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It is important to allow at least 6 weeks prior to the arrival of the visitor for the application to be authorised. This gives time for all steps to be followed and two levels of authorisation (at School and University level), allowing for staff holiday, sickness etc. The Host should always discuss the appointment with the HoS before any formal application is made to speed up the approval process and minimise queries resulting from an application.

The checks undertaken are to ensure that compliance will be met and that there is a higher chance of approval with the HoS first time. Queries arising from the appointment will delay approval time. Checks include: ensuring the start and end date of the visit is on a University working weekday (so that the documents can be checked on their first day, where applicable, and that the departure can be determined in person); that an appropriate visa route is chosen where necessary, taking into consideration the activities of the visitor and the period of appointment, liaising with HR Immigration where necessary; that the correct options have been selected regarding where the visitor is travelling from which will influence the type of internal check required; that if the title of 'Professor' is selected they have sought approval from Keith Lampard and uploaded it to the application form.

Approval from the HoS must be via email in order for it to be uploaded to the form in SharePoint. The application statuses are critical to the process as if they are not changed then the application will not progress.

HR V&H admin will undertake checks as a second line of defense and highlight any queries back to the SVHA. Approval will then be sought by the Office of the Vice-Chancellor, on behalf of the University. The application status will be changed once this is done to enable the SVHA to see in SharePoint how the appointment application is progressing should they wish.

The application will be reviewed by the Office of the Vice-Chancellor on behalf of the University and once approved, the application status will be changed. will be uploaded to the SharePoint record to confirm approval.

The Employee Number is necessary to create a Kent IT account, a KentOne card, and to gain access to the library. These services should be arranged by the SVHA once the Emp No has been generated and supplied by HR.

The letter should only use one of the templates downloaded directly from the V&H website, and not saved to desktop, as the templates may be updated regularly with the latest regulations or legislation. A copy of this letter should be uploaded to the form on SharePoint.

By reminding the host of the visitor a week before the appointment starts, this will help prepare for the appointment, such as documents, meetings, room space etc., and to inform the visitor that they will need their documents checked if travelling from outside the UK. If the visitor is delayed or cancels then notes should be made on the SharePoint record and the start date changed to confirm the new dates, before changing the application status. It is advisable to inform HR V&H Admin in this instance for advice.

All visitors of 4 weeks or more should report to the SVHA on their first day. Visitors travelling from outside the UK will need their documents checking, stamping and uploading to the form in SharePoint by an authorised member of staff. For Tier 5 visitors, HR Immigration must be informed of their arrival (and once they have left). If they are waiting to collect a Biometric Residence Permit (BRP), then the relevant columns should be completed in the SharePoint record to indicate they are waiting for a BRP.

If a renewal is required, the Academic Host should select "renewal" on the application form, and take care when completing the section about travelling to remember to revert back to the original appointment - if the visitor travelled to Kent from outside the UK for the appointment, this would still apply to the renewal, and an Annual Visa Check may need to be undertaken if the appointment carries past 12 months from the original start date.

For good practice and courtesy it is recommended to inform the visitor when the end date is approaching in order for them to save any emails or documents and prepare for the departure.

This confirmation email from the Host should be uploaded to the form in SharePoint. If Tier 5, this email should also be sent to HR Immigration. The date that the visitor left should be entered into the appropriate column in the SharePoint record ready for closing down.

Once HR have received confirmation from the SVHA that the appointment has ended and the visitor has left, the request will be actioned and the application status will be changed to "archived" which will move the SharePoint record into the Archived view for safekeeping.

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It is important to allow at least 6 weeks prior to the start date of the appointment for the application to be authorised. This gives time for all steps to be followed and two levels of authorisation (at School and University level), allowing for staff holiday, sickness etc. The Host should always discuss the appointment with the HoS before any formal application is made to speed up the approval process and minimise queries resulting from an application.

The checks undertaken are to ensure that there is a higher chance of approval with the HoS first time. Queries arising from the appointment will delay approval time. Types of checks could include: for renewals, ensuring the appointment does not pass 10 years in which case, would need approval from the Director of Division and this will be uploaded to the form in SharePoint.

Approval from the HoS must be via email in order for it to be uploaded to the form in SharePoint. The application statuses are critical to the process as if they are not changed then the application will not progress.

HR V&H admin will undertake checks as a second line of defense and highlight any queries back to the SVHA. Approval will then be sought by the Office of the Vice-Chancellor on behalf of the University. The application status will be changed once this is done to enable the SVHA to see in SharePoint how the appointment application is progressing should they wish.

The application will be reviewed by the Office of the Vice-Chancellor on behalf of the University and once approved, the application status will be changed.

The Employee Number is necessary to create a Kent IT account, if required by the Honorary. This should be arranged by the SVHA once the Emp No has been generated and supplied by HR.

The letter should only use one of the templates downloaded directly from the V&H website, and not saved to desktop, as the templates may be updated regularly with the latest regulations or legislation. A copy of this letter should be uploaded to the form on SharePoint.

If a renewal is required, the Academic Host should select "renewal" on the application form. If the renewal of an honorary position takes the role beyond a 10-year period then the Dean should review and approve any subsequent renewal and this email should be uploaded to the form in SharePoint.

For good practice and courtesy it is recommended to inform the honorary when the end date is approaching in order for them to save any emails or documents prior to the end date of the appointment.

Once HR have received confirmation from the SVHA that the appointment has ended, the request will be actioned and the application status will be changed to "archived" which will move the SharePoint record into the Archived view for safekeeping.

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It is important to allow at least 6 weeks prior to the arrival of the visitor for the application to be authorised. This gives time for all steps to be followed and two levels of authorisation (at School and University level), allowing for staff holiday, sickness etc. The Host should always discuss the appointment with the HoS before any formal application is made to speed up the approval process and minimise queries resulting from an application.

The checks undertaken are to ensure that there is a higher chance of approval with the HoS first time. Queries arising from the appointment will delay approval time. Note here that, unlike appointments for 4 weeks or more, NO internal checks are required and a visa route for the visitor is not necessary. However the visitor may need a visa to enter the UK if travelling from outside the UK.

Approval from the HoS must be via email in order for it to be uploaded to the form in SharePoint. The application statuses are critical to the process as if they are not changed then the application will not progress.

Once HoS approval has been granted, HR V&H admin will undertake a check of the application and once complete change the status to "OVC Approval N/A". This is because appointments of less than 4 weeks do not require approval at University level and the appointment will be authorised once approved by the HoS. The employee number is necessary to create a Kent IT account, a KentOne card, and to gain access to the library. These services should be arranged by the SVHA once the Emp No has been generated and supplied by HR.

The letter should only use one of the templates downloaded directly from the V&H website, and not saved to desktop, as the templates may be updated regularly with the latest regulations or legislation. A copy of this letter should be uploaded to the form on SharePoint.

Once HR have received confirmation from the SVHA that the appointment has ended and the visitor has left, the request will be actioned and the application status will be changed to "archived" which will move the SharePoint record into the Archived view for safekeeping.