Visitor Policy

The Mathematical Institute welcomes academic visitors of all sorts for a variety of periods of time and believes that visitors make an important contribution to the academic environment of the department. This policy, together with the application process and guidance within the visitor pages, seeks to ensure that the department provides appropriate support and guidance for both faculty and visitor.

A Academic visitors

Who is a visitor?

  1. Visitors for a three-year period, renewable. Departmental records are maintained for a number of reasons, including ensuring compliance with visa regulations.
    1. Visiting Professors

      Appointed by the university. Of standing comparable to an Oxford professor. All applications approved by the department need to be submitted via the divisional office.

    2. Mathematical Institute Visiting Research Fellows

      These are prestigious appointments approved by Department Committee (via Executive Committee) on application from a faculty sponsor.

    3. OCIAM Visiting Research Fellows

      These are prestigious appointments approved by Department Committee on recommendation from OCIAM.

    4. Alan Tayler Visiting Research Fellows

      These are prestigious appointments from industry approved by Department Committee (via Executive Committee) on application from a faculty sponsor.

      They undertake research and may teach or undertake other duties.

    5. Alan Tayler Visiting Lecturers

      These are prestigious appointments from industry approved by Department Committee (via Executive Committee) on application from a faculty sponsor.

      They have a particular teaching focus.

    6. Mathematical Institute Advisory Fellows

      These are prestigious appointments associated with impact approved by Department Committee.

      They do not do research or give lectures: they open up pathways to impact.

  2. Academic Visitors for over three months and up to one year (renewable annually, where appropriate). Departmental records are maintained for a number of reasons, including ensuring compliance with visa regulations.

    Applications from a faculty sponsor are approved by Executive Committee and reported to Department Committee.

  3. Visitors funded by research grants/Visitors appointed by external bodies. Departmental records are maintained for a number of reasons, including ensuring compliance with visa regulations.

    These are visitors funded externally and include:

    • Visitors funded by grants
    • Industry Fellows (Royal Society)

    They may also include emeriti of other institutions.

    The expectation of one or more visitors should be discussed at award set-up time, with the Head of Research Facilitation and the Finance Manager, and the visitor application form should be completed by the PI when details are known.

  4. Short-term visitors

    Academic visitors for a period of more than one night, up to three months

    Departmental records are maintained for a number of reasons, including ensuring compliance with visa regulations.

    Applications from a faculty sponsor are approved by the HoD and reported to Department Committee.

B Visiting students

All applicants for the status of student visitor should have a sponsor who is a current permanent academic postholder in the Mathematical Institute;

The sponsor should complete a (revised) visitor form and submit a brief case, made by the faculty sponsor, which includes a description of the research to be undertaken, the benefits to each party, and the associated costs, and a CV;

Applications will be assessed within the normal procedure for academic visitors (Head of Department/Executive Committee/Department Committee) and successful applicants will be given a University Card and similar services as for other visitors.

Students visiting for one full term, or longer, should be treated as Recognised Students. The department reserves the right to waive the fee if there is no grant funding available, and negotiate a bench fee, as it may consider appropriate (via the Head of Research Facilitation).


The Visitor application form has been designed to capture the information needed to support all the above types of visitor.

All the above types of visitor need a sponsor.

Who can be a sponsor?

  • Current permanent academic postholder in the Mathematical Institute
  • Other member of the Mathematical Institute in combination with their research group head. For example, a postdoc may invite a visitor and act as host if the research group head agrees to take on the responsibility of being the sponsor.

What services do visitors receive?

All the above types of visitor are eligible for the following services:

  • university card (through which flows access to university libraries, online journals, licensed software, central IT services)
  • access to the Mathematical Institute
  • departmental IT facilities
  • desk space, or a hot-desk, subject to availability

These services may be disabled if you are away from the university for periods of time and not actively working for/with the university for that period.

What fees are due?

Fees are charged on the basis of an ability to pay and are negotiated via the Head of Research Facilitation. This normally means that visitors on research grants where there is direct income for visitors are charged a bench fee and others are not. A departmental budget in support of visitors will be set annually.

Visas

Visitors are responsible for organising their own visas, if required. Further information can be found from https://www.gov.uk/government/organisations/uk-visas-and-immigration

Please see http://www.admin.ox.ac.uk/personnel/permits/acvisitors/#d.en.209225 for guidance


Other types of visitor

Visiting Lecturers, Examiners

These visitors do not undertake research.

They are organised through Academic Administration.

Day visitors

These are typically conference attendees. No services are provided (Eduroam and The Cloud public wifi are available). Day passes are issued and the name and institution of the visitor recorded.

They are organised through research groups and the Faculty Services Manager (Ruth Preston)

Work experience school pupils

The department offers limited opportunities for work experience, usually of one week, one pupil per term. Separate application forms apply. Card access is restricted to office hours.