Inviting a visitor to the University of Edinburgh

It is very important that your visitor is in the UK under the correct visa category for their intended activity at the university.

The UK Immigration rules define permitted activities under each visa category and there are specific restrictions about allowed payments and the length of visits.

What are the different categories of visitors?

The relevant immigration categories for those visiting the University of Edinburgh are:

How do I know which category my visitor should apply for?

Type of visitor	What can they do?	What can’t they do?	Length of visit?	Can you pay them?
Academics (including visiting scientists and researchers)	Take part in formal exchange arrangements with UK counterparts (including doctors); and Collaborate, gather information and facts, or conduct research, either for a specific project which directly relates to their employment overseas, or independently; and If they are an eminent senior doctor or dentist, take part in research, teaching or clinical practice, provided this does not amount to filling a permanent teaching post.	Conduct research or work on the University project).  They must also remain paid and employed overseas.	Up to 6 months	No payment (unless pre-arranged PPE activity which takes place within the first month - see below) Reasonable expenses can be covered
Academic visitors (for 12 months)	An academic applying for a 12-month entry clearance must intend to undertake one (or more) of the followinf activities for up to 12 months: 1. Take part in formal exchange arrangements with UK counterparts (including doctors); or 2. Carry out research for their own purposes, if they are on sabbatical leave from their home institution; or 3. if they are an eminent senior doctor or dentist, take part in research, teaching or clinical practice, provided this does not amount to filling a permanent teaching post.	Those on sabbatical/research leave must be carrying out independent research. They cannot work on University projects.    Retired academics are not eligible as academics must be employed overseas	Up to 12 months if they provide evidence that they are highly qualified in their field of expertise, and working in this area at a higher education institution	No payment (unless pre-arranged PPE activity which takes place within the first month - see below) Reasonable expenses can be covered
Work related training (employees of an overseas company or organisation)	Receive training from the University in work practices or techniques which are required for the visitor’s employment overseas and not available in their home country	Conduct research or work on a University project.  They must also remain paid and employed overseas	Up to 6 months however, it is expected they would only be coming for a maximum of 1 month for this type of training	No payment (unless pre-arranged PPE activity which takes place within the first month - see below) Reasonable expenses can be covered.
Business visitors	Attend meetings, conference, seminars or interviews; or give a one-off or short series of talks and speeches	These activities cannot be organised as commercial events and cannot make a profit for the organiser	Up to 6 months however, the Home Office would expect these visits to last 1-2 weeks maximum	No payment (unless pre-arranged PPE activity which takes place within the first month - see below) Reasonable expenses can be covered.
Temporary Worker- Government Authorised Exchange (sponsored researcher)	Work on a University hosted collaborative project	Work for the University unless the employment is supplementary	Up to 2 years	There must be funding (from host, their overseas employer, or an independent UK or non-UK funding body). Cannot be self-funded.  National Minimum wage applies.

Permitted Paid Engagements (PPE) - when visitors can/cannot be paid

Normally, visitors cannot be paid. However, there is an exception if they are carrying out specific work for which they receive payment. These are known as permitted paid engagements (PPE).

What you can do:

• A visiting examiner or assessor may examine students and/or participate in/chair a selection panel
• A visiting lecturer may give one or a short series of paid seminars/lectures in their field of expertise
• A speaker coming to the UK to give a one-off or short series of talks and speeches, where they have been invited to a conference or other event.
• A professional artist, entertainer, musician or sports person may carry out an activity directly related to their profession   

Requirements:

1. This must be arranged before you travel to the UK, and

2. You must declare this as part of your visa application for entry clearance or permission to enter the UK. If you are applying for a visa in advance of travel, you will provide details in the application form. If you are a non-visa national then you should go to an immigration official and declare this activity. You should avoid using the eGates. 

3. You must have a formal invitation (ie a letter). You can get this from the School/department you are visiting. 

4. The activity must relate to your  area of expertise and occupation overseas.

What do I need to invite them?

Individuals coming to the UK will need a formal letter of invitation from the University of Edinburgh.

Please contact us via the email below for Style letters. We will also be able to provide guidance for the individual on applying for their visa.

Contact us via email: staffvisahelp@ed.ac.uk.

How do they apply?

How and where they apply will depend on their nationality and, in some circumstances, for how long they are coming to the UK. 

Please see the following page:

You have been invited to visit the University of Edinburgh

Visitor Registration System

Visiting researchers and academics should be registered on the University of Edinburgh Visitor Registration System (VRS) if the visit duration is five days or longer.

For more information, please visit the Information Services website:

Information Services - Visitor Registration System