Visitor Policy
- School policy
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The School encourages 'Visiting' appointments to be offered to researchers, scholars or equivalent specialists who will contribute to the intellectual life of the School. Renewable appointments can be made for periods of one month to three years and applications must be approved following the process outlined below.
Most applications for Visiting status are for individuals working within HEIs, but Honorary titles can also be awarded to those working outside this sector. Detailed information on HR criteria for these titles is attached to the application form and should be read carefully before submission.
In certain circumstances, a member of staff may wish to invite a visitor to undergo a short-term research project or collaboration as a School Associate. This is encouraged but should be discussed with the Head of the Research Group and/or the Head of Department. It should not be assumed that this can proceed without considering available work and/or laboratory space, visa implications and insurance (see FAQs).
Note that Emeritus appointments are still administered using the Emeritus form and sent to HR.
- What is expected of the sponsor/applicant?
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Proposing and Sponsoring a Visitor
A Sponsor is the visitor's key personal link with the Department and School, and this link should be developed before making an application. The sponsor will subsequently:
- Endorse and support the application
- Help the Visitor integrate into the School and relevant Department professionally and socially
- Arrange appointments for Visitors to meet others in the School with overlapping interests
- Give advice on practical aspects of living in the local area
- Explain the administrative procedures within the School
- Interact with the Visitor on a regular basis in connection with the study programme/research project
Those sponsoring the appointment of a visitor should agree with them in advance what outputs are expected. These would normally include one or more of the following:
- Giving a seminar to faculty and students or a Guest Lecture within an undergraduate or postgraduate course
- Production of a working paper or equivalent
- Giving advice to students (e.g. on dissertations, careers)
- Production of a collaborative research proposal with a member of faculty
- Application process
- The sponsoring staff member should:
- Download HR's 'Visitor and Honorary title request form' from the bottom of this page and read the guidelines on the application form to establish which category a visitor falls into. Visitors who fall outside of HR categories can be invited as a School Associate. Students requesting a placement outside of an established exchange scheme can be invited as a Visiting Student.
- If the visitor is not a UK/Irish National please refer to 'Appointing Visitors from Overseas” guidance document. Please note that the ATAS process (if required) can take several months to complete and should be started as soon as possible to avoid delays to the visit start date.
- Send the form, along with a CV, via email to schooladministrator@enginf.sussex.ac.uk accompanied by a brief rationale for the appointment. Please include whether the visit is in person or remote.
- Request approval for the visitor by the Head of School/Head of Department.
- Draft and confirm invitation letter with HR.
- Send the invitation letter to the visitor via email, copying in the sponsoring staff member.
- If ATAS is required, HR will liaise directly with the applicant and sponsor.
- Remote visits: book and conduct an online ID check with the visitor.
- In person visits: book and conduct an ID check in person upon arrival on campus.
- Ensure visitor is added to the database.
- Provide sponsoring staff member with visitor's person code in order to set up IT account.
- In person visits: arrange payment of bench fees with the applicant.
- Respond to communication and requests for additional information from HR and the School Office promptly.
- If required, apply for ATAS clearance at least 3 months in advance of the visit start date.This is the sole responsibility of the applicant.
- If required, apply for visa for visit.This is the sole responsibility of the applicant.
- Be prepared to provide identity documents and attend an online or in person ID check with the School Office.
- After receiving visitor's person code from the School Office, submit an IT ticket to setup an IT account for the visitor via the portal.
- Provide the visitor with IT account information.
- Provide the visitor with links and guidance for their visit (see bottom of page).
- If required, send a SALTO card request form to schooladministrator@enginf.sussex.ac.uk for the visitor. Once School Office have confirmed SALTO card is available to collect, arrange collection by sponsor or visitor from the School Office in Chichester 1.
If there is any change to the planned dates of a visit, please communicate this via email to schooladministrator@enginf.sussex.ac.uk at the earliest opportunity.
- Bench fees
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In the case of campus-based visitors, serious consideration must be given to available work and/or laboratory space before an offer is made. A monthly (currently £350) or termly (currently £1000) bench fee may be applied to cover costs of administration, office space, and access to library and sporting facilities. This charge meets the costs that the School will pay through the University Resource Allocation Mechanism. Requests to waive or reduce the fee will be considered - please note this on the application form.
- Insurance
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Any visitors under an employment contract with the university will be covered by all University Insurances. If the visitor is just using our facilities to conduct research (and/or to teach) for their substantive employer then they will need their own Professional Negligence cover. Any questions on insurance cover for visitors should be directed to the Insurance Office via financeservicedesk@sussex.ac.uk.
Visitors are advised to take out their own medical/possessions insurance to cover their stay.
- Exchange students
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For placement applications from students on an established exchange scheme, contact the Study Abroad Office as soon as you decide you would like to host the student and they will take care of the paperwork, including registration.
- Visiting Doctoral students
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There is a separate process for visiting doctoral researchers via the Doctoral school.
- ID checks
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The School Office will complete an ID/UKVI check with every applicant either via video call or in person. Applicants must be able to present an original document before the visitor's application can be signed off.
When appointing (or extending) a visitor who is not a UK/Irish National please refer to 'Appointing Visitors from Overseas” guidance document.
- Extending a visit
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If it is decided to extend a visit, confirm this as early as possible before the current end date. Complete a new copy of the title request form and indicate "extension" and send to schooladministrator@enginf.sussex.ac.uk.The School Office will check that the visitor is still eligible to remain in the UK, issue an extension letter, and update the system. Please also let the school office know if the visit ends early.
- Practical advice for visitors
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Access to Sussex IT network
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No Eduroam? Try the 02 network
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Please find the visitor expenses claim form here
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Books of parking vouchers can be purchased from SEF. Please note the school office no longer sell parking vouchers so groups are recommended to buy a book of vouchers well in advance of needing them.