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.
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 visitor
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 access to the University’s premises and a range of facilities defined by their University host. This may include:
* Default access is limited to a Microsoft 365 A1 Licence. If a full A5 licence is required, the host can request this by completing 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.
Requesting access
A request must be made by the sponsoring department manager/host, using the relevant online Visitor Request. The request will go through an approval chain before it can be processed. Once approved, confirmation of title and status will be granted in accordance with the relevant criteria set out in the Visitor Policy.
International visitors coming to the UK will be required to provide a copy of their immigration status/visa or date of entry to the UK for non-visa nationals.
International visitors requiring visa sponsorship from the University will be given access once the visa has been granted and all relevant checks have been completed.
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 close 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. If the visit has ended you will need to use the Visitor Access Request (as you would for a new visitor), rather than the extension request.
Ending access
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 should request their visitor status ends earlier than the original expiry date by completing the Visitor Leaver Request.
Your faculty/department will need to submit a request for you to be set up as a visitor. They can do this by completing the Visitor Access Request on ServiceNow.
Please note that your visitor post can only be added once your final pay has been processed and your P45 issued, so there will be a short delay between your staff post ending and your visitor post starting. Your email access is unlikely to be affected as this continues for 28 days after your staff post has ended, but access to other systems and buildings may be temporarily affected during this time.
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 UK Visas and Immigration (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 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 visitor not requiring system/building 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 a Research Statement and CAH3 codes for the visitor to use to apply for an ATAS certificate. The certificate must be attached to the HR Request.
The person who raised the ServiceNow request will also be notified when the request has been set up. On the visit start date the visitor will receive an automated 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.
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.
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 host.
No. A visitor 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 UniWorkforce for temporary assignments. This is separate to any visitor 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 must 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. For certain requests approval from Research and Innovations Services will also be required.
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.
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 the confirmation email sent to you. To find out more about your University account, and the services that are available to you, please see our IT department's web pages at www.southampton.ac.uk/isolutions.