visitors by keralaguest



SSEES receives a number of requests each year to accommodate academic visitors or graduate
students, almost entirely from overseas institutions. The requests are usually directed to a
member of staff with cognate interests, or sometimes made directly to a Head of Department. In
all cases the same procedures of acceptance, invitation, billing etc must be followed.

Individual staff who receive requests from prospective visitors, and wish to sponsor the visit,
should submit a request to the Deputy Assistant Director, which should include a curriculum
vitae, the purpose of the visit, and the research plans. This will be passed on to the Deputy
Director for consideration.

If the visitor is to be accepted, the Deputy Assistant Director will then liaise with HR and will be
responsible for ensuring visitors are notified to the Safety Officer who ensures Safety
arrangements; for keeping the Director informed about forthcoming visitors; and for maintaining
appropriate records. The member of SSEES staff who undertakes to sponsor the visitor will act as
nominated primary contact.

Visiting Academics (visits of more than one month)
Requests from overseas academics where the intended visit is for more than 4 weeks fall under
the UCL Affiliate Academics Scheme

UCL will admit Affiliate Academics who have been endorsed by the Deputy Director. The proposal
is based upon an application to pursue their work in a particular field of research, with collaboration
and consultation with members of the School as appropriate.

HR Consultancy will write formally to the Affiliate Academic to inform him/her of acceptance to UCL
and will send all appropriate information and documentation.

Fees and Costs
Affiliate Academics are charged a fee linked to that charged to UK/EU research students (£4,000 for
2011/12). This is fixed annually by the Fees Committee for the next academic year starting in
October. Fees for visits of less than a calendar year are normally charged on a pro rata basis.
All Affiliate Academics are liable for the approved fee. Invoices are prepared by HR Consultancy
and sent to the Affiliate Academic (or Sponsor). The address for the invoice should be indicated on
the proposal form. The UCL Visitor fee covers access to facilities, IT account and wireless internet
access in the Library and common rooms, ID card, and Library borrowing access.
A bench fee is charged if desk space and use of a computer (if available), and reasonable use of
telephone, fax, post and photocopying facilities are required. This is charged as follows depending
on the length of the visit:
8-12 months - £1,100
4-8 months - £750
1-4 months - £450
Short term visits (visits of less than one month)
Where a visit is requested for less than 4 weeks, these do not require institutional approval and
the UCL fee is not levied, nevertheless any costs must be met.

The member of academic staff who is hosting the visit must complete a Visitor Registration Form
before the visitor arrives and submit it to the Deputy Assistant Director. She will arrange for an
electronic visitor record to be created which in turn allows an ID card to be issued if appropriate.
Visiting academic staff and research postgraduates from overseas universities are allowed free
reference access to the Library throughout the year on production of id and authentication. Some
electronic resources can be accessed from dedicated terminals within the library but there are
exceptions and there are no PCs available for general use or internet access.
Fees and Costs
A bench fee is charged if an IS account and wireless internet access, desk space (if available), use
of a computer (if available), reasonable use of telephone, fax, post and photocopying facilities and
Library borrowing access are required:
The Deputy Assistant Director can provide an invitation letter from SSEES if required.

We frequently receive requests for visits from people who are studying for a research degree at
their home institution and who wish to spend time at UCL during that programme under the
guidance of a member of staff. UCL does not have a student visitor category [which would
undermine the fees structure] and all contacts of this nature must be directed to apply through the
UCL Admissions Office as Affiliate Students paying an appropriate overseas fee for the supervision
and guidance they wish to receive.

The length of study at UCL is usually between 3 months and one year and tuition fees for affiliate
study are the same as for the comparable degree programme pro rata to the number of weeks of
study at UCL. For taught programmes, the amount charged depends on which term, or terms, are
spent at UCL.

Decisions to accept overseas affiliate students follow the same rules and procedures as any other
applicants. Applicants for graduate level affiliate study must possess an acceptable university
degree (or equivalent) and meet UCL's English Language requirement. Any students who seek
admission to a programme or work schedule which has associated consumable costs, fieldwork,
bench work, data acquisition costs must be able to fund such work in the same way as non-affiliate
students, from sponsorship, funding bodies or personal resources. They may apply for partial
funding from the Graduate School if their registration period is for more than 6 months but this
cannot be for the core costs of the research. Affiliate applicants should be notified of this
requirement before acceptance. [Graduate Tutor as the authorised admissions signatory via
Admissions Assistant to check].

Short Course Students

Students on recognised short courses pay fees which cover all the costs of the provision and their
registration is handled separately.

Honorary Staff
When the department wishes to invite a visitor, or where we receive a request from a
distinguished academic whose visit would be of significant benefit to the department,
the Director has the option of proposing them as Honorary Members of Staff. This
must be discussed with the Director first before any discussion with the visitor and
arrangements must be in place to cover any exceptional costs. Further information can
be obtained at:

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