Invite a Visiting Scholar or Visiting Research Student

Once your request has gone through the relevant approval chains, it will then be assigned to the Employment Services Team for processing. Employment Services will ensure all applicable documentation and information has been provided and then issue a letter to the visitor.

The Visitor will need to sign the letter and provide any outstanding documents that have been requested to Employment Services.

Once all relevant documents have been returned, Employment Services will add the visitor to Workday which will generate their FAN.  Employment Services will contact the visitor via email to provide guidance on how to activate their FAN.

If the visitor requires a Visa for their visit, please take this into consideration when nominating the dates of their visit; the visa processing period can cause delays.

A visitor should not commence if they have not provided all applicable documentation requested by P&C. This can be an insurance risk to the University. 

This type of visitor does not meet the criteria of a Visiting Scholar/Visiting Research Student.  Please consult with your College Operations team to ascertain if the individual can be invited directly by the College; if system access is required, please arrange a sponsored FAN through your College.  Further information on sponsored FANs can be found here.

A limited amount, as outlined on the application, can be approved for living expenses on a weekly or monthly basis and included in the invitation. Please liaise with your College Finance and ensure they have all approvals (e.g. evidence of Service One request, approved by the VPED or delegate), to arrange payment to the visitor. Any other reimbursement or expenses should be discussed, approved and facilitated directly with your College Finance and VPED. 

The University does not provide advice or apply for visas on behalf of the visitor. For advice and assistance, the visitor should contact the Department of Home Affairs.

The Visiting Scholar/Visiting Research Student must apply for a visa for their visit to Australia. The invitation letter can be used to support the application process.  It is the responsibility of the visitor to ensure that they obtain the relevant visa to meet the purposes of their visit which will permit them to stay in Australia for the period of the visit and undertake the activity.

• Photo page from passport of Visiting Scholar/Visiting Research Student
• Photo page from passport of any dependent(s) accompanying the visitor
• Curriculum Vitae (in English)
• Letter of Support from Home Institution (in English)
• Copy of current qualifications (in English)
• For a Visiting Research Student - evidence of English language proficiency, e.g. IELTS or TOEFL test.  (In the absence of formal test results, a signed letter or statement from the staff member inviting the visitor, must be provided, stating that they have assessed their English proficiency, skills and work experience as satisfactory to both undertake the training program, and understand and comply with Work Health Safety requirements.)

Please note, if these documents are not provided at the time of the request this can cause delays in processing.

• Evidence of visa
• Copy of health insurance policy
• Signed acceptance of the ‘Invitation Letter’