service tries to promote an active lifestyle
called being a “mUVer” (with the UV meaning “Universidade de Vigo”). This is
something you should always keep in mind while you are here: Be cheerful,
active and enjoy the free use of all the sports equipment around!
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2 THE TEAM
Javier
Javier Rial is the general coordinator of the Wellbeing, Health and Sports
Department, your mentor and direct supervisor. He will give you most of the
tasks that you are to fulfill, but he will also help you with whatever problems you
might have. Javier speaks good English and wants to improve his English skills by
talking to the Erasmus+ interns. He is a strong advocate of an “open-door
policy”, meaning that it is possible to express ideas or concerns all the time.
Javier is very busy most of the time and sometimes there will be a day in which
you don’t get any new tasks because of that. If this happens, it is important that
you take the initiative. Think of ideas and discuss them with Javier, he will
support you with whatever is necessary.
Román
Román is the manager of the Sport and Health area and innovation. He is the
one to talk to if you have problems with your computer or with one of the
programs discussed earlier in this document. Also, Román is the one who sets up
the membership status on deporxest. Therefore, if you want to use the sports
possibilities of the campus for free (see chapter 7.2), he is the one you need to
contact. Román speaks good English, but prefers Spanish.
Eduardo
Eduardo is the technical specialist in Sports Activities (Facilities and
Competitions Area). This means that he is the one you have to talk to if you
want to book the sports hall for events and sports games. Moreover, he can
help you to obtain needed equipment. Eduardo likes to speak Spanish much
more than English, so approach him in Spanish whenever you can!
Rubén
Rubén is still a student at the University of Vigo, but he helps at the sports service
quite often. Mainly, Rubén coordinates the university sports teams and the
university sports leagues. He also wouldn’t say no to suggestions regarding
parties or having a relaxing dinner or drink somewhere in the city.
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Others
Most of the time, one or two Spanish students are employed at the Sports
Service who obtained a scholarship or work part-time to earn some money.
Some of them help with translations, others with visual design or promotion.
These students are usually roughly your age, so they are a great opportunity for
you to learn Spanish and to get to know locals. Normally, they also speak good
English, which makes it very easy to get to know them better.
It is also good to be aware of the other colleagues who do not work in the
office. There are several Technical Assistants of the Sports Facilities who are
responsible for the maintenance of the sports facilities and for checking the
entrances.
3 AN ORGANIZATIONAL OVERVIEW
University of Vigo
The University of Vigo is a public school with multiple campuses in the province
of Galicia, and with about 1800 staff members and approximately 22.000
students. Due to the fact that this public institution is too big to picture every
single faculty existing the focus of the organigram above aims to highlight
where the department for Sports, Health & Well-being is situated within the
greater structure. Furthermore, the organigram shows the various offers and
services of the Sports service.
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The Sports, Health & Well-being department
The mix of Spanish and English speaking people makes the workplace
enjoyable and challenging at the same time. Javier Boubeta as the head of
the sports services appreciates pro-activity and supports independent thinking
and thus is assigns open tasks with freedom for self-interpretation and self-
actualization.
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4 THE DEPARTMENTS DAILY BUSINESS
How does a day in the Sports, Health & Well-being department look like?
Well, usually the doors to the department open around 8.30 a.m., however, as
an intern you are likely to start between 9.00 – 10.00 a.m.. As you walk up the
stairs the first person you will see is Eduardo sitting in his office-room – focused
and always with a smile on his face. In the best case you open the day with a
warm „Buenos Dias“ to everyone, by walking down the hallway and checking
who is there. By doing so you do not only leave a good impression, but you also
let everyone know that you are here and ready to help if necessary.
After a few weeks in office you will recognize that not everyone is there all the
time. Especially, Javier is out of the office quite often for meetings. Eduardo and
Roman on the other hand are in the office most of the time. They take care of
the technical management.
Next to that Alex and Miguel handling the sports activities and communication.
It is important to know that the department is the Headquarters of all three
campuses of the University of Vigo and therefore it is the hub of all the activities
regarding sports, health and well-being. Just if you are wondering „What is
there to do for these guys all day?“.
Besides the permanent employees there are serval students and interns working
on different projects, such as ACE, HappyGoRunning, Train & Talk and many
more activities (More about the projects is following) . Even though the level of
responsibility is lower people like us (including yourself) are an integral part of
the department. Usually students are assigned to tasks according to their
qualifications. If you are not sure what your core qualities do not worry, be pro-
active and find tasks yourself by exploring the possibilities.
Coming back to your desk you might realize that a day in office if not always
sunshine and rainbows, but hard work. If you are not used to sitting in front of a
computer for longer times it can become tiring. Besides sending Emails,
monitoring social media activities, working on your core tasks and thinking
about your next holidays there are serval other things you can do For example
researching what the department is on to next. In the Public folder you can find
all the information you need. It might seem a bit messy on the first sight, but
there is a certain structure. Just be patient with the system.
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and keep up your productivity get off your desk every 30 minutes and stretch
out a bit, jump up and down, do some push-ups. Do what is needed to get your
blood flowing. Your last resort might be the coffee vendor in the hallway. But be
careful with your caffeine intake. There are limitations to our favorite booster/
gap filler.
The other international platform you will have contact with is the European
Network of Academic Sports Services (ENAS).
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Once a year, ENAS meets for its Forum and Assembly in different European
countries to discuss the future of European academic sports services.
Javier is in the Executive Committee of ENAS and Interim Vice President of the
ENAS Exchange program. At times he will ask you to help him with some E-Mails
and to provide linguistic support. Moreover, there are several projects that are
connected to ENAS, such as the “European Week of Sport” (which usually takes
place at the beginning of September) or “ACE (Active Campus Europe). When
international events are in sight, you will most likely participate in them and
work jointly with Javier.
You can find more information about ENAS on the website: http://enas-
sport.net.
This text is copied from the Active campus Europe website (www.
activecampuseurope.eu/about/)
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6 AN INTERNS RESPONSIBILITIES
Now let us have a look at your possibilities. They are not endless, but you have a
variety of tasks you can get involved in. The following chapter will introduce you
to the different activities you might get involved in.
6.2 MUVERS
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each page. The homepage gives information regarding the department, the
sports facilities, competitions and it also contains a link to deporxest
(“Inscricións”), which is the platform in which students can register for sports
courses (see chapter 3.5). If new texts are published or the homepage is
restructured, it is usually your responsibility to translate these texts into English
(Google Translator helps a lot to translate Gallego!).
These are some important points in relation to the Train and Talk group:
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• always post in English and in Gallego (Begoña or the communication staff
can help you with that), or at least in Spanish if Gallego is not possible
• post something every day to keep up the discussion
• invite as many people as you can to the group!
• the answer to questions and comments by members of the group
• organize sports events and share/promote them in this group
• promote all the sports activities and share news of the department
• debate on current sport-political/cultural questions
• share sport videos
• give tourism information
• share (sport-related) offers for students
6.6 HAPPYGORUNNING
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6.7 INTERN RECRUITMENT
2. Go through the applications and CVs, the most important thing is the
English language skills, which should be good. Also, basic skills in
Spanish is required (minimum level: A2).
3. Answer the applicants, ask when they would like to join, tell them if
there are free positions etc.
4. If we can welcome the trainee, they may first need Javier to sign a
“letter of acceptance”, which is a document where we commit to
accepting the trainee under the Erasmus+ program. The trainee must
apply for the Erasmus+ grant and to prepare the Erasmus+ Learning
Agreement for Traineeships that they get from their university.
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6. When the trainee sends the filled learning agreement, ask Javier to sign
it. Scan it, send it back to the trainee and add it to the public folder
under “trainees”.
7. When the learning agreement is ready, ask the trainee to fill the online
application for the International Office (ORI):
http://www.uvigo.gal/uvigo_en/administracion/ori/estranxeiros/cursa
r_uvigo.html. For that they need a scanned copy of the passport or ID
card and a copy of the learning agreement for traineeships signed by
the three parties. After ORI receives the application, they will send the
trainee a “letter of acceptance”.
8. Ask the trainee to join the ESN Erasmus Vigo Facebook group, tell the
trainee that he/she can get a “buddy” from ESN to help in finding
accommodation etc.
9. On the day of arrival, go with the trainee to ORI to let them know that
the trainee has arrived. They will prepare an arrival document. Help the
trainee apply for the bus card etc.
10. If the trainee wants to extend his/her stay, the “During the Mobility”
section of the learning agreement must be filled and all three parties
must sign it.
12. Before finishing the internship, the trainee must let ORI know about the
leaving date a few days before and go to the office to get a
certificate of attendance.
13. Before the trainee leaves, the “After the Mobility” part of the learning
agreement must be filled.
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A job advertisement for Erasmus+ trainees
Username: uvigo.sports@uvigo.es
Password: Sports2013:)
Once logged in, go to the top right-hand corner, select the menu and go to ‘my
internships’. All active publications will be displayed. To edit the description or
other details (including the deadline which is required), click ‘edit’ and make the
necessary changes
2) Publish via leonet.joeplus.org and via partner institutions. Send the job
description document to ORI (international@uvigo.es) explaining that we need
to republish the placement ad. Again, the job description you send must have
an application deadline even though we accept interns all year round
It is recommended to do this twice a year, at the end of May and at the end of
November.
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7 YOUR TOOLKIT – PRACTICAL INFORMATION
Z:\Uvigo sports
Z:\Uvigo sports\Trainees
7.2.1 PRINT
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If you want to print from an USB-Stick, you have to stick the USB stick
into the printer (the port is quite close to the screen) and perform the
following steps:
7.2.2 SCAN
If you want to scan something, again you start by sticking in your USB-
Stick into the printer on the first floor. After that, you apply the
document you want to scan into the paper entry (so that you can
see the lettered page). Moreover, you have to perform the following
steps:
In case you forgot your USB-Stick you can also just send the
document directly to your Email address:
Menú -> Escàner/Fax -> Entrada dir. -> Email -> Insert your Email
address -> Press Strat
Using the phone in the office is easy. There are only two rules and
some vocabulary:
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Vocabulary
Confirm information
¿De parte de quién?, no he Who is calling? I did not understand your
entendido su nombre. name.
¿Su nombre por favor? Your name please?
¿Podría explicarlo otra vez? Could you explain that again?
¿Podría repetirlo, por favor? Could you repeat it, please?
¿Podría deletrearlo, por favor? Could you spell it, please?
Roto, deletreo ... Erre - o - t - o. Roto is spelled r-o-t-o.
¿Qué dijo? What did you say?
¿Puedo leérselo? Can I read that back to you?
Desde luego. / Por supuesto. Of course. / Certainly.
Sí, es correcto. Yes, that is right.
Interruptions
Un momento por favor. One moment please.
¿Disculpe? Excuse me?
¿Perdone? Pardon?
¿Me oye? Can you hear me?
¿Podría cambiar de habitación? Could you change the room? It seems that
Parece que no hay cobertura. there is no coverage.
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Perdona, no te escucho muy bien. Excuse me, I do not hear you well. Can you
¿Podrías repetir, por favor? repeat please?
¿Cómo? Pardon? / What did you say?
¡Oye! Listen!
¿Sigues ahí? Are you still there?
¿Qué dijo/dijiste? What did you say?
No te entiendo, repite I do not understand, repeat.
No te escucho bien. I do not hear you well.
Se ha cortado la comunicación. The conversation has been cut off.
Apologize
¡Perdón!, he marcado mal. I am sorry, I dialed the wrong number.
Lo siento pero no está en este I am afraid he/she is not here at the moment.
momento.
Lo siento pero él/ella está reunido. I am sorry but he/she is in a meeting.
Ahora mismo no puede (responder). She/he is not available right now.
No, no está, pero regresa pronto. No, he/she is not here, but will return soon.
Un momento, en seguida se pone él One moment please, he/she will be here in
mismo. no time.
… está fuera de la oficina / no está He/she is not in the office.
en la empresa.
En este momento no puede ponerse, Right now I cannot put you through because
porque: … . ….
Por favor, llamen un poco más Please call again later.
tarde.
Leave a message
Quiero dejar un mensaje para el I want to leave a message for Mr/ Mrs … .
señor/ la señora … .
¿Quiere que le diga algo? Do you want me to tell him/her something?
¿Quiere dejar un mensaje? Would you like to leave a message?
Se lo diré. I will tell her/him.
Le daré el mensaje. I will give the message to him/her.
¿Quiere que lo llame cuando Would you like her/him to call you back?
regrese?
¿Tiene alguna idea de a qué hora Do you have any idea what time he/she is
regresará? coming back?
Put sb through
... está hablando por la otra línea. … is talking on the other line.
Un momento, ahora le pongo. One moment, I will put you through now.
Lo siento la línea está ocupada. I am sorry but the line is busy.
¿Le importaría esperar un momento? Do you mind to hold for a second?
Todas las líneas están ocupadas. All lines are busy.
Le paso a … . I will pass you to … .
React to mistakes
Este número está fuera de servicio. This phone number is not available.
No es aquí / Se equivoca. You dialed the wrong number.
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End a phone call
Gracias por llamar. Thank you for calling.
¿Podría volver a llamar más tarde? Could you call later again?
¿Puede mantenerme informado Can you keep me updated regarding this
/informada sobre este asunto? issue?
¿Podría facilitarme su información de Could you provide me with your contact
contacto? information?
Le agradecería que me llamara I would appreciate if you called before
antes del mediodía. midday.
¿Eso es todo? / ¿Hay algo más en lo Something else I can help you with?
que pueda ayudarle?
Siento mucho las molestias que esto I am very sorry for any inconvenience this
le haya podido causar. may have caused you.
Mi colega le / la llamará tan pronto My co-worker will call you back as soon as
como le sea posible. possible.
Hasta luego. / Adiós. Good-bye.
Voicemail
En estos momentos no me puedo Right now I am not available.
poner. Please leave a message after the signal.
Por favor, deje un mensaje después
de la señal. Please state your name and phone number.
Por favor, indique su nombre y
número de teléfono. I will call you back as soon as possible.
Llamaré tan pronto como sea
posible.
There are several useful e-mail addresses you can use for questions,
concerns or promotional purposes. The most important addresses
are the following:
deportes@uvigo.es : Begoña
sanjorge@uvigo.es: Alex
eduardo@uvigo.es: Eduardo
xndeportes@uvigo.es: Esther
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saudeportes@uvigo.es: Román
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projects. The e-mail addresses to which you have to send pictures or
presentations are listed in the following. Be aware that you should
only send documents in the predefined format and that you write in
Spanish:
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The task document is supposed to organize the work and tasks of the
Erasmus interns. In this document, you are supposed to describe your
current and your future tasks as well as your working hours. Moreover, you
can write down your goals and ambitions for your time in Vigo and
evaluate on how much it was possible to fulfill them at a later stage.
You can find old task documents from other Erasmus interns following this
path:
Public Folder - Uvigosports – Trainees- Internship_Plan_NewTrainees
8.1 HOLIDAYS
There is no concrete rule about how many days of holiday you get at the Sports
Service. A rule of thumb is that you get one free day per month. However, if you
have very important other things to do (like job interviews in your home country,
etc.), Javier would never stand in your way to complete them. Also, if you are
staying in Vigo for a longer time than 3 months, it is likely that you can get two or
three weeks off in which you can visit your family or travel. It’s important to talk
to Javier as soon as possible about this issue, so that he can make plans and
decide easily on how to proceed.
One of the truly awesome things about your internship is that you can use the
Sports facilities for free. While other students have to buy a sports card or to pay
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entrance, you don’t have to pay anything. However, one of the first things you
must do after you arrive is to talk with Román about your student status at the
university. He can change your online status to a member of the Sports Service,
which will enable you to use the facilities instantly. Once you get to a checkpoint
at the gym or at the pool, let them know at the entrance that you are working
for the Sports Service and give them your name. They would let you pass for free
if everything worked out well.
It is very important that you apply for a bus card during your first days (at best: as
soon as you get your letter of acceptance from the international office),
because you will drive to the university by bus on all days and a university bus
card reduces the price from 1.32€ to 65 Cents. This is how you apply:
• ID photo
• Copy of your passport/ID
• Copy of your acceptance letter (with the UVigo logo)
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2) This card can only be
ordered through the website
and may take a couple of
weeks to process. Once you
receive the email stating that
the card is ready, you can
pick it up at the Vitrasa office
in the Vigo city hall, location:
Praza do Rei, 1, 36202 Vigo,
Pontevedra:
It is very important to join the Erasmus Facebook group of ESN Vigo. The people
from ESN usually create a new group every year. They will offer lots of different
activities, such as “chat & tapas”, tandem partners, parties, and sports days.
Moreover, they offer several trips in the semester (to the Islas Cies, Madrid, etc.)
for which you can sign up to see other Spanish cities and beautiful places for a
reasonable price. You shouldn’t miss a trip to the Islas Cies while you are in Vigo,
it’s a wonderful place.
If you did not find a flat before your arrival in Vigo, the ESN people would help
you with that, too. Sometimes they offer meetings at which you can check
several flats in the center of Vigo and the ESN Buddies can help you to negotiate
with the owners. The ESN Network is the easiest way to get to know people and
to see Spain, so make use of it! You can find the ESN office in the Miralles building.
The opening times are published on the Facebook page frequently.
The International Office is an institute of the UVigo and you can find it in the
Miralles building, too. The opening times are similar to the opening times of the
Sports Service, therefore you should not have problems to get in contact with
them. You have to go to the ORI office to get registered in the online system and
to receive your E-Mail address and WLAN password on your first day of work.
Moreover, the ORI organizes several trips per semester to cities around Vigo for
free. They will inform you via E-Mail and usually you have to sign up online
afterward. Don’t miss this opportunity to experience the country!
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9 CONCLUSION
Hopefully, this bible has helped you during your first weeks in Vigo and at the
Sports Service of the UVigo. Vigo is a wonderful and relaxed place and the work
at the Sports Service can be very exciting if you are not afraid to take some
initiative yourself. Don’t be afraid to present your own ideas to Javier or other
colleagues, it will always be appreciated.
This bible does not claim completeness as the Department changes the
information in this handbook must be updated as well. If you find invalid
information seize the chance to change the organization for the better and
update the document accordingly. You find the document in the public folder.
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