Key Technology Partner Visiting Fellow Program at UTS Guidelines for Visiting Fellows and Host Academics

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1 Section 1: Before the visit Key Technology Partner Visiting Fellow Program at Guidelines for Visiting Fellows and Host Academics Australian Visa visa policy It is a condition of accepting a KTP Visiting Fellow (KTP-) position that the Visiting Fellow obtains the appropriate visa to visit Australia. HR will provide an invitation letter which includes information on obtaining a visa. It is the Visiting Fellow s responsibility to apply for an appropriate visa, including planning appropriately for the time it will take in their home country for the visa application to be processed. Visiting Fellows: Please ensure you check with the Australian Embassy closest to your city of residency which visa is the most appropriate for your visit as visa conditions may change. Please note a Tourist Visa is not an appropriate visa to visit. We cannot provide you with reimbursement of your expenses if you do not have a suitable visa. Important: please forward to Fiona Chan at Fiona.Chan@uts.edu.au a copy of the communication you receive from the Australian Embassy when your visa application is approved. This is required for to reimburse your expenses. Visiting Fellows from China You can find further information on the Australian visa requirements at this link Visiting Fellows from India You can find further information on Australian visa requirements at this link Visiting fellows from Netherlands You can find further information on Australian visa requirements at this link Visiting fellows from UK You can find further information on Australian visa requirements at this link You must confirm with the Australian Embassy which visa category will be most appropriate for you. Please confirm with the Australian Embassy before submitting your visa application and refer to the Visa Type information that is indicated on the Invitation Letter sent by HR at. Invitation letter will provide Visiting Fellows with an invitation letter. Please confirm your travel dates at least 3 months prior to your visit, so that HR can send you the invitation letter. You will require this letter in order to apply for the appropriate Australian visa for your visit KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 1

2 Health insurance Visiting Fellows must ensure that they are covered by travel insurance. 1. Check with your home university whether they provide a travel insurance policy that will cover you during your visit at. The travel insurance policy should include medical cover for sickness/injury while you are in Sydney and should also cover loss of personal property (theft or incidental damage), loss/expense incurred as a result of flight cancellations, etc. 2. If your home university does not provide you with travel insurance, notify Fiona Chan at Fiona.Chan@uts.edu.au, so that covers you under s travel policy. * Please note that we are unable to cover any costs incurred by any other third party external travel insurance. KTP Visiting Fellows are covered under s Public Liability insurance for injury/damage sustained on premises caused by negligence. Travel expenses guidelines The Visiting Fellow s host faculty at will reimburse travel, accommodation and daily living expenses for the duration of their visit. All expenses are reimbursed to Visiting Fellows at the end of their stay, once receipts are provided for each expense. Airfare will reimburse the cost of the lowest possible economy class airfare by any reasonable route. Accommodation has corporate rates with hotels nearby. We have included a list of accommodation options in the document enclosed called: Living in Sydney Tips for Key Technology Partner Visiting Fellows We recommend discussing accommodation with the host academic before making accommodation arrangements, as they may be able to suggest accommodation options If the visit is short, a hotel or serviced apartment might be a better option, but if the visit is long, it may be worth considering renting a fully furnished apartment. We do recommend staying close to the campus Visiting Fellows have the freedom of booking the most suitable accommodation for them. Please keep in mind the accommodation daily amount approved by the Australian Taxation Office and (maximum $246 per day) and the budget approved for the visit Please find attached a document called Living in Sydney Tips for Key Technology Partner Visiting Fellows which includes information about accommodation, transport, safety, banking and other useful web links to help make the settling process in Sydney much smoother. Living expenses Living expenses will be reimbursed to a maximum of $ per day KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 2

3 CHECKLIST OF ITEMS COVERED AND NOT COVERED BY The Key Technology Partner (KTP) Visiting Fellow () Program Reimbursement Guide for Travel and Living Expenses Items covered Items Not Covered X Airfares (Please book the lowest possible economy class airfare by any reasonable route) Accommodation (Please keep in mind the accommodation daily amount approved by the Australian Taxation Office and : maximum $246 per day) Visa Fees (Please apply for an Australian Visa type as per indicated on the Invitation Letter provided by HR at. A Tourist Visa is not an appropriate visa to visit. We cannot provide a reimbursement if the does not have a suitable visa) Meals for the Visiting Fellow, including reasonable alcohol consumption (1-2 drinks) as part of a meal in a restaurant Internet access: if required at the accommodation please choose the most economical suitable package Public transport costs between the accommodation and and taxi fees to and from Sydney Airport at the beginning and end of the visit Incidentals such as toiletries and reasonable laundry costs Hotel mini bar and bottle shop alcohol purchases Phone calls (Visiting Fellow may find it beneficial to consider purchasing a local sim card) Newspapers and magazines Books and other equipment, whether related to Visiting Fellow academic work or not Gifts Car hire and petrol costs Costs related to sightseeing or leisure activities (including gym costs) Clothing, including clothing for work purposes In transit costs - costs that are incurred in a transit city during an incoming flight to Sydney or departing flight from Sydney, such as accommodation or other expenses, are not covered. Generally costs incurred outside of Sydney are not reimbursable Meals for others, unless the other attendees are involved in the research collaboration being undertaken at If you are unsure as to whether a cost will be reimbursed or how the process works, please check with Fiona Chan at Fiona.Chan@uts.edu.au before making your purchase. Itinerary of Activities This is the most important step in planning for the visit. We ask the Visiting Fellows and Host Academics to discuss the research activities to be undertaken during the visit at well in advance of, so that KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 3

4 project plans can be implemented during the visit. Please refer to the attached sample itinerary document which outlines the expected activities: meetings with other academics, public seminars, and time to discuss joint publications, supervision of PhD students as well as external funding opportunities. Delays in visits Visits are expected to take place at the time indicated in the application. Unavoidable delays are permitted, provided notification is given to the Key Technology Partnerships (KTP) team. However, visits must take place in the calendar year for which funding has been approved. It is a requirement for Host Academics to be present during the entire duration of the visit. Should you wish to reschedule the visit to the following calendar year, a new application must be submitted to the KTP team for assessment and processing. Please note that the application process is competitive and approval of a resubmitted application is not guaranteed. Section 2: During the visit Work space The host academic unit will provide a suitable space and facilities (including computer and internet access, as well as access to the required buildings) for the Visiting Fellow during their stay. These arrangements will be made by the host academic. Meeting with the Key Technology Partnerships (KTP) team A meeting with the KTP team will be arranged during the first week to discuss the itinerary (research activities) and to answer any questions you may have about any aspect of the visit. Potential meetings with other academic and professional staff at will be discussed during the meeting. In the final week, please ensure that you meet with the finance officer at the host faculty and provide all the receipts for which you wish to claim reimbursement. Section 3: After the visit Continuous engagement in research collaboration At the departure/follow up meeting with the you will be required to submit: 1. The KTP Visiting Fellow Follow-up Plan and 2. Provide feedback on your experiences with the KTP- Program For forward planning, we will provide you with a KTP Visiting Fellow Follow-up Plan for you to submit at your final departure meeting at. Such document will enable both of you to plan and track your activities and achievements after the visit. You will also provide regular updates on the progress of your collaboration (every three months for the year following to your visit). In addition to internal reporting at at both the Faculty and institutional KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 4

5 executive level, a report is provided to the Visiting Fellow s university on the milestones achieved as a result from the visit. Please complete the tasks in the checklist below where Visiting Fellow () and Host Academic (HA) are for the task. This checklist aims to guide you through each step of the process; as it provides a summary of all the information mentioned above and the time frames by which they need to be completed. STEP BY STEP CHECKLIST FOR THE VISITING FELLOW PROGRAM Acronym Guide : Visiting Fellow HA: Host Academic KTP: Key Technology Partnerships Team at HR: Human Resources at F: Faculty FSU: Financial Services Unit RIO: Research and Innovation Office GRS: Graduate Research School *To send documents/communications to Fiona Chan, please her: fiona.chan@uts.edu.au PRIOR TO ARRIVAL Confirm with Fiona Chan and your host academic your travel dates. KTP Team notifies the Human Resources Office at of your travel dates and of the funding approved HR sends you an Invitation Letter (honorary appointment letter). Sign the Invitation Letter sent by HR and send a signed copy back to HR and Fiona Chan Apply for an Australian Visa type as per advised by the Australian Embassy in your home country and as per indicated on the Invitation Letter sent by HR at 3 months prior to 3 months prior to 2 months prior to Completed (Y/N) Confirm with your home university whether they provide a travel insurance policy that will cover you during your fellowship at. Once you have an Australian visa, book your flights and a copy of your flight booking to Fiona Chan Discuss accommodation options before making arrangements. has corporate rates with hotels nearby. If we are not booking the accommodation for you, please notify Fiona Chan where you will be staying & HA 2 months prior to 1-2 months prior to 2 months prior to KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 5

6 Review research strengths and or academics of interest to your area of research 2 months prior to Discuss an itinerary of planned activities during the visit HA & 2 months prior to Send the itinerary of planned activities during the visit both to and to Fiona Chan Send evidence to Fiona Chan of the travel insurance coverage that your institution will provide you with If your home institution doesn t provide you with travel insurance, please notify Fiona Chan that you require coverage under the policy so that she can organise this. Arrange a suitable work space and facilities for the Visiting Fellow (incl. computer and internet access; as well as access to the required buildings) Organise meetings with Academics, including Early and Mid-Career Academics, at who might have a potential research interest to collaborate in your project Arrange any additional funds approved by the Faculty or Research Strength Summary of documents sends to Fiona Chan 1-2 months prior to : 1. A copy of the Invitation letter issued by (copy) signed by you- the Visiting Fellow 2. Letter or from the Australian Embassy which confirms your visa approval and visa type 3. Evidence of your travel insurance if covered by your home university (copy) 4. Flight Booking Prior to tips for : Arrange small note currency to have at hand while travelling Save all your emergency contacts and contact numbers Document HA sends to Fiona Chan 1 month prior to s : HA HA HA HA 1 month prior to 1 month prior to Prior to Prior to Prior to 1-2 months prior to Prior to Final itinerary of planned activities during the visit HA 1 month prior to DURING THE VISIT Keep receipts for all items for which you wish to claim reimbursement *Please note that living expenses will be reimbursed within the approved budget to a maximum of $ per day Attend a welcome/planning meeting with the host academic and the KTP team. Potential meetings with other academics and senior executive will be discussed during this meeting & HA Completed (Y/N) Throughout visit 1st week of KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 6

7 Participate in meetings with GRS and RIO to discuss your research collaboration, sources of funding and possible supervision of joint PhD students will organise these meetings Identify potential collaborators and areas of research interest across and organise meetings as appropriate Host Academic and can help organise meetings Engage in research collaboration with host academics through the development of significant research projects which: & HA KTP Team support HA & KTP Team support HA & 1st week of 1st week of Throughout visit o o o Generate joint publications Attract external funding Provide opportunities for engagement to early- and mid career researchers at both institutions Conduct a number of public seminars to present their work and an overview of their home institution Contribute to the development of HDR students in their host unit through engagement at postgraduate seminars and other forums Acknowledge in any publications or presentations that result from research conducted during the visit Reach agreement before the end of the visit on all on-going research collaboration, including joint research supervision and potential grant applications in Australia and/or the visitor s home country. The KTP team will provide you with a form (KTP Visiting Fellow Follow-up Plan) to guide you in planning future activities that result from your participation in the KTP- Program Attend meeting with Finance Officer at Host Faculty to provide all receipts and HA and HA and HA Anytime during visit Throughout visit As required 2 weeks prior to departure Last week of the visit Attend departure/follow up meeting with to submit the KTP Visiting Fellow Follow-up Plan Ongoing collaboration to meet objectives outlined on KTP Visiting Fellow Follow-up Plan Participate in the Progress Update Meetings; we will facilitate them by setting up video conference calls & HA POST VISIT Progress Updates & Continuous Engagement and HA and HA On final week of visit Ongoing 3,6, 9 and 12 months after visit Complete the summary report of outputs template provided by and HA At the end of the Completed (Y/N) KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 7

8 the KTP Team outlining the outcomes of your visit at the end of the calendar year. This document goes to the Executive Management Teams both at and the s Home Institution calendar year How the KTP Team can support you The Key Technology Partnerships (KTP) Team at will provide support throughout your experience as a Visiting Fellow and as a Host Academic - before, during and after your visit. The checklist below outlines the main tasks we can assist you with, but please do let us know if there is anything else we can do to enable productive research collaboration. PRIOR TO ARRIVAL Notify the Human Resources Office at of s travel dates and of the funding that has been approved for your visit. *This happens once you ve confirmed your travel dates HR sends you an Invitation Letter (honorary appointment letter) for to sign Book s accommodation if you wish to stay at one of the hotels that offers a corporate rate For more information, please see the Living in Sydney Tips for KTP s attachment Assist with issuing a Travel Insurance Certificate from for to be covered by our travel insurance policy during their visit; if your home university doesn t provide cover during your fellowship at Identify possible sources of external funding for research projects DURING THE VISIT Arrange meetings with GRS and RIO in order to facilitate discussions on research collaboration, sources of funding and possible supervision of joint PhD students Meet with and HA during the visit to assist with planning and arranging meetings Promote the visit through our research web pages, broadcast and other internal media opportunities HR at KTP Team 2 months prior to 2 months prior to As soon as you notify us 1-2 months prior to As soon as you notify us prior to your As soon as you provide overview of research work 1st week of As required During your visit KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 8

9 POST VISIT Schedule follow-up meetings with & HA via video or phone conference (x 4 in the year following the visit) Assist with the organisation of phone or video conferences with, HA and colleagues at and the KTP institution after the visit Reimburse for travel expenses (accommodation and daily living expenses) Report Program outputs (milestones and achievements) to and KTP s Executive Management teams FSU via Host Faculty 1 month after the visit As per required 4 weeks after claim is submitted Progress Reports & at the end of the calendar year Key Technology Partnerships (KTP) Team Contact Details The KTP team welcomes you to. Members of the team are as follows: Fiona Chan Strategic Partnerships Officer T: E: Fiona.Chan@uts.edu.au Sydney China India Grace Lin Program Co-ordinator T: E: grace.lin@uts.edu.au Innes Ireland Associate Director, Partnerships T: M: E: innes.ireland@uts.edu.au Ricky Niu Senior Manager, PR China Tel: E: ricky.niu@uts.edu.au Dr Jamshed A. Siddiqui Country Director India & Chief Representative - South Asia T: M: E: Jamshed.Siddiqui@uts.edu.au KTP- Visiting Fellow Program Guidelines 2015 for s and HAs Final.docx Page 9