Arrangements for visiting scholars (including visiting students)
Arrangements for internal postdoctoral staff to access Library and IT after end of contract (temporary to 31 July 2022)
The ‘Visiting Scholar Notification Form - Internal (Word, 26 KB)’ should be completed by the Head of School to provide extended access to the University, including access to the Library and IT facilities, for postdoctoral research staff (PDRA) at the end of their University of St Andrews’ contract. Completed forms should be sent to firstname.lastname@example.org.
The University welcomes visiting academic scholars and students. Visiting scholars may have different arrangements and associations with the University.
They may apply to visit the University for a period of 1 to 12 months whether for a short research visit or for an extended stay during sabbatical leave from their own university. We provide access to University facilities enabled by an ID card and a guest email account if required. The applicant should have a specific research reason to be in St Andrews, either because of materials available in the University library or because of a research link with a current member of the University staff.
Where the research visit can be funded and is not already part of a funded research collaboration, fees are charged as a contribution towards the cost of providing access to library, building and network facilities, and where applicable, supervision of student visitors. If a visitor is not receiving funding for their stay, a case can be made to have part of the fee waived.
These arrangements apply only to Visiting Scholars (members of academic staff or students enrolled at other educational institutions) whose intended visit has an academic purpose. Other arrangements exist for those who study, visit or work at the University in other capacities.
There are three types of Visiting Scholar:
a) Academic Visiting Scholars and collaborative visiting PhD students where the visitor essentially receives computing and library facilities. An annual fee of £1000 is normally charged (pro rata per quarter). However, if the Head of School is able to have the School host the visitor within available resources, then the Head of School may waive the full fee.
b) Postdoctoral Visiting Scholar: the fee charged to a Postdoctoral Visiting Scholar will be £5000 per annum (£2500 per half year). If the Head of School is able to have the School host the visitor within available resources, then the Head of School may waive part (40%) of the fee. In certain cases further discussion between the Head of School and the Vice-Principal (Research) may be necessary.
c) Visiting PhD Training Student: the fee charged to a Visiting PhD Training Student will be £4000 per annum (£2000 per half year). Visiting PhD students are not registered students in St Andrews; they are on a non-graduating route but often receive supervision support and research training. If the Head of School is able to have the School host the PhD visiting student within available resources, then the Head of School may waive part (40%) of the fee. In certain cases further discussion between the Head of School and the Vice-Principal (Research) may be useful.
A member of staff wishing to host a Visiting Scholar should discuss the merits of the case with the Head of School. If the Head of School wishes to accept a Visiting Scholar, they should complete and return a copy of the form ‘Visiting Scholar Notification’ to email@example.com, briefly stating the purpose of the visit and the expected beneficial outcomes. The School should indicate on the form whether a fee should be charged. This should be returned at least one month before the start of the proposed visit. Once the Notification form has been forwarded to firstname.lastname@example.org, the School will receive an email to state that it has been actioned and to arrange an ID Card. It is the responsibility of the Head of School to inform the Visiting Scholar of the invitation and to make all further arrangements for the visit, including raising an invoice - see below. If the visit does not take place, or if the dates of the visit are subsequently changed, please inform email@example.com.
Arrangements for the visit
In addition to the fee for the Visiting Scholar, during the process of arranging a visit the host and the Visiting Scholar should consider the following matters and ensure each is addressed accordingly -
- Accommodation – suitable accommodation for the visitors stay should be arranged before they arrive in St Andrews. Information can be found at http://www.st-andrews.ac.uk/accommodation/private/
- English Language – Please ensure the visiting has reasonable level of communicative competence in English. Please see the visiting scholar form for more details
- Visa - To comply with UKVI rules anyone undertaking work activities at the University including visiting scholars should have the right to work in the UK to ensure that they have permission to undertaking work activities while at the University. If the visiting scholar requires a visa to work in the UK then advice should be sought from Human Resources or the UKVI website https://www.gov.uk/government/organisations/uk-visas-and-immigration.
Where a fee is to be charged, the School should complete a Request to Invoice Form (Excel, 1,552 KB)detailing the person or institute that should be invoiced along with all other relevant information and email to firstname.lastname@example.org. Please confirm in the email if the amount to be invoiced includes the school element of 40% or if this has been waived. The University will invoice the Visiting Scholar at his or her home institution address for the fee. Income to the School from fees charged to Visiting PhD Training Students must be used to support postgraduate scholarships.