Skip to main content

Cookies on this website

We use cookies to ensure that we give you the best experience on our website. If you click 'Accept all cookies' we'll assume that you are happy to receive all cookies and you won't see this message again. If you click 'Reject all non-essential cookies' only necessary cookies providing core functionality such as security, network management, and accessibility will be enabled. Click 'Find out more' for information on how to change your cookie settings.

Accept all cookies Reject all non-essential cookies Find out more

Visitors and Affiliates

Introduction

The Radcliffe Department of Medicine recognises that Visitors and Affiliates can bring many benefits to the department and to colleagues, for example by sharing skills and experience, knowledge exchange and enabling collaboration in research. There can also be many benefits to the Visitor/Affiliate of participating in the life of the University of Oxford and having access to departmental/university facilities for a period of time. In RDM Visitors and Affiliates are proposed and supported throughout their visit/association by an academic departmental host.

Exclusions:

  • External examiners and other day guests are exempt from this Visitor and Affiliates Policy and Procedure.
  • Visiting Students are administered by RDM's Graduate Studies team as per the University policy.
  • Industry Visitors associated with spin-outs – Visitor agreements are generally not suitable for this purpose unless for a short visitor. There is a separate guidance in relation to spin-outs.

Visitors

Definition of a Visitor

A visitor is an academic or researcher who is not a University employee, worker or consultant and generally comes from another academic institution, for a single specific visit to Oxford, typically lasting from at least one month to one year during which time they are based and work in the department (or on occasion are based remotely, for example an ex-employee finishing supervising students) and are permitted to use or access departmental and University facilities.

Examples are industry visitors, visiting researchers, work experience students where it is not part of a recognised student course and collaborators from other departments within the University. They do not receive payment and are not treated as an employee of RDM. See the University's guidance on visitors.

Visas

It is important to note that where a visitor is employed by an overseas institution a visa is likely to be required. The costs of the visa and all elements associated with the visit are the responsibility of the visitor/their organisation. Visas can take a number of months to arrange and visitors from some countries working on certain project also need additional Academic Technology Approval Scheme (ATAS) clearance. This is part of 'Trusted Research' when the individual comes from certain institutions from countries with whom the UK government have trade sanctions, arms embargoes and other trade restrictions: Trade sanctions, arms embargoes, and other trade restrictions. See advice for academics on overseas visitors.

Overseas academics coming to the University for longer than six months to participate in collaborative research cannot apply as an Academic Visitor, and require a Tier 5 visa instead. See more on the Staff Immigration webpages.

Alternative to Visitor arrangements

Whilst visitors have a number of obligations similar to those of staff, it is also important to recognise that they are not employees and as such they do not carry out a university job or perform any work at the direction or under the supervision of the University, nor are they required by the University to attend the University or perform any services. Should this be needed, a secondment agreement can be used: information on secondments.

Visitor Agreements

Visitors must sign an agreement prior to their visit to protect both visitor and host. There are three university options available which the department can chose from, taking account of length of the visit, what the visitor will be doing and the department's risk assessment. University guidance suggests that:

  • the short form should be used for a visitor who remains an employee of another institution if they will not need access to confidential information or personal data and the visit is not prolonged.
  • the long form can be used when the visitor will remain an employee of a third party and will be conducting their own independent project without university supervision. Historically this form has not been found useful so an honorary research agreement can be considered as an alternative.
  • An Honorary Research Agreement is therefore recommended to be used for all visitors and affiliates that need access to confidential data or who are participating in supervision of students. This will include ex-employees who wish to require a short period of time to complete the write up and publication of their research outcome and or the completion of supervision of students.

Affiliates

Definition of an Affiliate

RDM defines Affiliates as Visiting Professors, Emeritus Professors (where active) and Honorary Senior Clinical Lecturers. People are appointed to/confirmed in these statuses by MSD. They can require a similar level of support as visitors depending on the nature of their association with RDM. The time that they are associated with the department differs to that of Visitors.

  • Emeritus Professor status is an automatic right in certain circumstances, and anything beyond the University's standard offer to an Emeritus Professor depends on whether they wish to continue to be active in the department and how the department might choose to support that activity.
  • Visiting Professors' periods of visits are governed by MSD policy.
  • There is no end date for the association with the department of Honorary Senior Clinical Lecturers - however once they are no longer teaching on behalf of RDM, the association should be ended.

Requirements

If Affiliates (including Emeritus Professors) have access to confidential data, are undertaking research or are using departmental premises, it is important that they sign a suitable agreement. Those who are conducting research or supervising students will need an Honorary Research Agreement, others not engaged in those activities, but who are otherwise visiting the site and taking part in departmental activities, will need to sign a Visitor Agreement.

More information on affiliates can be found on the MSD and University websites:

Process to arrange a Visitor or Affiliate

It is the responsibility of the prospective visitor's or affiliate's academic host to follow the full process before they start. Anyone arriving without having following the process and without a signed agreement will not be able to access the department and its resources.

Visitor application process for Visiting Researchers, Industry* and Academic Researchers from other institutions

1

The prospective visitor and academic host agree a visit in principle.
2

The academic host proposes the visit to RDM Head of Division and Business Manager including the following details: CV, start date and length of visit, the potential benefits to the department of hosting the visitor including the contribution they will make to the research environment, a commitment to support them during their visit and brief research plan.
3

RDM Head of Division/Business Manager inform local HR team regarding approval in principle of the visit and any visa arrangements (NB: a minimum of 1 month is required for visitors who do not require a visa, 4 months for ones that do).
4

RDM Divisional HR team gathers required documentation to apply for a visa, including writing a letter of support, or if no visa is required sends the prospective visitor a Visitor Agreement for signing.
5

Only applicable if a visa is required)

The visitor submits a visa application and informs the RDM divisional HR team when it is granted, including their travel itinerary.

HR issues a Visitor Agreement for signing.
6

Signed Visitor Agreement received by RDM divisional HR team

The RDM divisional HR team inform the academic host, who contacts the visitor to agree timings, induction arrangements including for health and safety/risk assessments, bench space and equipment (including IT), any access needed, and confirm to HR their start date. HR arrange for mandatory first-day checks (Right to Work) which must take place before any research is undertaken.

The HR will add the visitor to the HR system (PeopleXD) in the non-employee category with the proposed expiry date of the visit.
7

RDM Divisional HR team runs monthly reports re visitors coming toward the end of their agreed time and asks the academic host if there are plans to extend the visit or if it can be ended as originally planned.

* Industry visitors from spin out companies: There is a separate guidance in relation to spin-outs

Affiliates process for Visiting Professors and Honorary Senior Clinical Lecturers

As for the Visitor process above, however between step 3 and 4 the following takes place:

3a For Honorary Senior Clinical Lecturers the following additions are also required:
  • a completed application form and
  • a letter of support from the RDM Head of Division

For both groups the following is needed in addition to the process for visitors:

  • All documentation should be sent to HoD email address and copied to the EA of HoD and HAF
  • EA of HoD and HAF emails MSD for sign off by MSD Divisional Registrar
  • Once sign off obtained, EA of HoD and HAF confirms to the RDM Head of Division/Business Manager that permission has been granted and the Business Manager writes to the affiliate welcoming them to RDM and requests a discussion as to their support requirements
  • The Business Manager follows up any agreements made in writing with a suitable review date

Affiliates process for Emeritus Professors

Emeritus Professor status is automatic in certain circumstances (see university link above).

When the RDM Division becomes aware of an impending professorial retirement they should arrange to meet with the individual to discuss their Emeritus expectations. The options are:

  • Title and status
  • Title, status and occasional on-site visits
  • Title, status and research and or supervisory activities

Should the Emeritus Professor wish to have an on-site presence or continue with research/supervisory activity they should discuss their requirements so that the RDM Division can suggest what they are able to offer. The Business Manager (in consultation with Head of RDM Division) will be in touch with the Emeritus Professor following the meeting in relation to the proposed support to put the agreed support in writing, and to set a review date in 3 years (or earlier if the proposed work will end earlier) with either a visitor's agreement or honorary research contract (to be commenced when they retire).

The Business Manager should also inform the EA to HoD and HAF in relation to the name, date of retirement and any agreements for continued visits/research/supervisory activities, so that an appropriate letter can be sent from the HoD.

EA to HoD and HAF will write to all retirees who meet the criteria for Emeritus status in relation to their confirmation of their status and basic entitlements.

Emeritus Professors need to request a retiree University Card via this process.

The RDM Head of Division will be the academic host of an Emeritus Professor in their division.

Ending a Visitor or Affiliate association

1 Local RDM divisional HR team to run a monthly report from the HR system on which Visitors and Affiliates have an end date within the next two months.
2 Local RDM divisional HR team contact the academic host to determine if the arrangement should be extended.
3 Academic host to discuss with the individual whether or not the visit is to be extended and if so the new end date.
4 Academic host to inform local HR team if the visit will end or be extended and if so for how long.
5 If the visit is ending the academic host will make arrangements for any equipment, access badges etc to be returned on or before the final date of the agreement.
6 A letter should be prepared by the local HR team thanking them for their service on behalf of the RDM Division.
7 If the visit is to be extended the local RDM divisional HR team will write to the Visitor or Affiliate to this effect, extending their Visitor's Agreement or honorary research contract and enter the new end date on the PeopleXD HR system

Please note, Honorary Senior Clinical Lecturers do not have a specific end date so at least bi-annual checks should be made by the academic host to find out if they are still teaching and a letter thanking them for their work should be sent once they are no longer doing so. MSD HR should also be informed when an Honorary Senior Clinical Lecturer is no longer supporting the department.

RDM's expectations

In addition to the general expectations of Visitors and Affiliates to the University, co-operation and compliance in terms of matters of health and safety is essential. RDM Visitors and Affiliates as appropriate will be expected to contribute to the department's research environment through collaborative work and scholarly conversations with members of the department working in areas of similar interest. Visitors and Affiliates as appropriate are encouraged to join one or more of the department's research groups during their stay and attend research group seminars, as well as public seminars and other departmental events. They may also wish to give a research seminar based on their own work. At the end of their stay, it would be most helpful for them to provide an account of their activities, research progress and achievements.

Should RDM recognise that these standards are not being maintained, the department reserves the right to withdraw visitor status at any time. Should RDM be concerned that affiliates are not adhering to these standards they will seek advice from MSD.

What RDM offers

The academic host will act as a designated departmental 'manager', offering relevant research and non-research related support for the duration of the visit or affiliation. Visitors who are in the department for more than one month will be entitled to an Oxford University Card, access to departmental and university libraries and access to a university email address during the visit. Visitors will also have access to public university spaces as well as full wireless internet access. The department may not be able provide dedicated office space, but visitors may be able to access a hot desking facility (subject to availability). This will be arranged in association with the host area.
The department may be able to provide computer hardware or software for visitors for use during their visit but if this is not possible visitors will need to bring their own laptop or suitable alternative.

Costs

Visitors may need to apply for research funding schemes through their home institution in order to fund the cost of their visit, for example visitors who require a visa but do not qualify for the academic standard visitor visa route must secure funding (not self-funded) to support their visit in order to be eligible for a Tier 5 visa. Please note that the department does not provide salary or other financial payments to visitors, and incurred costs, including but not limited to: interlibrary loans, administration costs, and consumable costs.

Accommodation

The department does not provide living accommodation, nor can it assist with finding accommodation in Oxford. For assistance, visitors should use the University of Oxford Welcome Service.

College Association

If a visitor wishes to apply for association with a college for the duration of the visit, the visitor will need to contact the relevant college directly. Please note that there is a separate fee for college association: please find details on individual college websites. Browse the full list of colleges. Being accepted as a visitor does not automatically grant College association.

March 2025

On this page

Working at RDM