Details of the conditions and facilities associated with the affiliates academic scheme.
- Guidance notes for departments
- Eligibility for acceptance and study programme
- Procedures and records
- Fees and expenses
- Regulations and procedures
- ID cards
- Banking facilities
- Administration and Enquiries
- Information for overseas visitors arriving at UCL
Guidance notes for departments
This scheme is intended for academics from overseas who wish to spend a period at UCL, normally of not less than four weeks and not more than one calendar year, pursuing their own research either individually or in association with members of staff of UCL in related fields of interest. The following notes give details of the conditions and facilities associated with the scheme.
Eligibility for acceptance and study programme
Affiliate Academics accepted by UCL are persons normally holding established academic posts overseas in institutions of higher education, or occasionally in industry or business. Their admission to UCL is based upon an application to pursue their work in a particular field of research in one of UCL’s Departments, with collaboration and consultation with members of the Department as appropriate. Affiliate Academics do not normally attend courses, but by arrangement with the Head of the Department they may audit certain lectures or attend seminars.
Applicants using the facilities at UCL towards a higher degree should not be admitted in this category, but be classified as a Visiting Research Student for which a separate system operates, administered through the International Office. Information on Visiting Research Students status is available.
When an applicant is already a senior or distinguished academic, whose visit would be of significant benefit to the department, then the scheme for Honorary Members of Staff may well be more appropriate. Further information can be obtained on the Honorary Associations page.
Procedures and records
Affiliate Academics normally make an application to attend UCL by writing in advance to the department where they wish to work. In recommending acceptance of an Affiliate Academic, a Head of Department is asked to complete a proposal form giving brief details of the person to be admitted. The form must be signed by the Head of Department to indicate approval of the visit and should then be sent to the HR Services Team at least one month in advance of a visit. A Curriculum Vitae for the visitor and a brief statement of what they intend to do at UCL should be attached.
It is essential at this stage to indicate whether any Affiliate Academics from outside the Common Travel Area will require a Temporary Worker - Government Authorised Exchange certificate of sponsorship to obtain the appropriate visa. Additional guidance on the Government Authorised Exchange route and other immigration matters is available on the UCL HR website. For further information please contact the HR Services team. Where sponsorship is required, more than one month’s notice will be necessary to ensure all the relevant documentation is processed in a timely manner and UKVI can issue the visa.
The proposal form may be photocopied by departments for multiple use.
The HR Services team will write formally to the Affiliate Academic to inform them of acceptance to UCL, a copy of which will be sent to the department, and will send all appropriate information and documentation, including any additional information required for sponsorship.
Accommodation in UCL halls and houses is reserved for students. Therefore, UCL cannot normally provide accommodation for Affiliate Academics during term-time, although it may be possible to book UCL accommodation during vacations. Enquiries about vacation accommodation should be addressed to the Student Residences Officer (tel: extension 46322, E-mail: email@example.com). Information about private accommodation for renting may be obtained on the Staff Accommodation page.
The University of London has a small number of flats in the central precinct which are set aside for the accommodation of senior academic staff from any overseas country who have been invited by a School, College or Institute of the University to undertake a course of study or research or to teach. The flats are normally available for periods of between three months and a year although shorter lettings of between one and three months may be considered. The flats are modestly but comfortably furnished with most facilities including a television and a telephone. Further information is available on the London Halls website.
Fees and expenses
Affiliate Academics are charged a fee (£5,365 for 2020/2021). Fees for visits of less than a calendar year are normally charged on a pro rata basis. A Head of Department can recommend that additional research expenses may additionally be charged.
All Affiliate Academics are liable for the approved fee, and HR Services team will liaise with the Affiliate Academic over payment. Invoices are prepared by HR Services and are then forwarded to Finance Division for processing before being sent to the Affiliate Academic (or Sponsor). The address for the invoice should be indicated on the proposal form.
The scheme for the apportionment of the Affiliate Academic fee is as follows:
a. If the visitor will make use of the Library:
10% to the Library
45% to the Department
45% to UCL
b. If the visitor will not make use of the Library:
50% to the Department
50% to UCL
Departments will receive 100% of any bench fee charged.
It is for the Head of Department to decide what departmental facilities may be made available to an Affiliate Academic, but the usual UCL facilities will normally be available. The department is responsible for ensuring the individual is issued with a UCL ID card, an IT account (if appropriate), and information about other facilities such as the Library. All Affiliate Academics will be entered on to the HR database, ensuring that they have a UPI address, which will enable IT staff to set them up with IT accounts.
Regulations and procedures
Affiliate Academics are subject to the standard UCL regulations and procedures, and details of these are found in the booklet Notes for the Guidance of Academic Staff which is available from the Director of Human Resources and copies of which should be available in the Head of Department's office.
All persons attending UCL are required to have a UCL ID card. An application form for the ID card can be collected from the Departmental Administrator of the department to which the Affiliate Academic is attached. The application form must be signed by the Head of Department.
There are branches of all the major banks within a short distance from UCL. UCL’s branch of Santander Bank is at 164-167 Tottenham Court Road, London, W1T 7JE. Affiliate Academics wishing to open accounts at UCL’s bank will be asked to provide official documentation proving their permanent overseas address, as well as evidence of their address whilst in the UK. The Affiliate Academic invitation letter should be sufficient proof of their Affiliate Academic status, but if further documentation is required they should contact the HR Services team.
Affiliate Academics are not registered as students at UCL but for UCL record purposes they are asked to complete and return to Human Resources a record form (sent with official letter of invitation) before their arrival.
Administration and Enquiries
HR Services is responsible for the general administration of matters relating to Affiliate Academics, including the provision of information, issuing of invoices and apportionment of fees. The collection of fees is the responsibility of Finance Division.
Enquiries about the Affiliate Academic scheme should be addressed to the HR Services team.
Information for overseas visitors arriving at UCL
Overseas visitors normally arrive by air at one of London's three airports, Heathrow, Gatwick or Stansted.
Heathrow to UCL
By London Underground (Tube). Take the Piccadilly Line to either King's Cross or Russell Square Station and then either walk (about 10 mins.) or take a taxi.
By Train. Heathrow Express to Paddington . Trains run regularly, every 15 minutes and the journey takes approximately 15 minutes. From Paddington you can take a taxi, or a tube to Euston Square Underground Station.
By Bus. Take the Air Bus (A2) which leaves every half-hour from the terminal buildings, to either Russell Square or Euston Station and then either walk or take a taxi.
By Taxi. This is by far the most expensive way and can cost in the region of £50 depending on the time of day and density of the traffic. Use only registered taxis from taxi ranks.
Gatwick to UCL
By Train. Take the Thameslink train to Farringdon and then transfer to the Tube and take either the Metropolitan, Circle or Hammersmith and City lines westbound to Euston Square. Alternatively take a taxi from Farringdon.
The Gatwick Express runs from Gatwick to London Victoria, and from there you can take the tube (Victoria Line) to Warren Street. However, this is slightly more expensive.
By Bus. Take flight line 777 from Gatwick North Terminal to Victoria and then either transfer to the tube, bus or a taxi. Flight line departs Gatwick at 5.15 am, 6.12 am, 6.42 am and then every 52 minutes past each hour throughout the day.
Flight line 777 departs from Gatwick South Terminal 10 minutes after the time given above.
By Taxi. The taxi fare will cost you well in excess of £40. Use only registered taxis from taxi ranks.
Stansted to UCL
By Train. The quickest way by far to reach UCL is to take the Stansted Skytrain direct from Stansted Airport station to Tottenham Hale and then take the London Underground Victoria Line to Warren Street. UCL is a 5 minute walk from Warren Street (local area map posted in station).