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Information for RF 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 or call us on (0)24 761 50565.


Will the fellow receive an invitation letter from the IAS?

No - the IAS will only issue a letter to the nominator confirming details of the award. As the IAS does not undertake the appointment process (or any other associated administrative processes) associated with the Residential Fellowship awards, the department are therefore responsible for liaising with the Fellow regarding their visit and arrangements.

How will I receive the funds for the award?

Residential Fellowships are different from International Visiting Fellowships in that the IAS will not provide the hosting department with an internal order code to use for spend against the award. As we are only providing accommodation and up to £550 towards the cost of the Fellows' flight, we will request a cost code from you as the hosting department so that we can transfer the award amount directly to you.

Who is responsible for booking the Fellow's travel?

As the award will be transferred directly to the hosting department, it is their responsiblity to liaise with the Fellow regarding their travel arrangements. It would be preferable for the hosting department (Departmental Administrator / Secretary) to book flights and transfers on behalf of the Fellow; however, the Residential Fellow can book their own travel and be reimbursed via the usual expense claim process. In this case, the claim form (FP16a) would also need to be processed by the hosting department.

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.

Does the Residential Fellow require a Visa?

This will depend on the RF's nationality. The RF is responsible for ensuring that they have the necessary authority to visit the UK. Advice on visa requirements is available on the Government website link: https://www.gov.uk/standard-visitor-visa.

Will the Residential Fellow receive a living allowance payment?

No - the Residential Fellowship award is different to the International Visiting Fellowship award in that the IAS will only provide accommodation at our residential facility and a contribution towards the cost of their travel.

What accommodation is provided?

The IAS has a residential facility at Cryfield Grange, comprising 3 en-suite double rooms. Cryfield Grange is a 15/20 minute walk to central campus. The IAS also has use of Cryfield Cottage, a self-contained cottage with 2 double bedrooms, each with private bathroom facilities. Cryfield Cottage is on campus, close to the Arts Centre. Neither of these accommodation facilities is staffed and arrangements need to be made so that a member of the Staff Accommodation team can meet the Fellow at the accommodation to handover keys and a welcome pack. At certain times of the year, the rooms become fully booked well in advance. In light of this, we ask that applicants (nominators) provide three possible visit dates so that we may be able to accommodate the Fellow on at least one of these.

The actual accommodation location will be confirmed nearer the time of the fellow’s visit.

As the Nominator is responsible for the Fellow during their time at Warwick, the Nominator will want to welcome the Fellow once they have arrived at Warwick and inform the Fellow of the itinerary for the visit, where to go and at what time etc.

Are there any restrictions on arrival times/dates?

As Cryfield Grange/Cryfield Cottage are not staffed, the IAS would ask that, where possible, Fellows arrive at Warwick on weekdays during normal day-time hours (9am -6pm) so that a member of the Staff Accommodation Team can meet the Fellow and handover keys etc. If arriving at the weekend or on a bank holiday, it would be preferable for the Fellow to arrive before 12 noon for the same reason. If arriving after 6pm on weekdays, or after 12 noon at the weekend or a bank holiday, it may be necessary to arrange accommodation at Warwick Conferences for the first night and then be transported to Cryfield Grange/Cryfield Cottage the following morning.

Who is responsible for booking the accommodation?

The IAS will liaise with the Staff Accommodation Team to confirm all bookings at the accommodation. Therefore, as soon as the Nominator has confirmation of the dates , s/he should let the IAS know so we can update the team. The Nominator will then need to liaise with the Staff Accommodation Team over the Fellow's time of arrival and the 'meet and greet' arrangements.

Can the RF be accompanied by a partner/spouse?

Yes - the Fellow can be accompanied by their spouse. However, if Fellows are bringing family, other than a partner/spouse, they are liable for organising their own accommodation and accommodation expenses. For health and safety reasons, children under 18 are not allowed in Cryfield Grange/Cryfield Cottage.

How is card access/IT access etc provided for the Residential Fellow?

The hosting department is responsible for making these arrangements. The Nominator should liaise with their Department Administrator about this in advance of the visit.

Does the RF have access to the Sports Centre?

Yes - the RF 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

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 end of award form can be downloaded from this page.

Please return completed forms to the IAS at: IAS@warwick.ac.uk or via post to:

C0.03, IAS
Zeeman Building
University of Warwick
Coventry
CV4 7AL