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Visiting Titles

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. 

    Forms are available directly from School webpages or by contacting School offices.

    The steps of the process are as follows: 

    1. A potential student visitor expresses interest in a visit to the School by completing the School's 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 a Non-UK/Non-Irish passport holder, the nomination should be sent to International Student Support (if the duration of the visit is six months or less) or Immigration Support Service (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 international visitors who wish to apply for a Visiting Student title for any duration in certain sensitive subject. The Academic Technology Approval Scheme certificate is required when undertaking an element of research at postgraduate research level in certain sensitive subjects, including science, engineering, medicine and technology and the individual is applying for an initial or extension Skilled Worker or Tier 5 (GAE) Sponsored Researcher visa or visiting to undertake research under the Standard Visitor route. The following nationals are exempt from the ATAS requirement: UK, EU/EEA, Swiss nationals and nationals of Australia, Canada, Japan, New Zealand, Singapore, South Korea, or the United States of America. ATAS clearance must be obtained before International Staff Team can issue a Certificate of Sponsorship (Skilled Worker or Tier 5 (GAE)) and before commencing research if visiting under the Standard Visitor route.
    5. Due consideration should also be given to ensure compliance with any export control requirements, if applicable.
    1. For renewals:
      1. Where appropriate, the School will send on the renewal application form for immigration and ATAS 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.
    2. Schools will invoice the Visiting Student for the appropriate bench fee, via Finance where appropriate.

     The University has a Privacy Notice in respect of Visiting Titles.

  • 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 Committee 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. The School and nominee are required to confirm that they are satisfied with the arrangement to undertake research duties with no payment where a nominee is self-funded.
    3. If the nominee is a Non-UK/Non-Irish passport holder, the nomination will be sent to International Staff Support for immigration screening.
    4. The Academic Technology Approval Scheme (ATAS) is an additional consideration for all international Visiting Scholars (apart from exempt nationalities) who are subject to UK immigration control and are intending to study or research at postgraduate level in certain sensitive subjects. Visiting Scholars in these sensitive subjects must apply for an ATAS certificate before they can study or start research in the UK.
    5. Due consideration should also be given to ensure compliance with any export control requirements, if applicable.
    1. 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 Committee reports on Visiting Scholar Titles on a regular basis to the Honorary Titles Committee.

    The University has a Privacy Notice in respect of Visiting Titles.

    Key contact: Mat Bolton (egp@qub.ac.uk)

  • 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

    Under the regulations of UK Visas and Immigration (UKVI), visitors to the UK must not undertake any type of work, whether paid or unpaid. They will need to satisfy UKVI that they have sufficient funds to support and accommodate themselves without working or recourse to public funds. Should a Visiting Title holder’s visa permit work, that work must be unrelated to the research described in the nomination form.

    Remuneration is not normally paid to those holding Visiting Titles. However, if their visa type permits it, a Visiting Title holder may be paid for activities unrelated to the research defined on their nomination form. Examples may include delivering a lecture or undertaking a Teaching Assistant role. The Visiting Title holder must be registered on QWORK if they wish to undertake casual work at the University, unrelated to their research as a visiting scholar in the appropriate category. 

  • 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 Title 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 Title 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.

    Visiting Title Holders are issued with a set of Terms and Conditions which must be signed prior to confirmation of the Title. 

    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.

  • Rescinding or Ending a Visiting Title

    Procedure for Ending a Visiting Title by Agreement Before the End of its Duration

    Approval to end a current Visiting Title by agreement with the Student/Scholar Title holder before the end of its duration should be sought from the Head of School. The Secretary to the Honorary Titles Committee should also be informed at egp@qub.ac.uk to enable Additional persons to be updated and to notify Immigration Support Service/International Staff where there are visa implications. Please also contact egp@qub.a.cuk if you are ending a Visiting Title arrangement by agreement with the Title holder if you require any further advice and guidance.

    Procedure for Rescinding a Visiting Title

    The need to rescind a Visiting Title happens very rarely, but it may be required where there is a conflict of interest or other matter that may bring the University into disrepute. Approval for the rescinding of a current Visiting Title before the end of its specified duration is undertaken by the Honorary Titles Committee following endorsement of the withdrawal of the Visiting Title by the Head of School. Please contact egp@qub.a.cuk if you need to withdraw a Visiting Student/Scholar Title for further advice and guidance.

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