Information for Award Holders
FAQs
We have put together a list of FAQs to try and help answer any questions that our award holders and their support team may have with regard to the organisation of the Fellowships. If you still have any queries, please get in touch with us via email at: IAS@warwick.ac.uk.
What happens after I receive the Award Letter?
Please return acceptance form to IAS so they can request cost code for you ( it can take up to 4 weeks to get a Cost code). Once visitor have confirmed arrival dates please send all the other relevant forms to IAS so they can book accommodation and store documents to process for Per Diem and Honorary Status.
Please note: Fellow will need to sort their visa themselves by visiting this link Check if you need a UK visa - GOV.UK (www.gov.uk)
Who makes the travel arrangements for the Visiting Fellow?
The IAS will be responsible for booking flights and transfers, and will liaise directly with the nominator and VF to make the travel arrangements.
Please note: no travel or accommodation bookings should be made by either the Visiting Fellow or their Nominator without the prior approval of the IAS.
Does the Visiting Fellow require a visa?
This will depend on the nationality of the VF. The VF is responsible for ensuring that they have the necessary authority and paperwork to visit the UK. Information about visa requirements is available on the Government website.Link opens in a new windowLink opens in a new window In the award letter sent to the Fellow, we state that should they require a visa to visit the UK, a standard visitor visa should be sufficient, providing that they are here to carry out their own personal research with some informal academic collaboration. If the Fellow feels that this does not summarise their activities whilst at Warwick, we ask them to contact us immediately so that we can contact the Immigration Team and they can advise on the next steps.
How does the Visiting Fellow travel from the airport to the University?
The IAS will organise the travel arrangements from the airport to Warwick. If the fellow is arriving at Birmingham Airport or is travelling to Warwick via Coventry, the IAS can book a taxi. If the Fellow is arriving at another UK airport, we will book travel to Warwick via train or bus.
What payment does the Visiting Fellow receive? What does this cover?
The Fellow will receive a per diem which is calculated at a rate of £45 per day. This is to be used to cover their living expenses whilst staying at the University, i.e., breakfast, lunch & dinner. The money is transferred into the Fellow's bank account.
Please note: If the Fellow is based in the UK, a per diem is not payable. Instead, the Fellow should claim for expenses incurred during the visit using the University’s expense claim form (FP16a), in accordance with the University's Financial Regulations. The completed claim form should be submitted either to the IAS or to the hosting department, together with all original receipts, for processing against the code created for the award.
When will the VF receive their per diem?
It can take up to 6- 8 weeks for expenses to process the payment and for the funds show in their bank account.
What should I do if the dates of the visit need to change?
Please notify the IAS as soon as you are aware of the change by emailing us at: IAS@warwick.ac.uk. We will need to notify our Staff Accommodation Team as soon as possible to ensure that there is still availability at our residential accommodation. Please note that sometimes it may not be possible to accommodate the Fellow at the residential accommodation on the revised dates due to the restricted availability of accommodation available to the IAS (see below).
What accommodation is provided?
Cryfield Cottage 1, is a self-contained cottage with 2 double bedrooms, each with private bathroom facilities. The kitchen & living areas are shared with other visiting fellows using the facilities. Cryfield Cottage 1 is located on campus, close to the Arts Centre.
The accommodation is not staffed and arrangements are made so that a member of the Staff Accommodation team can meet the Fellow at the Cottage to handover keys and a welcome pack. At certain times of the year, the rooms become fully booked well in advance. We will endeavour accommodate the requested visit dates but this is not guaranteed.
Are there any restrictions on arrival times/dates?
As Cryfield Cottage is not staffed, check-in are only possible on weekdays between 12:00 - 15:00. If arriving at the weekend or on a bank holiday we will book alternative short-term accommodation in Warwick Conferences until the Cottage can be accessed.
Who is responsible for booking the accommodation?
Once the dates of the visit are confirmed, the IAS will liaise with the Staff Accommodation Team to confirm all bookings at the accommodation.
Can the Visiting Fellow be accompanied by a partner/spouse or children?
If the Fellow needs to bring a partner &/or dependent children as part of the Visiting Fellowship, please let the IAS know as soon as possible. We are unable to accommodate families in Cryfield Cottage, but will work with Staff & Family Housing to find suitable alternative accommodation.
Please note that the Fellowship only covers the travel costs of the Visiting Fellow. Any travel and accommodation costs for partners/children will not be paid for by Warwick and are the responsibility of the Visiting Fellow.
Does the Visiting Fellow have access to the Sports Centre?
Yes - the Fellow can pay to use the Sports Centre during their visit to Warwick. The facilities can be accessed on a pay-as-you go basis. For further information on the Sports Centre and the price list please see their website.
Link opens in a new
What are the arrangements for catering and booking venues for events organised as part of a Visiting Fellowship?
It is expected that the Visiting Fellow will deliver a research seminar in the IAS. For this event, the IAS will book the room and provide refreshments, but for activities taking place outside the IAS, the Nominator and host department will be responsible for booking rooms and catering.
The IAS Meeting room or IAS Seminar room can be booked for events hosting up to 16 or 50 people respectively. To check for availability and/or to make an on-line booking, please click hereLink opens in a new windowLink opens in a new window.
How does the Visiting Fellow get around when wanting to go off campus?
The IAS has an account with a local taxi company in Coventry.
The IAS will pay for local trips of less than 8 miles that are made for IAS-related business, which covers meetings with the Warwick nominator and other Warwick staff about the Fellowship/research, but does not include social events, for example theatre trips. The IAS will not normally pay for trips of more than 8 miles one-way without prior arrangement; please contact the IAS Programme Co-ordinator via email at: IAS@warwick.ac.uk.
Who handles the publicity for events?
The hosting department (normally the nominator) is responsible for the production of posters/fliers and other promotional literature as well as the overall promotion of the fellow’s events. The IAS logo should be displayed on all event materials- please download our logo. The IAS would ask that it is sent copies of events and activities for posting and we will display events and activities on the IAS Events Calendar and on our social media channels.
How can the Visiting Fellow claim expenses, visa fees and other costs?
Fellows can submit a fp16a.pdf (warwick.ac.uk) with receipts and send them to their host department which they will process using the cost code provided by the IAS.
What happens if the Visiting Fellow wishes to park a hire car on campus for the duration of their stay?
The IAS will cover the cost of parking the Visiting Fellow's hire car on campus. Please note that they will only be authorised to park within all ''P'' & ''E'' car parks as per the map, which can be found here: Where can I park? | Car parking | University of Warwick
Final Report & Feedback
An end of award report from the Warwick nominator is due within 6 weeks of the end of the Fellowship. Principal Investigators with outstanding end of award reports will be ineligible to make future IAS applications.
The IAS would also appreciate feedback from the Visiting Fellow following their departure (please see 'Visiting Fellow Feedback Form' below).