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Details of the conditions and facilities associated with the affiliate academic scheme.
Contents
- Guidance notes for departments
- Eligibility for acceptance and study programme
- Procedures and records
- Accommodation
- Fees and expenses
- Facilities
- Regulations and procedures
- ID cards
- Banking facilities
- Administration and Enquiries
- Information for overseas visitors arriving at UCL
Guidance notes for departments
1. 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.
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Eligibility for acceptance and study programme
2. 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.
3. 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.
4. The recommendation to admit an Affiliate Academic, the scope of their study programme, and the facilities to be made available are wholly at the discretion of the Head of Department concerned.
Procedures and records
5. 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 via the MyServices Portal 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.
6. It is essential at this stage to indicate whether any Affiliate Academics from outside the Common Travel Area will require a visa, such as the Temporary Worker - Government Authorised Exchange. 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 department’s staffing team or HR Services team. Where sponsorship is required, more than 6 week’s notice will be necessary to ensure all the relevant documentation is processed in a timely manner and UKVI can issue the visa. If an Academic Technology Approval Scheme certificate is required, this will add weeks or months to the process.
7. The proposal form may be photocopied by departments for multiple use.
8. If the Affiliate Academic is going to be based overseas and does not visit the UK, a right to work check will not be required, unless the Affiliate Academic subsequently comes to the UK and undertakes any work under their affiliated appointment.
9. 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.
Accommodation
10. Accommodation in UCL Halls is only available for students. However, Affiliate Academics can book into UCL Accommodation during the summer through the Summer Residences website. Rooms are open to the general public from the end of June to September. There are additional resources for Alternative Accommodation on the UCL Accommodation website.
Fees and expenses
11. Affiliate Academics are charged a fee (£6035 for 2024/2025). 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.
12. All Affiliate Academics are liable for the approved fee, and HR Services team will liaise with the Affiliate Academic over payment, including requesting that the Affiliate Academic completes their information on the New Customer Account Set up form. 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.
13. The scheme for the apportionment of the Affiliate Academic fee is as follows:
a. If the visitor will make use of the Library: | |
i. | 10% to the Library |
ii. | 45% to the Department |
iii. | 45% to UCL |
b. If the visitor will not make use of the Library: | |
i. | 50% to the Department |
ii. | 50% to UCL |
Departments will receive 100% of any bench fee charged.
14. Affiliate Academics should ensure that they have sufficient funds available to maintain themselves whilst in London and to pay the UCL fees.
Facilities
15. 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.
16. Since car parking space at UCL is very limited, parking spaces cannot be offered to Affiliate Academics.
Regulations and procedures
17. Affiliate Academics are subject to relevant UCL policies, procedures and regulations, set out in the Academic manual. They are required to comply with UCL's regulations and policies, including but not limited to:
ID cards
18. All persons attending UCL are required to have a UCL ID card. This should be arranged via UCL Security - ID Cards.
Banking facilities
19. 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.
Administration and Enquiries
20. 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.
21. Enquiries about the Affiliate Academic scheme should be addressed to the HR Services team.
Information for overseas visitors arriving at UCL
22. 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. Alternatively, take the Elizabeth line to Paddington, and then take another tube to the closest tube stop to the UCL campus building.
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 £80 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 £90. 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).