To qualify as an Academic Visitor:

Academic Visitors must/may:

• be highly qualified in their field of expertise and currently employed in a teaching and/or researching role in that field at an academic or higher education institution overseas
• be on sabbatical leave from their home institution and carrying out research for their own purposes
• take part in a formal exchange programme (e.g., where the University is collaborating with an overseas university on research and exchanges staff for some or all of the duration of the project) and where their salary continues to be paid by their own institution
• come to share knowledge and experience or hold informal discussions with UK counterparts
• take part in a conference, meeting or seminar that is not a commercial or non-profit venture

Academic Visitors cannot:

• Be students or recent graduates
• Be conducting research on University of Manchester hosted projects
• study
• be retired
• be a named researcher on a grant
• be a sponsored researcher (see GAE/Tier 5)

Visitors who are employed by academic or higher education institutions overseas and who are also students must obtain a short term study visa to enter the UK.

Fee payments to Academic Visitors

Permitted Paid Engagement for Visitors

We are not permitted to pay someone a fee for work undertaken for the University on a Standard Visitor Visa.

A non-visa national and can enter the UK through the e-gates and doesn’t need to apply in advance to be a standard visitor/business visitor/academic visitor.  However, none of these routes permit us to pay a someone for work/guest lectures undertaken.  In these cases, we are however able to reimubrse them reasonable expenses for their trip, subject to budget holder approval for the expenditure. 

If we wish to pay them, visitors must enter the UK as a ‘Permitted Paid Engagement’ (GOV.UK).  They will have been given a stamp in their passport, which then permits us to pay them.

Academic Visitors should go through the academic visitor application process outlined elsewhere on this page; the panel will review and approve the visit as a permitted paid engagement, the outcome will provide Visitors with the information they needed to follow at the UK border.

For further information please contact martin.banks@manchester.ac.uk (SEED's People Partner), or people.globalmobility@manchester.ac.uk.

Please refer to the relevant guidance from People and OD:

• ATAS - Who does it apply to and what you need to do
• Academic Technology Approval Scheme (ATAS)

General Visitors to the University

If you are visiting the University of Manchester and are having difficulty connecting to the eduroam service, please contact your home institution's IT Service Desk. If they are able to confirm that their eduroam profile is working correctly but you still cannot connect, please contact our IT Support Centre.

Academic Visitors to the University

Please first check if your visitor has an Eduroam account set up from their home institution. If so, they should connect to the wireless network eduroam, assuming it is available in your building.

To be UKVI compliant, all requests to access UoM IT services (including email and Blackboard) must request IT access via a Visitor Account Access Application. If an in-person visit is not required, the application should request a 'remote' visit.

Visitor applications are reviewed by a panel in P&OD. Please submit these in good time for review and processing in P&OD.

For agency staff, contractors, auditors, NHS employees, work experience and PSC (e.g. suppliers of services who have active University Supplier setup and invoice for their services) who need access to IT facilities please complete the IT Account Application. (This form cannot be used for academic visitors who are unpaid or are paid via PR7 Non-Staff Fee Claim forms).

Please see here for complete guidance on the visitor application process, including which form to use: https://documents.manchester.ac.uk/DocuInfo.aspx?DocID=69241

Application

• The first step is to communicate with your Head of Department about the proposed visit and to gain agreement in principle.
• If a Visitor needs an invitation to obtain funding (initial invitation) there is a standard letter template here: Visitors 2021 - Initial Letter of Invitation (The University of Manchester) which you can complete and send to SEEDSchoolOffice@manchester.ac.ukto arrange sign off.
  • Please do not issue your own letter. There have been instances where a Visitor has obtained a visa as a result of an invitation directly from an academic, and arrived at the University when the Visitor has not been formally approved by the University.
• Complete the application form with the Visitor: International Visitor Request Form
• Please ensure you carry out due diligence with regard to ATAS and Export Control – this may be required if the Visitor's home institution is in a Key Country. If it is, then you will need a confirmation letter from Export Control to submit with the application.
• Once the application form is completed, and you have all of the required supporting documentation, please submit to SEEDSchoolOffice@manchester.ac.uk.

School Office Review

• When the application paperwork is received by the School Office, there will be an initial review to ensure that all required paperwork is there and the application has been completed in full. If there are any omissions or errors, this will be followed up with the Nominator.
• The application will then be sent to the Head of Department (HoD), so they are aware of visits and potential contribution in terms of research priorities and the internationalisation strategy.
• The Head of Department will review the application and raise any queries with the Nominator. Once queries are resolved, the HoD will approve the application and return it to the School Office.
• If the application relates to a Visiting Professor the Head of School and then the Faculty Dean will be asked to review/approve.
• School Office will then send the application to People Global Mobility (within the Directorate of People and Organisational Development).

People Global Mobility Review

Applications are reviewed by a panel in People Global Mobility once a week, though it does depend on volume as to how quickly the applications gets reviewed. People Global Mobility will make the final judgement on whether the Visitor will require a visa and may come back with queries before the decision is made.

Once a decision has been made, People Global Mobility will advise what to do next, including which visa is appropriate.

Standard Academic Visitor Visa

If the Standard Academic Visitor route is approved, they return the application to the School Office who will then issue a formal invitation. The Visitor can then apply for the visa themselve: Visit the UK as a Standard Visitor: Visit as an academic (www.gov.uk)

Temporary Worker Authorised Exchange (Previously "Tier 5" Visa)

• People Global Mobility issue a Certificate of Sponsorship (CoS) Information Request Form – Temporary Work – Government Authorised Exchange.
• This form asks for personal details as well as proof of sufficient funds - copies of bank statements showing that the visitor has held the minimum funds that are allowable for at least three months.
  • There is a minimum of amount for each individual (including partners, children and other dependants who are coming to the UK with the visitor).  At no point must the funds drop below the minimum requirement.
  • Proof from the Visitor’s employer of salary, and any sponsorship for the visit, will also be required.
  • The Staff Nominator may be asked to provide a job description for the work the visitor will undertake.
• People Global Mobility then apply to the UKVI for a CoS via the points based system.
• When this is issued they email the Visitor with the CoS (copying in the School Office).
• The Visitor then has to apply to the Entry Clearance Officer for the necessary visa for them to travel to and remain in the UK (Temporary Work – Government Authorised Exchange visa - www.gov.uk), submitting the original documentation/information.
• When the leave is granted, the Visitor will be issued with an e-Visa and will be able to view their status through the GOV.UK ‘View and prove service’.
• They must enter the UK and start their visit within 28 days of the start date on the CoS or the date of issue of the e-Visa, whichever is the later. If they cannot do this they have to let People Global Mobility know as sponsorship may need to be stopped.
• From 6 April 2022 non-British/Irish nationals must demonstrate their right to work in the UK via the Gov.UK’s right to work service (Prove your right to work to an employer- www.gov.uk).  The Visitor has to provide People Global Mobility with a share code for them to undertake a right to work check before they start working or on the first day.  The right to work check must be completed in person.
  • If People and OD will perform the check, please ask the visitor to go to the Simon Building between 09:00 and 16:00, Monday-Friday (not bank holidays or university closure dates). Please ensure that you inform your visitor to inform the reception staff on arrival that they need a Tier 5 right to work check as part of a visitor application.
  • If you as the appointing manager does the RTW check, please see guidance here.
• The Visitor has to check whether they are required to register with the police in the UK https://www.gov.uk/register-with-the-police.
• Visitors may need to pay the Immigration Health Surcharge (IHS), payable by all non-British/Irish nationals who come to the UK to work or study for more than 6 months, or who are already in the UK.  By paying this surcharge migrant workers will have access to NHS facilities (https://www.gov.uk/healthcare-immigration-application).

NB The CoS can only be applied for 3 months in advance of the visit, as it is time limited.

Nominator Responsibilities

• Communicate with the Head of Department about the proposed visit/visitor.
• Ensure the correct visitor form and supporting documents are submitted to the School Office, and to carry due diligence with regard to ATAS and Export Control.
• If the Visitor is coming under a Tier 5 route, you will need to produce a job description.
• Maintain contact with the Visitor prior to the visit and liaise with the department support about related requirements.
• Be physically present on the Visitor’s first day in the department/ Institute to on-board them into the department and to familiarise them with the University.
• Escort to People Global Mobility for them to collect their staff card and take relevant paperwork, visa information and passport etc and if coming under a Tier 5 visa make them aware of the right to work check and ensure that they do this.
• Maintain regular contact throughout the visit.

Head of Department Responsibilities

• Review the application and raise any queries with the Nominator.
• Approve the application and return to the School Office.
• Meet with the visitor to welcome them to the department, if desired.

School Office Responsibilities

• Initial review of the application and supporting documentation and follow up any omissions/queries.
• Send application to the Head of Department for review/approval.
• Arrange for HoS and Dean review/approval for Professorial Visitors.
• Send the documentation to People & Global Mobility for review and approval.
• Once approved, issue a formal invitation letter, entry clearance letter (and the Visitor Agreement Template) to the Visitor.
• Log the Visitor’s stay to ensure a complete record of visiting staff.