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2018

Trainee Bible III


AN ORGANISATIONAL MANUAL FOR INTERNS
JAKOB KUNERT
Contents
1 Introduction ............................................................................................................. 2
2 The Team .................................................................................................................. 3
3 An organizational overview .................................................................................. 4
4 The departments daily business ............................................................................ 7
5 International project – ENAS .................................................................................. 8
5.1 What is ENAS..................................................................................................... 8
5.2 Active Campus Europe .................................................................................. 9
6 An Interns responsibilities ...................................................................................... 10
6.1 The Stage is yours........................................................................................... 10
6.2 Muvers ............................................................................................................. 10
6.3 Deportes Web presence .............................................................................. 10
6.4 Active campus Europe – ACE ..................................................................... 11
6.5 Train and Talk ................................................................................................. 11
6.6 HappyGoRunning.......................................................................................... 12
6.7 Intern recruitment .......................................................................................... 13
7 Your toolkit – Practical Information .................................................................... 16
7.1 PASSWORDS AND IMPORTANT FOLDERS..................................................... 16
7.2 SCAN AND PRINT............................................................................................ 16
7.2.1 PRINT ......................................................................................................... 16
7.2.2 SCAN ........................................................................................................ 17
7.2.3 THE PHONE............................................................................................... 17
7.3 Telephone conversations – How to attend the phone ............................ 18
7.4 USEFUL E-MAIL ADDRESSES ............................................................................ 20
7.5 SCREEN PROMOTION .................................................................................... 21
7.6 THE “TASK DOCUMENT” ................................................................................. 22
8 The Bright sight of life – some useful tips to get along ..................................... 23
8.1 Holidays ........................................................................................................... 23
8.2 The Sports Card .............................................................................................. 23
8.3 The Bus Card .................................................................................................. 24
8.4 ESN Vigo .......................................................................................................... 25
8.5 The International Office (ORI) ...................................................................... 25
9 Conclusion ............................................................................................................. 26

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1 INTRODUCTION

Dear new intern at the UVigo sports service,

This document is supposed to help you during your first


days in Spain and at work and strives to present the The actual name
most important information that you need for a changed to “Wellbeing,
fulfilling, successful and happy time in this beautiful city Health and Sport
and university. Department” – “Área de
This document will also give you an overview regarding Benestar, Saúde y
tasks that you are responsible for during your internship. Deporte” not so long
However, the internship you are going to fulfil is not a ago, but that would be
very static internship. Instead, you can search for tasks too exhausting to write
that meet your strengths and talents. It usually does not all the time – therefore I
happen that Javier will stop you from an idea or a refer to the department
project that you want to translate into action. It is up to as “Sports Service” now
you to make the most out of your time at the sports and then.
service. If you want to, there are many interesting
aspects you can get involved with.

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!

Alex & Miguel


Alexandre usually is the technical specialist in Sports Activities (Activities and
Communication area). However, if he is needed in the other campus in
Pontevedra, Miguel substitutes him. You can contact them both regarding
questions of communications. If you need to promote a certain sports event
through several channels (Screens, Social Media, Newspaper, etc.), they can
help you out with their broad range of contacts in the university.

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 organigram below showcases the current organizational structure of the


department.

It is important to know that even though there is an existing formal structure it


does not reflect on the daily work atmosphere. The permanent employees are
open-minded, helpful and always friendly. The department is rather a team
than a machine. In regard to the interns, the same applies.

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.

Figure 1 - Organigram Sports department (March 2018)

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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.

Highlights might be attending meetings and depending on your language skills


also contributing to them. In the end it is all about being pro-active and
involvement. The only way to know the thing is to get involved. For that Javier is
the best person to speak to. Try to catch him on moments he is available, but
be prepared to wait a bit – he is busy. If you are working part-time, your day
may end between 14.00 -16.00 p.m.. If you have a bit of a hang time do not
worry too much, no one will chop your head off, or will they? I am joking.

Therefore some tips: Focus on a task at a time, to increase your concentration

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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.

5 INTERNATIONAL PROJECT – ENAS

The University of Vigo is very


international with many foreign
students and lecturers. This policy is part
of the Wellbeing, Health and Sports
Department, too. One part of it is, of
course, the Erasmus+ intern program. It
is your responsibility to communicate
with your successors before their stay
and to provide them with all the
information they need to start a
successful traineeship after they arrive.
When they arrive, the first step is to
introduce them to their new colleagues and make them feel at home.

The other international platform you will have contact with is the European
Network of Academic Sports Services (ENAS).

5.1 WHAT IS ENAS

ENAS is a non-governmental, international alliance with a common interest in


the promotion of higher education sport and physical activity. ENAS was
founded in 1997 in Chambéry, France and currently has over 100 members
from 21 countries in Europe. ENAS has the following objectives:

• To develop communication between Academic Sport Services

• To encourage the mobility of professionals involved in student sport

• To share knowledge, exchange ideas and experiences

• To promote and provide networking opportunities for University sports


professionals

• To support members in their efforts to increase the profile and added


value of student sport

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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.

The department's role in ENAS

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.

5.2 ACTIVE CAMPUS EUROPE

Active Campus Europe (ACE) is designed as a


sustainable collaboration with the aim to
promote health-enhancing physical activities
within university setting in Europe. 16 partner
universities from 7 countries intend to create
through ACE a role model for the University
setting in Europe. The collaborative activities of
ACE focus on three main activities:

1. The identification of good practice models for


sports and health-enhancing physical activities
for (non-active) students. The impact of the
practices identified and applied through the
local ACE partners will be collected and published in a Best Practice
Handbook.

2. Identification and elaboration of a common, but locally executed common


intervention with the aim to increase physical activities into sustainable higher
day-to-day participation through collaboration with local stakeholders.

3. Sharing of experience beyond the collection of Best Practice in structured


network meetings and workshops will identify the highlights of the best practice
models to be published in a handbook. Evaluation of the common intervention
programs will help to approve the meaning and relevance of the shared
experience. The personal shared experience shall help to go on working in a
sustainable network.

This text is copied from the Active campus Europe website (www.
activecampuseurope.eu/about/)

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6 AN INTERNS RESPONSIBILITIES

6.1 THE STAGE IS YOURS

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

Be aware that there exists another Facebook


page – the “official” Muvers page -, which
has a bigger reach than the Train and Talk
group (more than 3000 followers). In this group,
all the news and events of the department are
shared (therefore, it is more like a “news” page
than a “meeting” page like the Train and Talk
Facebook group). Alex is the colleague who is
responsible for this group and you can ask her
(deportes@uvigo.es) to share your Facebook
links and events on this page in order to
increase attention for all your endeavors. Vice
versa, sometimes it makes sense to share news of the official page on the Train
and Talk group

6.3 DEPORTES WEB PRESENCE

The official webpage of the


department
(www.deportes.uvigo.es) is the main
information source for students of
Uvigo who want to participate in
sports. Its primary language is Gallego
(like all the official information of the
Uvigo is in Gallego).

However, former international


students have translated the page
into English and you can see the
translations by scrolling down on

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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!).

6.4 ACTIVE CAMPUS EUROPE – ACE

Active Campus Europe is a European


Project initiated by 18 members of the
ENAS network. It aims to improve the level
of physical activity amongst the inactive
students of the universities participating.
This goal shall be achieved by charing
responsibilities in terms of the organization
of the project. The objectives are to
create a best practice handbook, to improve the communication and network
amongst the members and to find ways to reach the target group better. The
project started in 2016 and will finish by the end of 2018. For more detailed
information about the project follow the path below:

Public Folder – UvigoSports – ACE – ACE 2018 – Meetings – Barcelona –


WPG_PR_Dissemination_BcnFINAL

6.5 TRAIN AND TALK

The “Train and Talk Campus of Vigo”


group is a public Facebook group for
students and the whole staff of
Uvigo. It could be your responsibility
to keep this group alive and to
enhance its presence at the
University of Vigo further. It is
supposed to be an online meeting
place for local students and
international students that have a
common interest in the sport.

These are some important points in relation to the Train and Talk group:

• become an administrator by asking your predecessor(s)

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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

Happy Go Running is a yearly running event


that is organized by the Sports department.
The goal of the event is to activate and bring
together locals and students. In case you
have the pleasure to help to organize or to
promote the event make use of the “Happy
Go Running Handbook”. The Handbook
introduces you to the details of the event
management and thus will make it easy for
you to be a valuable part of the promotion
and organization of the event. You can find
the document here:

Public Folder – Eventos – HappyGoRunning – HappyGoRunning_Handbook

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6.7 INTERN RECRUITMENT

As already mentioned, it is also your responsibility to recruit new Erasmus+


trainees. The steps of how to accept new Erasmus+ trainees to the Sports Service
are listed in the following:

1. Javier receives the applications and sends the applications to UVigo


sports e-mail. The sports service may also receive applications to
erasmusintern.org (the login details to the webpage are the UVigo
sports e-mail and password). If this is the case, the trainees get an e-
mail notification about it to UVigo sports e-mail.

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.

5. The “trainee” and “sending institution” parts must be filled by the


trainee and his/her university and you fill the “receiving institution” parts
under “before mobility”. After that the document must be signed by
the trainee and the international coordinator in their home 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.

11. Update the “trainee’s schedule” document (updated version)


regularly. Add to the document interested trainees, country, staying
period/ availability, remarks and the date of the last e-mail received
from the trainee. Keep the older version so we have a record of
previous trainees. Also, keep in mind that many of the trainees might
cancel their arrival.

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

It is also your responsibility to recruit new potential


interns who are interested in performing an
internship at the Wellbeing, Health and Sports
Department. This chapter tells you how to
advertise the placement through different
channels:

The placement is advertised via two channels:

1) Directly by our Wellbeing, Health and Sports Department.


We publish, edit and receive applications through the job advert on
erasmusintern.org

For this the login details are:

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

We receive an email to uvigo.sports@uvigo.es when someone applies on the


website (which people do even though the job ad clearly states to send a CV
and cover letter directly to Javier)

Keep an eye on the ad published on erasmusintern.org as the deadline expires


regularly, which puts students off applying. Adverts are also ordered by Post Date
so if our advert begins appearing too far down the list, republish the same advert
as a new publication (go to the top right-hand corner, select the menu and click
on ‘add internship’).

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

7.1 PASSWORDS AND IMPORTANT FOLDERS

In the following chapter you will be introduced to technical


information you need to get started. There are different platforms
you need to register for in order to work.

The Passwords must be left out due to privacy issues.

Moreover, it is important to know the paths on your computer that


lead to the folders and documents that previous Erasmus interns
used and created. First, the server the whole sports service uses is
simply called “Public”. Within the public folder you can find the most
important documents in the “UVigosports” folder.
This is how you get there:

Z:\Uvigo sports

Z:\Uvigo sports\Trainees

Z:\Uvigo sports\web uvigo.sports

7.2 SCAN AND PRINT

7.2.1 PRINT

Printing on your computer is very easy, as it is connected to the


printer on the first floor. The only thing you need to do is to click on
the print sign in the respective program on your computer and the
imprinted paper will appear in the printer mentioned above.
Therefore, the only exhausting part in this case is to take the stairs.

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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:

Menu  Carpeta Usario  Sistema  Memoria externa  select file


 imprimir

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:

(Menu  Carpeta Usario)  Sistema  Memoria externa  guadar

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

7.2.3 THE PHONE

Using the phone in the office is easy. There are only two rules and
some vocabulary:

1. For external calls, you must add a „0“before the phone


number you want to call.
2. For internal calls, you simply have to dial the last 5 numbers.

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Vocabulary

7.3 TELEPHONE CONVERSATIONS – HOW TO ATTEND THE PHONE


Pick up
¿Dígame / Diga? Tell me?
¿Sí? Yes?
Deportes, buenos días, ¿qué desea? Sports department, good day, what do you
wish?
Deportes, buenas tardes, ¿en qué Sports department, good afternoon, how
puedo ayudarle? may I help you?
Deportes, ¿qué puedo hacer por Sports department, what can I do for you?
usted?
Deportes, ¿en qué puedo Sports department, how can I serve you?
atenderle?

Ask for someone


¿Sería posible hablar con …? Would it be possible to talk to …?
¿Podría hablar con …? May I talk to …?
Desearía hablar con … . I wish to talk to …
Querría hablar con ... . I would like to talk to … .
Querría hablar con alguien del I would like to talk to someone from the …
departamento de … , ¿podría department, could you put me through?
ponerme con alguien?
Querría hablar con alguien que esté I would like to talk to someone who is
informado sobre el tema de ... . informed/ has knowledge about ... .
¿Podría ponerme con- ...? Could you put me through to …?
¿Podría pasarme con- ...? Could you pass me to …?

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.

7.4 USEFUL E-MAIL ADDRESSES

There are several useful e-mail addresses you can use for questions,
concerns or promotional purposes. The most important addresses
are the following:

rial@uvigo.es : Javier (Head of the Sports Service)

deportes@uvigo.es : Begoña

sanjorge@uvigo.es: Alex

eduardo@uvigo.es: Eduardo

xndeportes@uvigo.es: Esther

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saudeportes@uvigo.es: Román

pavillon@uvigo.es: Pavillón Vigo

rapivida@uvigo.es: Rodrigo Alberte (Head of Sports


Service in Ourense)

depor-ou@uvigo.es: Rodrigo Alberte

depor-po@uvigo.es : Gustavo Loureiro (Head Sports Service


in Pontevedra)

pconde@aqadeporteysalud.com: Paula Conde (Head of


CDU/AQA Vigo)

virginialoal@gmail.com: Virginia López (Fac CC Educación e


Deporte Pontevedra, often works
closely with the Sports Service)

margo@enas-sport.net : Margo de Lange (ENAS


coordinator)

catarina.sampaio@cdup.up.pt : Catarina (University of Porto and


social media for ENAS)

duvi@uvigo.es : DUVI (University newspaper)

cheva@uvigo.es : Mª del Carmen Echevarría


(Head of Uvigo press, if you want to go straight to the journalist)

ori1@uvigo.es: Eva Garea Oya (International Office)

7.5 SCREEN PROMOTION

Moreover, the University of Vigo has screens in every institute. On


these screens, the sports service can promote its events and

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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:

Institute Contact Mail Format Notes


Industriais Miguel Eei.conserxeria. JPG Max.
(12200) campus@uvigo. resolution:
es 1366 x 720
Ciencias, Alicia aliciap@uvigo.e Power Point
Bioloxía e (12550) s (PP)
Quím
Teleco Luís Telecoweb2015 PP or JPG
(12248) @uvigo.es
Cienias Ana decanatoxuridi PowerPoint Vertical
Xurídicas cas@uvigo.es format
(vertical
screen)
Filoloxía e Rosa sdfhv@uvigo.es PP or JPG
Tradución
Empresariais Natalia sdeueev@uvigo Power Point
.es
Peritos Yolanda coneuiti@uvigo. PP or JPG
(13688) es

7.6 THE “TASK DOCUMENT”

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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 THE BRIGHT SIGHT OF LIFE – SOME USEFUL TIPS TO GET


ALONG

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.

8.2 THE SPORTS CARD

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.

8.3 THE BUS CARD

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:

1) Go to www.vitrasa.com and follow these steps:

• “Solicitar Tarjeta Personalizada” > “Nuevo Usuario —Registrarme”>


provide your new account username ("Usuario"), password ("Contraseña")
and repeat password ("Repetir Contraseña") or, alternatively, log in using
your Facebook or Google accounts.
• Enter your personal data in the three fields below: first name ("Nombre"),
family name ("Apellidos") and email > select ‘Universitario’. You have to
upload three documents:

• 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:

3) You can add credit to


your bus card in any
Abanca ATM.

8.4 ESN VIGO

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.

8.5 THE INTERNATIONAL OFFICE (ORI)

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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