Academic Visitors

The University of Leicester warmly welcomes academic visitors from across the globe. Your presence significantly enriches our research environment and helps foster valuable international collaborations. To ensure consistency and fairness in our approach to visitors we have an Academic Visitor Policy (PDF 225KB).

An academic visitor is an academic employed by another institution who wishes to visit the University of Leicester for a defined period for research collaboration. During your stay, we expect you will participate in the academic life of your host School, for example by attending seminars, sharing your research, and engaging with our staff and postgraduate researchers.

To ensure all visits are well-supported, strategically aligned, and compliant with UK Trusted Research principles, we have a clear policy for academics wishing to visit for more than one week. This page outlines the process, fees, and what you can expect during your time with us. 

How to Arrange Your Visit: A Step-by-Step Guide 

Applying to be an Academic Visitor is a formal process. Please follow the steps below carefully. 

Step 1: Find an Academic Host

Before you can apply, you must identify a member of our academic staff whose research aligns with yours and who has agreed to act as your Academic Host. Your host will be your main point of contact before and during your visit. 

You should correspond with your potential host to discuss your research plans and agree on the objectives of your visit. Your host will also need to be satisfied with your level of English language proficiency to ensure you can fully participate in university life. 

Step 2: Prepare Your Application Documents 

Once you have an agreement with an Academic Host, you must prepare the following documents: 

• A completed ‘Request for Invitation as an Academic Visitor’ (PDF 224KB) form. Note: Please use Adobe Acrobat to complete.
• An up-to-date CV. 
• Two academic references, one of which must be from your current manager. 
• A formal letter from your home institution on headed paper, signed by your Head of School. This letter must confirm: 
  • You are an academic member of staff. 
  • You will remain employed by them for the duration of your visit. 
  • You will continue to receive your salary or have other funds (e.g., a grant) to support yourself.
  • The visit has the full support of your Head of School. 

Step 3: Submit Your Application via Your Host 

Send your complete application pack to your Academic Host at least six months before you intend your visit to begin. Your host will then submit it for internal review and approval. 

If your application is successful, our HR team will issue a formal letter of invitation and an Academic Visitor Agreement. Your host's School will also issue an invoice for the required fees, which must be paid before your visit commences. 

If your request is accepted by the University, you will need to sign an Academic Visitor Agreement (PDF 89KB) so you know what is expected of you and what you can expect from us during your stay. 

Fees and Funding 

The University of Leicester does not provide any salary, remuneration, or funding for academic visitors. Visitors are required to cover all of their own travel and living expenses. 

A fee is charged for all visits to cover administrative and resource costs. 

• Administrative Fee: A one-off, non-refundable fee of £150 (+VAT) is required for all visitors. This covers administrative processing, induction, and IT account setup where required. 
• Bench Fee: This covers the use of university facilities and is charged pro-rata for the duration of your visit. 
• Standard Fee: £1,500 (+VAT) per year. For visitors in areas like Social Sciences, Arts & Humanities, where no direct lab or consumable costs are incurred. 
• Enhanced Fee: £2,500+ (+VAT) per year. For visitors in STEM subjects requiring access to labs, specialist equipment, or consumables. The final fee is determined by the specific research costs. 

In exceptional circumstances, such as for visitors with refugee status or from recognised low-income countries, a fee waiver may be considered. Your Academic Host can make a case for this during the application process. 

Practical Information for Your Stay 

Duration: Visits typically last up to six months. In exceptional circumstances, a visit of up to one year may be approved.  Visas and Immigration: You are responsible for ensuring you have the correct visa to enter the UK to commence the activity you intend to undertake. You must also obtain Academic Technology Approval Scheme (ATAS) clearance if required for your field of research. 

Facilities: All visitors receive a University access card and can use open access areas of the Library. Please note that we do not normally provide a designated office, study space, or IT equipment. 

Accommodation: The University does not arrange accommodation for visitors; you will be required to organise this yourself.