The University hosts many academic and professional colleagues who are not employed by the University, but make a significant contribution to the University’s overall profile. Our visitors contribute towards teaching, research, enterprise and professional service activities and provide an opportunity for us to enhance our external reputation as well as introducing new ideas and capabilities to the organisation.
The appointment of a visitor can be defined as a status conferred on individuals who are 'visiting' from another higher education, research or professional environment and hold comparable status at their home institution or organisation.
Guests to the university are normally non-academic, technical, consultants and contractors.
Visit the Student and Academic Administration webpage for information on visiting students.
Visiting Professor/ Adjunct Professor
The status of Visiting Professor is conferred upon those whose academic standing is equivalent to that of a professor; and who collaborates in a significant way with the University staff on research and/or teaching programmes to produce measurable results. The status of Adjunct Professor is conferred upon eminent leaders in business and industry who collaborate with the University. There is no automatic renewal of this status and justification will need to be provided in the event of an extension. Retiring Professors should use the Visiting Professor category. If eligible for Emeritus status this will be updated once it has been ratified by Council.
Visiting Fellow/ Adjunct Fellow
The status of Visiting Fellow is given to senior academics who are considered in high esteem and have a considerable academic or professional standing. They will include researchers, lecturers and professionals who are qualified to PhD level or equivalent recognised qualification, and those ratified with Emeritus Fellow status. The status of Adjunct Fellow is conferred upon leaders from business and industry.
Visiting Academic
The title of Visiting Academic is intended to be a “catch all” category for all other academics or professionals and includes early career researchers, postgraduates, research assistants (where the individual does not hold a PhD or equivalent)
Non-academic guest
This status applies to non-academic visitors to the University, who do not fit the criteria shown above (for example: contractors and professional consultants).
Visitors will be given guest access to the University’s premises and a range of facilities defined by their sponsor. This may include:
Where an A5 license for full access to University systems is required their host should complete the A5 licence request form (note the faculty/department will be charged for this licence).
Click here for information on the differences between the A1 and A5 licences.
For more information about the University and surrounding area, please visit https://www.southampton.ac.uk/about/visit.page .
Extending access
Please note the visitor will continue to have system access for 28 days after their visitor end date. They will receive an automatic email closer to their end date which will confirm their system access expiry date.
If you wish to extend access for a visitor make sure the visitor extension request is completed before their visitor end date to avoid any issues with their system access.
Ending access
Normally visitor access is set up for a fixed period of time and the visitor's access will end on the expiry date requested. If a visitor no longer requires access you can request their visitor status ends earlier than the original expiry date by completing the Visitor Leaver Request .
There are different visa options for international visitors, depending on the purpose of their visit. These options are explained in more detail in the following guidance document:
Guidelines - Visa Routes for International Visitors
As visa/entry requirements are subject to change, any international visitors should check current visa requirements with the UKVI. A good starting point is their visa checker tool: https://www.gov.uk/check-uk-visa
Please see the HR website for information on the new requirements of the Academic Technology Approval Scheme (ATAS) and how this may affect visiting academics.
Policy - Visitors to the University
Guidance - Visa Routes for International Visitors
International Sponsored Researcher (Visitor) Request
Extend International Sponsored Researcher (Visitor) Request
Emeritus Professors and Fellows SharePoint site
USMC Visitor Registration Form
Registration and Extension forms (HR7 and HR7a) are available (in Word) below, but should only be used for collecting details from the visitor that are required for the online forms above:
Extend Visitor Access Request HR7a
No. Only those who require a University identity card and/or guest access to a University IT account should be set up to allow them to subscribe. Any guest or visitor not requiring access should not be set up.
The host is responsible for all visitors ensuring appropriate induction, signposting to appropriate policies and procedures as well as health and safety while on site. The host is also responsible for ensuring the visitor has ATAS clearance in place, where required. In case of emergency you may want to gather an emergency contact name and number.
If ATAS clearance applies, the host should send the visitor information on this and how to apply. The ATAS certificate must be attached to the HR Request before visiting status is set up.
When their start date arrives the visitor will receive an email with details on how to subscribe for email and internet access as well as an ID card; as host you will be copied into this email. The person who raised the ServiceNow request will also be notified when the request has been actioned.
All visitors must comply with the regulations, policies and procedures of the University. Links to this information are provided in the visitor email and include.
There may also be local information (regarding your school or department) that you wish to send separately.
No. To confer the title of Visiting Professor the application should be supported by the Dean with a copy of the Professor's current CV attached to the request in ServiceNow.
Some professors may fall under the category of "Visiting Fellow".
Visiting Professors and Visiting Fellows will be conferred the title for a minimum of three months and no more than three years.
Visiting Academics and Non-Academic guests will be conferred the title for a minimum of one month and no more than one year.
The length of a visit can be extended, with the appropriate authorisation.
Length of visits for international visitors will be limited by the restrictions of their visa. Standard Visit Visas (Academic) are for a maximum of 12 months and Temporary Work - Government Authorised Exchange Visas are for a maximum of 24 months.
Yes, a CV is a requirement for Visiting Professor applications, and for Temporary Work - Government Authorised Exchange requests. For Visiting Fellow applications, it is preferred. For any others, it is at the discretion of the sponsoring manager.
Access to the University’s premises and a range of facilities defined by their sponsor. This normally includes:
* Default access is limited to a Microsoft 365 A1 Licence. If a full A5 licence is required, their supervisor can request this by completing the A5 licence request form (note the faculty/department will be charged for this licence). Please see the top of the page under 'Access' for more information.
No. A visitor or guest is not entitled to receive payment for their work, beyond reimbursement of expenses.
Anyone who wants to work for the University will either need to apply for an advertised role or register with Uni Workforce for temporary assignments. This is separate to any visitor or guest access.
International visitors will need a visa to visit the UK, unless they already have permission which allows them to undertake visiting activities (e.g. status under the EU Settlement Scheme, Indefinite Leave to Remain). This does not apply to Irish nationals.
Please see the following links for further information:
All visitor requests would need to be submitted via the relevant request through ServiceNow .
The Visitor Registration Request would need to be completed for new requests and the Visitor Extension Request completed for extensions.
All visitor requests go through an approval chain to the Host/Manager and Head of School or Professional Services Head of Department.
Further approval from the Dean is required for Visiting Professors.
The maximum length of academic visits are set out in the Visitor policy.
If the host wishes to extend the length of a visit beyond the limits set out in the policy then they should provide a justification in the details of the Extension Request.
If a Visiting Academic is an International Visitor please refer to Guidelines - Visa Routes for International Visitors for information on visa restrictions.
No, it should be evident by their title of 'Dr', however it would be best practice to verify their qualification status. The verification of the visitor’s qualification would be the responsibility of the Faculty.
Confirmation and instruction will be sent on the start date stated on the request form via email to the guest and copied to the host.
The record will be set up in line with the start date or extension start date. Please see the Transactions priorities site for further information.
Access is web based via www.office.com and sign in using the account details in our verification email. To find out more about your University account, and the services that are available to you, please see our web pages at www.southampton.ac.uk/isolutions .
For advice and help on any of the services we provide, call ServiceLine at the number below, or email serviceline@soton.ac.uk .