Visitors to Biochemistry

 

Whether you are planning to visit the Biochemistry building, or you are invited by someone from the Department, there are some rules that need to be followed.


A visitor is generally considered to be someone who comes from another academic institution, for a single specific visit to Oxford, typically lasting from one week to one year, during which time they are based and work in the department and are provided with departmental and university facilities.

  • A visitor is considered to be an individual visiting the department who will be carrying out some form of activity related to the work of the department.
  • A University-hosted research project is considered to be a programme of research for which the University receives specific funding.
  • A visitor is said to be working on such a project if he/she has been invited to carry out (whether paid or unpaid) an identified sub-programme of research within the project.

As a visitor, we also consider students (Erasmus, Unique, etc.), work experience or internship, virtual access visitors.


In Biochemistry we have two general types of visitors:

Internal visitors

Internal visitors have their University card and existing University e-mail address. They come from different Department or College. Please contact your Biochemistry host for forms completion and access.

External visitors

External visitors do not have a University card or University e-mail address when they first arrive in the Department.

External visitors must have a valid right to work in the UK - see the Staff Immigration Team website.


 

 

The Visitor Form must be completed in advance by the academic host (a member of academic staff of the department) for all prospective visitors to the Biochemistry Department who will be carrying out some form of activity (paid or unpaid) and who, irrespective of their planned length of stay, require access to services during their visit, including access to departmental IT facilities, University Card, desk space. 

 

This form must be completed before arrival as this helps the Department to make ready any specific requirements, and to effectively welcome the visitor.  If the visitor approval process has not been completed then the department cannot admit the person and provide any service.

Visits supported by funded research projects will require prior approval within the grant from the funding body to request expenses.

All visitors must be approved by the department prior to their arrival.

Please make sure any Visa arrangements or invitation letters are arranged prior to the visit (any questions - please contact HR officers).

 

Short stay visitor (e.g under two weeks) should be issued with a Visitor's pass (available at the Reception), which must be worn throughout the visit. If you have booked a parking space, your visitor will also be issued with a parking permit which should be displayed on the dashboard and returned, together with your Visitor's pass, to Reception on leaving.

 

You must always accompany your visitor in the department. We place a very high value on Health & Safety and we will ensure that this visit is a safe one. As the host, please make your visitor aware of any relevant Health & Safety procedures and we would ask your visitor to follow any instructions given - especially in relation to fire evacuation procedures.


Bench Fees (visitors longer than a month)
There are costs associated with hosting visitors such as the provision of space and IT facilities. For this reason, visitor hosts are asked to explore with the prospective longer-term visitor, whether there is funding available to cover these costs. For example, from a research grant.

The applicability and level of bench fees to be charged, by the department, should be discussed with Associate Head in advance of a visitor application being submitted.

Separate payment will be expected from all visitors for large volumes of photocopying or large items of postage.

Expenses (paid to the visitor from a grant)
If you are paying expenses to your visitor from a grant held by you, please discuss with the Finance Manager. Your grant will specify the payments that are permitted within the grant conditions. The Finance Manager will be able to confirm the details before you submit your application.  This will include any expenses and how you would like payments to be made.

Any expenses that you would like your visitor to receive from your grant, should be confirmed before the application is made.

Please note that visa expenses cannot be claimed from grant funds.


You can log in using your SSO for more information:

Inviting a visitor (soon to be updated as an online procedure)

Extensions

External Visitors

Internal Visitors

Right to work check

Virtual Visitors

 

We kindly ask you to deliver all completed (signed!) forms at least two weeks (Internal visitors) or month (External visitors) before the planned arrival of your visitor, to allow completion of the approval procedure.

  1. Visitor Form:
    1. completed by the Sponsor/Host
    2. please choose correct visitor category
  2. Check with Finance if expenses are to be paid:
    1. ​​the Sponsor/Host to discuss with the Finance Manager
    2. Expense Claim Form
  3. Forward the completed forms to the Admin Assistant.
  4. Arrange an appointment with Steve Curnock for Health and Safety Induction.

Your form will now be processed and the following actions will happen:

(When forms go online, second form will be sent to the visitor)

  • Departmental approval 
  • Letter/s of invitation and Confirmation of Arrival forms completed (please contact HR officers if required)
  • Right to Work - EEA/UK or Visa check
  • Visitor or University Card allocated (if required)
  • IT account approved 
  • Access to the facilities

Failure to provide at least one of the forms may delay your visitor's Biochemistry building access.

 



Please note: there are important changes coming soon. All internal and external forms are going online. The procedure will be divided into two main parts: host form (invitation) and visitor form.

All the remaining processes stay the same: RTW checks and H&S Induction are still required to arrange and attend.

 

 

 

All visitors who require access to departmental facilities will be asked to complete a visitor registration form and confirm that they have the appropriate visa or right to visit the department.

If the visitor requires a visa or is a visa national, a check will be made of their visa and a copy of their passport and visa (if applicable) kept along with the visitor registration form. This needs to be confirmed latest ON THE DAY OF ARRIVAL of the visitor to the Department. The department is required to record this information to comply with UK Visa and Immigration regulations. Failure to comply can result in individual fines.

 

Visitors are encouraged to take an online Induction.

 

Parking:

Parking in the science area is restricted. The Department only has a limited number of spaces available for allocation. Visitors are advised to have a space booked in advance of their visit and this should be arranged with the person that they are visiting. To do that, please contact the reception: reception@bioch.ox.ac.uk, 01865613200.

 

On Arrival:

Please report to the Main Building Reception.

 

During the Visit:

Within the first week, you should be issued with a Visitor's pass (available at the Reception), which must be worn throughout the visit. If you have booked a parking space, you will also be issued with a parking permit which should be displayed on the dashboard and returned, together with your Visitor's pass, to Reception on leaving.

 

You must always be accompanied by your host in the department. We place a very high value on Health & Safety and we will ensure that this visit is a safe one. 

 

Visitors who are using our facilities must go through Health and Safety Inductions:

- one with Steve Curnock, (Dep. DSO) where you discuss your individual projects and risks (BEFORE you start in the lab, please arrange this directly with Steve)

- and another 'General' safety induction.

 

 

 

Typical day visitors include seminar speakers and meeting/event attendees (please see the section below).

They don’t need official approval unless they require facilities or payment.

These visitors should primarily be accompanied and advised by a member of the department.

 

If your invited speaker requires facilities from the department (e.g. card access, a desk), they will need to be recorded as a visitor.  This will mean minimal administration, but does require visitor form to be completed (please check External Visitors: under two weeks) as a record and to enable the department to provide facilities, not normally afforded to a visitor. In this case, we will need a Right to Work check as well.

 

Parking:

Parking in the science area is restricted. The Department only has a limited number of spaces available for allocation. Visitors are advised to have a space booked in advance of their visit and this should be arranged with the person that they are visiting. To do that, please contact the reception: reception@bioch.ox.ac.uk, 01865613200.

 

On Arrival:

Please report to the Main Building Reception.

 

During the Visit:

Within the first week, you should be issued with a Visitor's pass (available at the Reception), which must be worn throughout the visit. If you have booked a parking space, you will also be issued with a parking permit which should be displayed on the dashboard and returned, together with your Visitor's pass, to Reception on leaving.

 

You must always be accompanied by your host in the department. We place a very high value on Health & Safety and we will ensure that this visit is a safe one. 


For SSO users - please choose below from the desired section:

External Visitors

Internal Visitors

Right to work check

 

Seminar speakers are arranged by the various seminar series coordinators who will host the individual on the day of their seminar.

 

Parking:

Parking in the science area is restricted. The Department only has a limited number of spaces available for allocation. Visitors are advised to have a space booked in advance of their visit and this should be arranged with the person that they are visiting. To do that, please contact the reception: reception@bioch.ox.ac.uk, 01865613200.

 

On Arrival:

Please report to the Main Building Reception.

 

During the Visit:

Within the first week, you should be issued with a Visitor's pass (available at the Reception), which must be worn throughout the visit. If you have booked a parking space, you will also be issued with a parking permit which should be displayed on the dashboard and returned, together with your Visitor's pass, to Reception on leaving.

 

You must always be accompanied by your host in the department. We place a very high value on Health & Safety and we will ensure that this visit is a safe one. 


For SSO users - please choose below from the desired section:

External Visitors

Internal Visitors

Right to work check

 

 

For both Internal and External Visitors:

  • No Visitor Application Form is necessary, but both Sponsors from our Department and the Visitor's Department / College must e-mail Chris Manning (CC Admin Assistant), requesting an extension with a short explanation as to why it is needed (we can give an extension for max 12 months).
  • Any changes in working practices must be reported to the Safety Office.
  • All visitors who are asking for an extension are required to return the Extension agreement form to Admin Assistant.

Please note that the procedure may take up to 10 working days.


Extensions can be given also as Virtual Access (please read about Network access below) – you can apply for them via e-mail (as above) or paper route. In the traditional way: in the Form please complete the bottom field with note "Virtual Access only".

 

N.B. Please try to anticipate your Visitor's start date and give as much warning as possible to allow for the formalities to be completed. You should allow a minimum of 6 weeks for this to allow for any visa issues.

 

While completing the forms, please ensure that you put the correct room number and telephone contact.

 

We are able to give an extension up until the current University Card expiry date. Please check tab New to The University or Oxford.

 

For students, if they do not have their college supervisor details, details of two supervisors from New Biochemistry are required on the form/ in the e-mail.


 

Network access

If you are a former member of the Department who has just left, and you wish to request a short extension (no more than two months) to your Biochemistry network account(s) in order to conclude a collaboration by remote access, please contact John Elder.

For any longer extension to conclude a collaboration, please ask your group leader to arrange a virtual visitor status for you from Biochemistry administration, then advise the IT Team when this is in place so that they can extend your Biochemistry network account(s) accordingly.

 

Virtual visitor status can be achieved by e-mailing Chris Manning or Admin Assistant with a short explanation, why and for how long the access is required. Another option is completing the Form and giving annotation at the bottom: "Virtual Access Only".

 

If you wish an extension because you are still working in the Department:

(a) if you are a member of staff or a visitor, please ask your group leader to arrange with Biochemistry administration (not IT Support) for your leaving date to be amended;

(b) if you are a Biochemistry graduate student, please contact the departmental graduate studies office (email: erol.canpunar@bioch.ox.ac.uk) to arrange for your leaving date to be amended.

 

Please let John Elder know when this has taken effect so he can extend your Biochemistry network account(s) accordingly.

 

What is a right to work check?

A right to work check is a Home Office process to establish that each employee/casual worker has the right to work in the UK.

Under the 2006 Immigration, Nationality and Asylum Act the University has a duty to prevent illegal working by carrying out document checks to confirm that a person has the right to work in the UK. All employees, casual workers and Tier 5 sponsored visa holders must have their right to work checked before they start work at the University. In addition, those with time- limited right to work in the UK (i.e. those who hold a ‘List B’ document such as a visa) must have a repeat check before their visa/document is due to expire.

 

Who needs a right to work check?

Right to Work checks, strictly in accordance with the Home Office guidance, must be made for:

  • All employees and workers who are paid through the payroll, including casual workers.
  • Tier 5 sponsored visa holders.
  • Employed Tier 4 student visa holders. Most student visa holders have restrictions on the hours they can work, for full guidance see the: additional requirements for employed student visa holders. A record of term and vacation dates must be kept and the student must complete the Tier 4 Student Employment Declaration confirming they are not employed anywhere else in excess of their permitted hours. Where a Tier 4 visa holder is applying to switch into Tier 2 they are permitted to start work during their application for a Tier 2 visa. See Switching from a Tier 4 visa into Tier 2 General for additional information.
  • People doing work experience (except where the individual is under the age of 16).
  • Those undertaking unpaid work.

In addition to staff, departments and colleges should check and record the visa status of:

   

Biometric Residence Permits for overseas applicants

Biometric Residence Permits (BRP) (credit-card sized plastic visa cards) are now issued to those applying overseas for permission to stay in the UK for more than six months.

The applicant will be issued with a 30 day vignette (visa in their passport) to enable them to enter the UK but they must then collect their BRP within 10 days from a designated Post Office.

A letter issued to the applicant along with their 30 day vignette details the designated Post Office and the date from which the BRP will be available for collection, based on the UK address and intended travel date listed in the visa application.

The passport containing the vignette and the letter must be presented when collecting the BRP. If the applicant does not collect their BRP within 10 days they could face a financial penalty and have may have their visa curtailed. Guidance in relation to BRPs for overseas applicants, and the schedule for the international roll-out, can be found on the Home Office website.

When conducting a right to work check, departments/ colleges must ensure that a copy of the Biometric Residence Permit is taken (where the visa holder is expected to hold one), as well as the 30 day vignette showing the entry date stamp.

 

Visa holders should be advised to collect their Biometric Residence Permit before starting work so that a right to work check can be completed in full as required.

If for any reason a visa holder is unable to collect their Biometric Residence Permit before they commence work, the department or college may rely on the 30 day vignette as proof of right to work (assuming it is valid) only up to the expiry date of this temporary visa.

The visa holder should be advised to collect their Biometric Residence Permit as soon as possible and before the 30 day vignette expires and present it to their department or college as proof of continued right to work. In these circumstances, departments and colleges must complete an initial right to work check on the 30 day vignette and a repeat right to work check on the Biometric Residence Permit before the 30 day vignette expires.

Departments and colleges will recognise those applicants from overseas who should have a Biometric Residence Permit by the expiry date of their vignette (visa in their passport).

Those who should be issued with a Biometric Residence Permit will have a visa in their passport valid for only one month.

 

UK visas or Indefinite Leave to Remain in an old passport

Changes to the right to work rules in 2014 mean that UK visas and Indefinite Leave to Remain (ILR) in the form of a vignette (paper visa) which is not in a current passport cannot be accepted as evidence of right to work in the UK.

PLEASE NOTE:

  • even if the expiry date of a previous passport has not yet passed it is no longer current if a new passport has been obtained.
  • endorsements under EEA (European) immigration rules where the individual is the family member of an EEA national, such as a Residence Card, Accession Residence Card, Derivative Residence Card, or Permanent Residence Card, can be accepted  as evidence of right to work whether in a current or expired passport, as long as they have not expired and are presented along with a current passport in the latter case.

The individual must not be permitted to undertake any work until they are able to present their visa re-issued as a BRP, or the Home Office letter acknowledging an application has been verified through the Employer Checking Service. 


Due to Brexit changes, updates will follow soon.

For current information please see: http://www.ox.ac.uk/news-and-events/oxford-and-brexit

Further information can be found in our step by step guide to the Employer Checking Service

If any problems or questions - please contact Rita Emberton or Marie Hockney.

 

 

Check if you need Visa

Traveling to the UK

Study in the UK

Entering the UK

 

When you must see a border control officer

You must see a border control officer and get a stamp in your passport if you’re from a non-EEA country and entering the UK:

  • on a short term study visa up to 6 months
  • with a Tier 5 Creative or Sporting certificate of sponsorship for up to 3 months (and you want to enter without a visa)
  • on a permitted paid engagement
  • to accompany or join your EEA family member

You cannot get a stamp if you use the ePassport gates. Without a stamp, you will not be allowed to carry out the activities you came to the UK to do.


Due to Brexit changes, updates will follow soon.

For current information please see: http://www.ox.ac.uk/news-and-events/oxford-and-brexit

Further information can be found in our step by step guide to the Employer Checking Service

Any questions regarding entering the UK, visas - please contact Rita Emberton or Marie Hockney.

 

 

This is a virtual status and no physical card will be issued.

The Virtual Access account holder will have no physical access to the Department, even in the management of this account.

Virtual Access status is valid for a maximum of one year.

 

Virtual Visitor status can be achieved by e-mailing Chris Manning or Admin Assistant with a short explanation, why and for how long the access is required. Please also deliver the signed Agreement.

 

For any longer extension to conclude a collaboration, you can also ask your group leader to arrange a virtual visitor status. Please inform Biochemistry administration, then advise the IT Team when this is in place so that they can extend your Biochemistry network account(s) accordingly.

List of site pages