Approval should be sought via the Academic & Affiliate Visitor Request Form before the individual makes an application for a visa and/or makes any travel plans to the UK.  As part of the approval process the panel will provide the specific immigration information for the individual for the activities they plan to undertake while at the University.

Inviting an international visitor

If you are inviting an international Academic & Affiliate Visitor, you should firstly establish with them what if any eligibility to be in the UK they already have and assess whether that covers the purpose of their visit.  If they do not have eligibility, your invitation should formally document precisely what it is they are being invited to do. This will support them in their visa application, however will not guarantee a successful visa application/successful entry to the UK. 
 
We have provided template of invitation letters for you to use here.

Visa nationals & non-visa nationals

The most common cause of confusion for employees arranging visits is that ‘Non-Visa Nationals’ (i.e. visitors from countries that do not necessarily need a visa to enter the country for up to 6 months through the visitor route) may need a visa to undertake unpaid activity that is classed as work under immigration rules.  This can include guest lecturing and some research activity.

Visa nationals

These individuals are required to apply for a visa under the appropriate visitor category in advance of travel to the UK, and the list of visa nationals can be found here Immigration Rules Appendix Visitor: Visa national list - Immigration Rules - Guidance - GOV.UK (www.gov.uk).

Non-visa nationals

All non-visa nationals will require an Electronic Travel Authorisation (ETA) before they travel to the UK, information and how to apply can be found here Get an electronic travel authorisation (ETA) to visit the UK: Overview - GOV.UK

Non-visa nationals:

• do not require a visa in advance of travel to the UK
• will require an in date ETA before they travel
• may be required to announce the purpose of visit at Border Control at the UK border
• may be eligible to use the e-gates at the UK border
• may receive an ink stamp under the appropriate immigration category
• are any nationality not on the Home Office 'Visa National List' list.

Academic Technology Approval Scheme (ATAS)

Along with visa requirements you should also consider if they will need ATAS clearance.

All researchers, including post-doctoral researchers, visiting researchers and academic staff who are subject to UK immigration control must also hold an Academic Technology Approval Scheme (ATAS) certificate (apart from exempt nationalities) before applying for a visa to conduct activities on UK soil that could result in the Intangible Transfer of Technology (ITT) to weapons of mass destruction (WMD) and Advanced Conventional Military Technology (ACMT) programmes of concern.

If the research focus is changed at any time a new ATAS certificate will be required.

Export Controls

You will also need to consider export controls, which are separate from ATAS.  Compliance with both are essential to safeguard ourselves and the work we carry out, while also mitigating against any potential threats to national security.    

You can find out more information on the University’s Export Control StaffNet pages.

Erasmus+ Staff Mobility Requests

Guidance on Erasmus+ Staff Mobility Arrangements

The University is legally responsible for ensuring that every international visitor (however brief their visit) is properly entitled to work in, and/or participate in the activities of the University, be they paid or unpaid.

This guidance applies to all international visitors to the University, apart from visitors from the Republic of Ireland (who do not require a visa to enter, live or work in the UK). 

Unless your visitor already has a visa in place which allows them to live and work in the UK (i.e. a ‘dependant’ visa, Global Talent, Skilled worker), the appropriate visa type will depend on the activities they will undertake while at the University. Further details are provided in the Visa Overview Table here.

How to facilitate a visitor visa

Check if the visitor already has a visitor visa or other UK permission (i.e. a ‘dependant’ visa, Global Talent, Skilled worker), and whether it covers the specific purpose of their visit to the University.

If they do not, use the Visa Type Table to identify which visa they need.

Ensure your visitor’s letter of invitation* sets out precisely what it is that they are being invited to do and that this corresponds with the visa type to be applied for. This will support them in their visa application, however will not guarantee a successful visa application/successful entry to the UK.

If the visitor requires an ATAS certificate, or the visit is for more than one week in duration, the letter of invitation should only be sent to visitor after the visit has been authorised by the Global Mobility team.

In all cases where an ATAS certificate is required for research activities a visitor will undertake at the University, or a visit is for more than one week in duration, the visit must be authorised locally in advance by your Head of School, Head of School Operations or Director. This includes a declaration that export control  and ATAS requirements have been considered and addressed.  

The visit will also need to be approved by Global Mobility in advance of the visit in accordance with the Academic & Affiliate Visitor Policy and Procedure.

You are encouraged to submit your visitor request for authorisation at least three months in advance of the proposed start date, so that there is time to seek to resolve any issues which may arise (for example, in respect of visa type, ATAS certificates and missed export control obligations), without having to delay the visit.  

For more information, see the Guidance and Forms section.

What your visitor needs to do 

The Global Mobility team will provide the immigration information for that permits the activities described in the application.  The individual will then need to apply for an ETA or visa.

Visa nationals:

• must obtain a visa through completing the online visa application form in advance of their visit, carefully selecting the correct visa type and subcategory:
• pay any fee that applies
• provide their biometrics (i.e. fingerprints and photo of face) for visits over 6 months)
• provide a passport or other document which satisfactorily identifies their identity or nationality
• provide other documents that support the visitor application (including an invitation letter from the University, proof they can support themselves during the trip, details of where they intend to stay and travel plans, and (for academic visitors) proof that they are highly qualified in their field of expertise and currently working in that field at a HEI  overseas. Find out more about the supporting documents required
• attend a staffed Immigration Control desk at the UK border and present the entry vignette in their passport

Non-visa nationals:

• must obtain a visa in advance (as above) if their visit exceeds 6 months
• who are applying for a visa at the UK border should take particular care to ensure that they clearly the purpose of their visit at the immigration desk and present the documents required to support their application (see above)
• who are coming to the UK for less than 6 months may need to attend a border control desk for a visa on arrival, where others may be eligible to use the e-gates.  However, Permitted Paid Engagement (PPE) visitors must attend a border control desk and receive leave in the form of a stamp in their passport in order to evidence they can undertake the permitted paid activity
• must check that the stamp in their passport is correct before leaving Immigration Control at their port of entry.  It is not possible to switch this visa type or category from within the UK.

Find out more about applying for visitor visas 

Visitor Visa Types

Some visitors may already have in place a visa which gives them the right to live and work in the UK (i.e. a ‘dependant’ visa, Global Talent, Skilled worker).

For visitors who don’t, it is important that the correct visa subcategory is identified to cover their proposed activities while at the University; selecting an incorrect subcategory may mean that your visitor will not be permitted to enter the UK or carry out the proposed activities when they are here.

The quick reference table explains the type of visas that are appropriate for different types of visit purpose.  This includes information on Temporary Work - Government Authorised Exchange visas, which may be an appropriate alternative route if a visitor visa is not suitable because it does not permit the proposed activities.

If you are unable to identify a suitable visa from the options, please contact Global Mobility through People Connect People Services - General Request Form - Connect for further advice.

Academic Visitor Route: up to 6 months

Scientists, researchers and academics can come to the UK to:

• take part in formal exchange arrangements with UK counterparts (e.g. where The University is collaborating with an overseas university on research and exchanges employees for some or all of the duration of the project) and where their salary continues to be paid by their own institution
• carry out research, either as part of your job or independently (this includes collaborative research)

Detailed information and the application process can be found here Visit the UK as a Standard Visitor: Visit as an academic - GOV.UK

Academic Visitor Route: 6 - 12 months

Scientists, researchers and academics must be highly qualified in their field of expertise (will usually mean they have a PhD or higher) and currently working in that field of expertise at an academic institution overseas.  They can:

• take part in formal exchange arrangements with UK counterparts (e.g. where The University is collaborating with an overseas university on research and exchanges employees for some or all of the duration of the project) and where their salary continues to be paid by their own institution
• carry out research for their own purposes if they are on sabbatical leave from their home institution

Detailed information and the application process can be found here: Visit the UK as a Standard Visitor: Visit as an academic - GOV.UK

Permitted Paid Engagements (PPE) Route:

The engagement must be relevant to their expertise, qualifications and main job in their home country.  They will need to have a written invitation from a UK-based organisation or client for a pre-arranged event or other permitted engagement and show they are an expert in your profession.

They can come to the UK for up to 6 months, but they must do the engagement in the first month (30 days).  They can be invited:

• as a professional artist, entertainer or musician
• to give a lecture or series of lectures
• to speak at a conference
• academic examiners or assessors

Detailed information and the application process can be found here: Visit the UK as a Standard Visitor: Visit for a paid engagement or event - GOV.UK

Business Visitor Route: up to 6 months

The following activities are permitted:

• attend interviews, meetings, conferences and seminars
• negotiate and sign deals and contracts
• attend trade fairs to promote your business (you cannot sell things)
• get work-related training if you’re employed overseas and the training is not available in your home country
• give a one-off or short series of talks as long as they’re not for profit or a commercial event - you can only be paid for speaking at certain engagements or events (a ‘permitted paid engagement’)
• carry out site visits and inspections
• oversee the delivery of goods and services provided by a UK company to your overseas company or organisation
• install, dismantle, repair, service or advise on equipment, computer software and hardware, if your overseas company has a contract with a UK company or organisation

Detailed information and the application process can be found here: Visit the UK as a Standard Visitor: Visit on business - GOV.UK

Short Term Study Route: up to 6 months

They would come through the Academic & Affiliate Visitor route if there will not be a student relationship with the University.  The following activities are permitted

• where a formal partnership exists between the research institute and The University you can do a short piece of research that’s relevant to your course overseas where you are enrolled on a course of study abroad that is equivalent to at least degree level study in the UK
• do an ‘elective’ - an optional additional placement, if you’re studying medicine, veterinary medicine and science, nursing, midwifery or dentistry
• do an unpaid clinical attachment if you’re a graduate from a medical, dental or nursing school

Detailed information and the application process can be found here: Visit the UK as a Standard Visitor: Visit to study - GOV.UK

This scheme enables researchers (which includes academics, researchers, scientists, research engineers or other skilled research technology specialists) to come to the UK on a temporary basis, where they are hosted at a UK higher education institution (HEI).  The HEI is able to assign a Certificate of Sponsorship (CoS) for a maximum duration of 2 years to undertake the following activities

• A formal research project or collaboration
• A period of work-based training/work experience/internship/placement
• Skill development/knowledge transfer
• A series of lectures, which doesn’t amount to a formal teaching post
• External examinations

The researcher

• may be funded by their host, their overseas employer, or an independent UK or non-UK funding body
• must be in receipt of funding in line with, or above, the National Minimum Wage
• must apply from outside the UK

They cannot

• be self-funded
• fill a genuine vacancy i.e. in accordance with the Home Office rules, the role must be over and above the organisation’s normal staffing requirements, and which would not be automatically refilled once the post holder leaves

Read more about this here: Government Authorised Exchange visa (Temporary Work): Overview - GOV.UK

Below are links to all the relevant forms and guidance for Academic & Affiliate Visitors

• Academic & Affiliate Visitor Request Form (pdf version)
• Academic & Affiliate Visitor Request Form (word version)
• Visitors Policy 
• Academic & Affiliate Visitor - Initial Letter of Invitation 
• Academic & Affiliate Visitor - Formal Letter of Invitation
• Academic & Affiliate Visitor Agreement