Visiting Postgraduate Researcher

Visiting Postgraduate Researcher Policy Updated March 2014

Visiting Postgraduate Researchers will be appointed to facilitate research interactions between the University of Glasgow (“the University”) and other universities (“the home university” 1) where there is a shared research interest and appropriate funding in place to support the researcher. A clear reason must be given to justify the application for the Visiting Postgraduate Researcher. The research link with the University of Glasgow must be identified, and may include details of joint research grants/contracts. Where appropriate, supporting documentation may be required.

The University of Glasgow supervisor must be a member of academic staff or an experienced researcher of equivalent standing to the supervisor at the home institution and should be recorded as the primary supervisor of the Visiting Postgraduate Researcher.

Appointments may be for up to a maximum of 4 consecutive years, are subject to review by the College Graduate School or Head of School/Research Institute Director, and limited to registered postgraduate students of the home university. Appointments of visiting postgraduate researchers are subject to visa restrictions if longer than 6 months in duration. The duration of the appointment should be considered in light of any applicable visa restrictions. The researcher will be afforded appropriate access to existing facilities. Heads of Schools/Research Institute Directors or their nominated contact will be required to certify that:  the appointment is appropriate;  suitable supervisor arrangements are in place in the University; and  adequate induction and safety training will be provided prior to the commencement of the study programme.

The home university will be liable for all costs, including tuition fees and any bench fees, incurred by the researcher unless otherwise agreed in writing. Details of any such agreement must be attached to the application form for consideration at the approval stage.

The Dean of Graduate Studies or Head of School/Research Institute Director will approve any appointments. Researchers will remain the responsibility of the home university but are required to follow the University of Glasgow’s regulations and Code of Practice for Postgraduate Research Degrees together with any specific Graduate School and School/Research Institute regulations. These will be given to the researcher for signed agreement, prior to the commencement of the period of research study. Failure to comply with regulations may result in immediate withdrawal of privileges and reporting to the home university.

The Visiting Postgraduate Researcher must keep confidential any information that that he/she becomes aware of while studying at the University that could be regarded as the intellectual property of another researcher, or that is contractually or commercially sensitive.

Once the appointment is agreed, the researcher will be required to register using the online application system to formally record their details and create a student record. Please see section below for further details: Visiting Postgraduate Researcher Application Procedure (A or B)

Postgraduate Researchers, including those visiting the University from the UK and overseas, will be covered by the University’s Public Liability insurance policy in the event that the University is held to be legally liable for the actions of the Postgraduate Researcher whilst they are acting on the business of the University.

Visiting Postgraduate Researcher Application Procedure (A) Applicable to the College of Arts, Science & Engineering and Social Sciences

1. Applicant, Supervisor and School / Home Institution complete application form Students interested in applying for visiting status, must first make contact with their proposed supervisor and agree the terms and duration of their visit. This should also be agreed with their home institution. This form will need to be signed by the agreed supervisor at Glasgow, the Head of School/Research Institute Director where the supervisor is located as well as a representative of the home institution.

1 In all cases “home university” refers to the Institution which will award the degree. Page 1 of 4 2. Completed Visiting PGR Form is submitted to the College Graduate School

College Email Arts [email protected] Science & Engineering [email protected] Social Sciences [email protected]

3. Graduate School Approval The Graduate School will review the form and if the request for ‘Visiting’ status is acceptable, the Graduate School will add relevant information to the form (such as the plan number and the applicable fees) and sign it off. If the request is not acceptable, the decision to refuse Visiting PGR status will be communicated to the applicant in writing by the Graduate School.

Students should be aware that applications for a ‘visiting’ period of longer than 6 months may have Tier 4 visa implications.

4. Application via Direct Admissions Once approved by the Graduate School, Students will be directed to complete an online application for research at Glasgow. This should not be framed as making a ‘second’ application but rather to complete a process to create their student record and address any visa or other requirements. The Graduate School will send a copy of the completed Visiting Postgraduate Researcher application form to the Admissions Team as part of the process.

5. The Admissions Team will provide the student with an offer letter and a Certificate of Acceptance for Studies (if applicable).

6. The Graduate School will also issue a welcome letter with any additional relevant information. The Graduate School will contact the student with a decision on the application and the next steps.

Visiting Postgraduate Researcher Application Procedure (B) Applicable to the College of Medical Veterinary and Life Sciences (MVLS) only

1. Applicant, Supervisor and School / Home Institution complete application form Students interested in applying for visiting status, must first make contact with their proposed supervisor and agree the terms and duration of their visit. This should also be agreed with their home institution. This form will need to be signed by the agreed supervisor at Glasgow, the Head of School/Research Institute Director where the supervisor is located as well as a representative of the home institution.

2. Application via Direct Admissions Students should then complete an online application where they will upload a copy of their completed Visiting Postgraduate Researcher application form as part of the process. This should not be framed as making a ‘second’ application but rather to complete a process to create their student record and address any visa or other requirements. The application will be routed to an appropriate contact within the College, who will add relevant information to the form (such as the plan number and the applicable fees) and sign it off. If the request is not acceptable, the decision to refuse Visiting PGR status will be communicated to the applicant in writing by the appropriate School/Research Institute.

The Admissions Team will contact the relevant Graduate School, School or Research Institute in any cases where the completed visiting researcher application form is not provided with the online application.

Students should be aware that applications for a ‘visiting’ period of longer than 6 months may have Tier 4 visa implications.

3. The Admissions Team will provide the student with an offer letter and a Certificate of Acceptance for Studies (if applicable).

4. The School/Research Institute will issue a welcome letter with any additional relevant information. Responsibilities of Visiting Researchers The Visiting Postgraduate Researcher is required to undertake appropriate induction and safety training at the University, maintain an appropriate record of their activity in the University, and observe the following:  The Visiting Postgraduate Researcher is required to carry a Glasgow University Identity Card and to present it to University officials on demand.  The Visiting Postgraduate Researcher is required to read and follow the University’s regulations governing the use of IT facilities. Details are available at: http://www.gla.ac.uk/services/it/regulationscommitteesandpolicies/aup/codeofconduct/  The Visiting Postgraduate Researcher must follow the University’s Code of Conduct available at: http://www.gla.ac.uk/services/senateoffice/studentcodes/staff/studentconductstaff/#tabs=0  The Visiting Postgraduate Researcher is required to read and follow the University’s Code of Practice for Postgraduate Students (available at: http://www.gla.ac.uk/services/postgraduateresearch/pgrcodeofpractice/) together with any specific School/Research Institute and College Graduate School rules dealing with access, use of facilities and local safety regulations.  The Visiting Postgraduate Researcher must agree with his/her Glasgow supervisor a detailed research plan ahead of any work at the University to ensure adequate supervisory arrangements are in place and that reasonable access to facilities is available.  The Visiting Postgraduate Researcher will be bound by confidentiality rules designed to protect the Intellectual Property of staff and students of Glasgow University. Awareness of information gained through having Visiting Postgraduate Researcher status is a privilege. This is protected information and cannot be disclosed to a third party without the written permission of the owner of the information. Details of copyright and intellectual property issues are available at: http://www.gla.ac.uk/media/media_185772_en.pdf

Supervisor Responsibilities In agreeing to act as primary supervisor at Glasgow University the staff member/research fellow takes responsibility for:  Ensuring the Visiting Postgraduate Researcher will receive appropriate induction training and is made aware of current safety and security regulations.  Reviewing safety training, identifying training needs and ensuring that a training programme is initiated (this might also include standard training provisions offered by the College Graduate School to postgraduate researchers).  Ensuring appropriate supervision arrangements are in place at all times during a research visit and that there is appropriate access to facilities.  Ensuring there is agreement in writing on the management of costs, including tuition fees and any bench fees, incurred by the Visiting Postgraduate Researcher during and after a research visit. The expectation is the home university will be responsible for all costs incurred except where specifically stated in the agreement.