Visitor registration (HR7)
All visitors will be registered on the University employee database and granted access to IT systems and
buildings. Please note missing information will delay the registration process. Further details on the Visitor Policy
can be found on the HR website.
PLEASE SUBMIT THIS FORM NO EARLIER THAN 3 MONTHS BEFORE THE START OF THE VISIT.
FORMS SUBMITTED EARLY WILL BE RETURNED.
1.
VISITOR INFORMATION
First Name:
Surname/Family Name:
Title: (e.g. Prof/ Dr/ Mrs)
Date of Birth
Visitor Nationality:
Male/Female
Current home address:
Visitor telephone number:
2.
Visitor Email Address
EMERGENCY CONTACT or NEXT OF KIN INFORMATION FOR VISITOR (not supervisor / host details)
Name of contact:
Telephone:
Address:
3.
VISITING APPOINTMENT DETAILS
Please confirm which visitor option is required and complete the corresponding sections
☐ UK/EEA (Visiting Academic – no entry clearance needed)
☐ International Academic Visitor undertaking independent research (Standard Visit Visa: Max 12 months)
☐ Tier 5 Temporary Visitor undertaking collaborative research (Tier 5 Visa: Max 24 months)
For Visiting Research Students please apply via
http://www.southampton.ac.uk/doctoral-college/research-community/visiting-research-students.page
4.
DEPARTMENT DETAILS
Academic Unit/
Department
Faculty/ Professional Service
Base while at University of
Southampton:
Campus:
Building:
Do they require access to
Buildings?
Yes
Host Name:
Host’s address for ID Campus:
Building:
Card purposes:
No
Do they require
Yes
access to IT Systems?
No
Host Email:
Contact Details for queries:
Updated 20 October 2016
5. VISIT DETAILS
Please note for International Visitors who require entry clearance into the UK we require documentary evidence
of certain information. If you are able to supply this now it will avoid delays in processing.
The information required is listed at the end of this document.
Date visit starts:
Date visit ends:
Will the visitor require entry
clearance into the UK?
Yes
No
Copy of Passport included
If yes: Visa Type
Standard Visit Visa / Tier 5 Visa (delete as applicable)
Yes
No
(ID photo Page required)
Subproject code for Certificate (Required for Tier 5 visa cost of £21)
of Sponsorship:
Name of the Institute or
organisation they’re visiting
from:
Is this a spin-out
company?
Information regarding terms
of the visit for international
visitors
Is the visitor from an academic institution?
Reason for visit
They will carry out their own independent research
Is the individual on sabbatical leave?
Is the funding letter attached?
Yes
No
Yes / No
Yes / No
Yes / No
Or
They will undertake collaborative research with the University of Southampton
Or
Other (please state)
Overview of purpose of visit /
duties whilst here
6. VISITING ACADEMIC TITLES
Please refer to the visiting appointment criteria for information about visitor titles and duration of visit. For
further help in filling out the form please refer to the Visitor Registration Form Guidelines
For all Visiting Academics including Professors and Adjunct Professors, please include a copy of the individual’s
CV.
Visitor title
Visiting Professor
Adjunct Professor
Visiting Fellow
Adjunct Fellow
Visiting Academic
Diamond Jubilee
Lay Member
NERC
Non Academic
(Please Specify) ……………………………….
Medicine only:
Honorary Senior Clinical Lecturer
Honorary Academic Research Trainee
Honorary Clinical Teacher
Purpose of visit:
(please include a copy of the CV
and any supporting
documentation relating to the
visit)
CV Included
Yes / No
Any other requirements or
comments?
7.
Request Submitted By
Name:
Job Title:
Signature:
Date:
8.
Head of Academic Unit Approval
Name of Head of
Academic Unit:
Job Title:
Signature of Head of
Academic Unit:
Date:
9.
University Executive Board Approval (UEB) or delegate
Name of UEB Member:
Signature of UEB Member:
Date:
Notes to support the visitor request:
Documents required by the UoS for Standard Visit Visa
1.
2.
HR7
CV where applicable
Documents required by the UoS for Tier 5 Visa
1.
2.
3.
4.
5.
HR 7
A subproject code to assign the cost of the COS (£21)
A colour photocopy of their passport including photo /info page
Funding Letter(s). This is confirmation of salary or funding the individual will receive for the length of their
visit and must meet national minimum wage.
A COS personal details form from the migrant worker (this will be sent from Recruitment to the individual)
Documents required by the UoS for UK/EEA Visiting Academics / Non-academic visitors
1.
2.
HR7
CV where applicable
For further information please refer to:
Guidelines – International Academic Visitors
Guidelines – Tier 5 Temporary Visitors