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The titles of Visiting Scholar and Visiting Student are awarded to facilitate research collaborations and to enhance academic ties and research networks.

Visiting Titles may be conferred on individuals who are working on University premises and/or in collaboration with University staff for a fixed period of time. All other invitees should be processed as visitors without the need for a Visiting Title. 

 

  • Procedures for the Nomination and Approval of a Visiting Student

    A standard Visiting Student Title Nomination Form‌ should be submitted for the conferral and renewal of all Visiting Student Title applications to the relevant School. Visiting Student application forms are available from School websites or by contacting School offices at  https://www.qub.ac.uk/contact/Schoolofficecontactdetails/

    The steps of the process are as follows: 

    1. A potential student visitor expresses interest in a visit to the School by completing the Visiting Student application. Relevant accompanying documentation should be provided as appropriate including a copy of proof of registration at their home institution and a copy of their passport/visa. 
    2. The School reviews the application and if accepted, assigns an appropriate supervisor.
    3. If the candidate is an international visitor, the nomination should be sent to International Student Support (if the duration of the visit is six months or less) or International Staff Support (if the duration of the visit is more than six months) for immigration screening. This screening should be completed for both new and renewal applications. 
    4. An additional consideration for students who are non-European Economic Area nationals and who wish to apply for a Visiting Student title for any duration in certain subject areas is the requirement to apply for clearance under the Academic Technology Approval Scheme (ATAS). This scheme is mainly for postgraduate students, with a few exceptions, and does not apply to subjects in the areas of Arts or Humanities. ATAS clearance must be obtained before application to immigration for visas.
    5. Once approval of a new Visiting Student nomination is granted:
      1. The School issues an appointment letter and the Terms and Conditions for Holders of Honorary Status.
      2. The candidate returns a signed copy of the letter accepting the Visiting Student title on stated conditions.
      3. The School adds the Visiting Student to the QUB Additional Persons database and, on confirmation of the visitor’s citizenship/visa status, provides an identification card to the holder upon collection.
    6. For renewals:
      1. Where appropriate, the School will send on the application form for immigration screening.
      2. The School updates the Visiting Student’s record on the QUB Additional Person database to reflect their new end date.
      3. The School then issues a renewal confirmation letter
      4. An updated identification card can be provided upon request.
    7. Schools will invoice the Visiting Student for the appropriate bench fee, via Finance where appropriate.

     

    The University’s Privacy Notice in respect of Visiting Titles can be accessed here

  • Procedures for the Nomination and Approval of a Visiting Scholar

    A standard Visiting Scholar Nomination Form should be submitted for the conferral and renewal of this Visiting Title. 

    1. Potential applicants submit applications nominations on the standard Visiting Scholar form to the relevant School.
      1. The form must be signed by the Head of School (or the Centre Director within the School of Medicine, Dentistry and Biomedical Sciences) and relevant accompanying documentation provided as appropriate (copy of passport/visa). 
      2. Schools should advise nominees about use of the personal data contained within the nomination form and provide the nominee with a copy of the relevant Privacy Notice. 
      3. The nomination form must be submitted at least two weeks in advance of the commencement date of the title.  Retrospective forms will be processed from the date of receipt in Academic Affairs.  Please note this could create issues with visas, employers and insurance.
    2. The Secretary of the Honorary Titles Group checks the nomination forms as they are received to ensure that the Visiting Scholar form has been used and is in line with the criteria and that the duration for the award is appropriate.
    3. If the nominee is an international visitor, the nomination will be sent to International Staff Support for immigration screening.
    4. Once approval of a new Visiting Scholar nomination is granted:
      1. Academic Affairs issues a document outlining rights and responsibilities, and a letter of acceptance.
      2. The candidate returns a signed copy of the letter accepting the Visiting Scholar Title on stated conditions.
      3. Academic Affairs adds the Visiting Scholar Title holder to the QUB Additional Persons database and, on confirmation of the visitor’s citizenship/visa status, provides an identification card to the holder upon collection.
    5. Once approval of a renewal nomination for Visiting Scholar is granted:
      1. Academic Affairs updates the Visiting Title holder’s record on the QUB Additional Person database to reflect their new end date.
      2. Academic Affairs then issues a renewal confirmation letter and updated identification card.

     

    The Secretary of the Honorary Titles Group reports on Visiting Scholar Titles on a regular basis to the Honorary Titles Group.

    The University’s Privacy Notice in respect of Visiting Titles can be accessed here

  • Duration

    Visiting Student

    A Visiting Student title will be conferred initially for a maximum period of one year and can be renewed on an annual basis, up to the end of their registration at their home institution.

     

    Visiting Scholar

    A Visiting Scholar title will normally be conferred initially up to a maximum period of three years, and for a cumulative maximum period of six years.  Collaborations beyond this period should be considered under the Honorary Titles procedures.  The initial duration requested may be for longer than three years in cases where a funded project is scheduled to run for an extended period.

  • Employment Status

    The award of a visiting title does not create an employment relationship between the title holder and the University. 

  • Remuneration

    Remuneration is not normally paid to those holding Visiting Titles.

    Under the regulations of UK Visas and Immigration (UKVI), visitors to the UK should not undertake paid work. They will need to satisfy UKVI that they have sufficient funds to support and accommodate themselves without working or recourse to public funds. 

  • Intellectual Property

    Ownership rights may vary depending on external employers’ rights, existing agreements and other factors – please contact the Intellectual Property team to establish the specific intellectual property position.

  • Entitlements and Obligations

    Entitlements

    Visiting Scholar Title holders are entitled to full library access; are eligible to register for a University email address and to use Queen’s Online; and may apply for membership of the Physical Education Centre.  Visiting Scholar Titles holders are covered by the Employers’ Liability insurance policies when working on University premises, providing the appropriate risk assessment has been carried out.

    Visiting Student Title holders are entitled to on campus library access; are eligible to register for a University email address and to use Queen’s Online; and may apply for membership of the Physical Education Centre.  Visiting Student Scholar Titles holders are covered by the Employers’ Liability insurance policies when working on University premises, providing the appropriate risk assessment has been carried out.

    Obligations

    Visiting Title holders are required to undertake research in collaboration with a named member of University staff.  In common with all members of University staff, Visiting Titles holders are required to comply with the standard Queen’s policies and procedures when on University premises and/or carrying out work in their capacity as a Visiting Student or Visiting Scholar.