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 at warwick dot ac dot uk or call us on (0)24 761 50565.
Who makes the travel arrangements for the Fernandes Fellow?
The hosting Department (Departmental Administrator / Secretary) books flights and transfers, as they are able to liaise more directly with the nominator and Fellow and know of the requirements that will best suit the fellowship arrangements, using the University’s approved suppliers and in accordance with FinRegs. The costs will be coded to the internal order code notified by the IAS.
Please note that when booking travel, the University's Financial Regulations must be adhered to. Therefore any travel bookings costing over £500 must be booked by the nominating department via one of the University's approved travel agents.
Can 1st or business class be used?
Only in exceptional circumstances. The University’s financial regulations state that only economy class flights should be booked (see Financial Procedure 16.4.4).
For those who suffer from a medical condition which would be exacerbated by a long haul flight in economy class, an upgrade to an appropriate class may be agreed in advance by contacting the Financial Regulations team at: FinRegs at warwick dot ac dot uk. This would have to be supported by a certificate or letter from a Medical Practitioner. The request to FinRegs should include flight details, the reason why the request is being made and have the prior approval of your Head of Department. Please note that the new FinRegs rules state that all requests for approval should be sent via your FinRegs Department Champion.
This rule also applies to rail fares; the University will only reimburse the cost of an economy class ticket and not First Class.
Does the Fernandes Fellow require a visa?
This will depend on the nationality of the Fellow. Information about visa requirements is available on the Government website. 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.
What payment does the Fellow receive? What does this cover?
The Fellow will receive a monthly stipend of £2,000 which will be paid to them directly. This is to be used by them to cover their accommodation fees and living expenses whilst staying at the University, i.e. breakfast, lunch & dinner.
In addition, the department will receive up to £1,000 to cover the fellow’s travel costs (including visa fees) and up to £3,000 to cover research, support and training costs. The IAS will provide a cost code for the charges to be made to and we would request a copy of all bookings where the cost code is used so that we can keep a track of spend against the award.
Is accommodation provided by the IAS?
No - as detailed above, the Fellow receives a monthly stipend of £2,000 which is to be used towards accommodation as well as cost of living during the visit. Therefore the IAS will not provide accommodation for the fellow and it is the responsibility of the nominator and their home department to assist the fellow in finding suitable accommodation during their stay.
The Staff & Family Housing Family Housing Team will be able to assist with seeking accommodation for the Fellow. Information on housing can be found here: https://warwick.ac.uk/services/accommodation/staff/. They can also be contacted at: staffandfamilyhousing at warwick dot ac dot uk
Will the Fellow receive a University card?
Yes. The IAS will send a request over to the Visiting Academics Team in Human Resources to request that the Fellow receives a staff card on their arrival. This card will allow them access to the Library & IT resources. Any additional access (i.e. to a specific department) will need to be requested by the nominating department once the University number has been created.
Does the Fellow have access to the Sports Centre?
Yes - Fellows 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 click here.
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 Fellow following their departure. Please return completed forms to the IAS at: IAS at warwick dot ac dot uk or via post to:
University of Warwick