FAQs
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.
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?
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 most cases a standard visitor visa should be sufficient, providing that they are here to carry out their own personal research with some informal academic collaboration but it is the responsibility of the visitng fellow to ensure that they have the correct visa. If it is unlclear which visa is required please contact the IAS and we will connect you to the People Team support available at Warwick.
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. Please note that car hire is not possible.
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 do not guarantee that will will be able to support visits outside of the initially agreed dates.
What accommodation is provided?
Cryfield Cottage 1 and Marina, are self-contained properties with 2 double bedrooms, each with private bathroom facilities. The kitchen & living areas are shared with other visiting fellows using the facilities. Both properties are 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 property 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.
The IAS Accomodation is shared with other visiting fellows with a maximum of two people in each house.
Are there any restrictions on arrival times/dates?
Due to restrictions on IAS accommodation, arrival of the fellow must be between 9am & 4pm Monday-Friday (excluding Bank Holidays). Accomodation costs outside the period cannot be provided and you should plan the start of the visit accordingly.
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 indicate this on the application form
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.
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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 12 or 40 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.