Other engagements

When submitting any request for a hosted/visiting/sponsored researcher or academic, please review whether:

• the individual is affiliated with or funded by an organisation based in, or connected by way of ownership or control to, a country listed within the Imperial Relationships policy; and
• working in a field relevant to the 17 sensitive areas of the economy under the UK National Security and Investment Act 2021?

If yes [to both], please contact the Research Security Team for advice (see here for Research Security guidance).

Please note that this review/advice for the hosting department is in addition to, not an alternative to, the Academic & Technology Approval Scheme (ATAS) requirements. These processes can be run in parallel.

Visiting Researchers & Academics are most commonly on sabbatical leave (paid or unpaid) and are employed at an overseas academic or research institute, who come to an Imperial campus to undertake their own research.

They can also include academics (including doctors) participating in formal exchange arrangements with United Kingdom counterparts, and eminent senior doctors and dentists visiting to participate in research, teaching, or clinical practice. Academic visitors are not 'employed' by Imperial and must not be paid or funded by Imperial. Payment of reasonable expenses to cover their needs whilst in the UK may, however, be made.

Visitor or Honorary Association requests should be submitted to the Honorary & Visiting Associations team inbox; the team will create the association and send a formal invitation.

Please visit the Government's website for information on the Standard Visitor visa process.

Whether a standard visitor visa application must be submitted in advance of travel to the UK depends on the visitor's nationality and the length of the intended visit. 

Nationals of specified countries may not need to apply for a standard visitor visa in advance of travel if they are visiting for less than 6 months and will undertake only the permitted activities for visitors during their stay. This can be checked using the gov.uk check if you need a UK visa tool. If a visa application is not required in advance, an electronic travel authorisation (ETA) will be required; please review the information below.

Departments/Divisions wishing to host a Visiting Researcher or Academic who will need to apply for a standard visitor visa in advance of travel to the UK should also provide them with a formal letter of invitation arranged in advance. Our template  PBS Academic Visitor support letter can be used.

From 31 January 2024, UK Visa & Immigration (UK Gov) expanded the types of research activities permitted for research visits to the UK of up to 6 months. This expansion means that most research activity for these short-term visits can be allowed under the standard visit rules, where previously Imperial may have been required to host under a sponsored route.

Please be aware that the expansion is limited to a total of 6 months. Any extension of an association/UK visit beyond this maximum period will be reviewed to determine whether the activity falls within the standard visitor-permitted activities.

Identity/status check

Visitors will not be working or employed by Imperial, so there is no legal requirement to conduct a right-to-work check. However, we would still advise the hosting department to conduct an ID check on day one of association for any visitors who will be issued an Imperial association/status and/or undertaking activities on the Imperial campus. Please ensure that we have a copy of the relevant documents (this may be an endorsement/vignette within current passport or using the Home Office proof of immigration status online service – However, if the visit is for less than 6 months and individual is a national of a country able to use border eGate they may have no endorsement confirming their entry to the UK as a standard visitor)

Academic Technology Approval Scheme (ATAS)

Depending on the type and level of research activity and the academic/researcher's nationality, an additional requirement may be Academic Technology Approval Scheme (ATAS) certification.

Where ATAS is required for a visitor, it is essential that the individual’s ATAS certificate be checked and a copy retained by Imperial before they are allowed on campus or granted access to Imperial systems. Please see the ATAS information on the Immigration & Compliance web pages.

Due to variable ATAS processing times, we recommend that the hosting manager provide the ATAS information directly to the prospective visitor as early as possible, 6 months before the intended start date of their visit. We advise the academic/researcher not finalise their travel arrangements until their ATAS certificate has been granted, as otherwise they may arrive in the UK but be unable to start at Imperial.

Permitted Paid Engagement (PPE) visitors may undertake short-term paid activities, such as delivering a guest lecture, examining students, and/or participating in a selection panel, for up to 30 days from the date of UK arrival as a standard/academic visitor. The visitor may remain in the UK for the remainder of their standard/academic visit period, but all PPE activity must be completed within the first month.

The engagement must align with the visitor’s area of expertise and/or qualifications, and with their main occupation overseas. They cannot be fully retired but can be semi-retired.

UK Visa & Immigration (UK Gov) no longer require individuals to apply for a PPE visa before travel to the UK or to obtain a PPE entry stamp at the UK border on arrival.

Departments/Divisions wishing to engage a PPE Visitor should provide a formal letter of invitation for each engagement arranged in advance. If the Casual Worker Team will make the PPE payment, please follow the guidance and contact the Casual Worker Team for any advice on setup

Where the individual will be paid via Imperial casual payroll, please ensure that the Casual Worker Team are aware of the permitted paid engagement in advance of the visit, so they can send any offer of casual PPE activity, provide relevant information and undertake the required pre-engagement checks and complete the PPE joiner (and leaver) process.

Please see the Gov.uk guidance on Permitted Paid Engagements

Academic Technology Approval Scheme (ATAS)

Where ATAS is required for a permitted paid engagement because the individual will undertake ATAS-restricted research during their UK visit, it is essential that the individual’s ATAS certificate is checked and a copy retained by Imperial before they are allowed on campus or granted access to Imperial systems. Please see the ATAS information on the Immigration & Compliance web pages.

Due to variable ATAS processing times, we recommend that the hosting manager provide the ATAS information directly to the prospective PPE visitor as early as possible, 6 months before the intended start date of their visit. We advise the academic/researcher not to make their travel arrangements until their ATAS certificate has been granted.

Please visit the Government's website for further information on the Permitted Paid Engagement visa process.

‌Imperial holds a sponsor licence under the Temporary Worker: Government Authorised Exchange category, which allows us to sponsor a sponsored researchers undertaking supernumerary research collaborations or projects to come to the UK for up to 24 months. The activity/role must be above our normal staffing requirements.

Activity can include:

• A formal research project or collaboration
• A period of work-based training/work experience/internship/placement;
• Skill development/knowledge transfer;
• A series of lectures, which doesn’t amount to a formal teaching post;
• External examinations.

Sponsored researchers are not employees of Imperial. They must not fill job vacancies but may undertake research and work under the full or partial control of Imperial, which will benefit from the research. They are normally invited to the UK to lead or take part in a formal research project hosted by, but not necessarily funded by, Imperial. The project can be funded from UK or overseas sources and paid for by either Imperial or its employing organisation.

Sponsored researchers must obtain Imperial sponsorship to work in the UK. Sponsorship can be assigned only when the work/activity is at least equivalent to RQF level 3 or above, and the activity/funding meets all eligibility criteria, typically including that the funding is at least the UK minimum wage per hour.

Departments/Divisions wishing to sponsor a sponsored researcher should complete Sponsored Researcher Certificate of Sponsorship application form‌   and email this to the Staff Compliance team along with the necessary supporting documents (listed on the request form) before we can assign sponsorship.

Academic Technology Approval Scheme (ATAS)

Depending on the type and level of research activity and the researcher's nationality, an additional requirement may be Academic Technology Approval Scheme (ATAS) certification.

Where ATAS is required for a sponsored researcher, it is essential that the individual’s ATAS certificate is checked, and a copy is retained by Imperial before they can be assigned sponsorship and before they submit their visa application. The Sponsored Researcher Certificate of Sponsorship application form‌ has relevant questions that the hosting manager needs to assess whether ATAS is required.

Due to variable ATAS processing times, we recommend that the hosting manager provide the ATAS information directly to the prospective sponsored researcher as early as 6 months before the intended start date of their visit.

Please refer to the ATAS information on the Immigration & Compliance web pages.

It is essential that, before any sponsored research engagement starts, a right to work check is completed by the Staff Compliance Team. A visa expiry reminder is sent to the researcher and the hosting manager in the months before the expiry date, and a follow-up check is undertaken as required. 

Please visit the Government's website for further information on the Government Authorised Exchange visa.

UK Entry: eGates –how some nationalities can enter the UK

The Home Office has expanded the use of UK border eGates. Nationals from the following Non-visa nationals countries can enter the UK for visits of less than 6 months to undertake listed permitted activities without needing to seek a visa in advance:

The list of ‘Visa nationals’ countries who need a visa in advance of travel to the UK in all instances is listed in the Immigration Rules Appendix Visitor: Visa national list web page. If a country is not on this list, it is a ‘Non-Visa National’.

The following are currently ‘non-visa national’ countries:

• European Economic Area (EEA), European Union (EU) Countries and Switzerland
• Argentina
• Australia
• Brazil
• Canada
• Colombia
• Guyana
• Japan
• Mexico
• New Zealand
• Paraguay
• Peru
• Singapore
• South Korea
• United States of America
• Uruguay

Nationals from the specified visa-exempt countries who use eGates do not need to complete a landing card. They will not receive an entry stamp in their passports from an immigration officer at the border.

Get an electronic travel authorisation (ETA) to visit the UK

UK Electronic Travel Authorisation will be enforced; visitors to the UK will be unable to enter without permission.

From 25 February 2026,  the Electronic Travel Authorisation (ETA) requirement will be strictly enforced. ETA is a legal requirement, and carriers will not board eligible visitors without one. 

From this date, everyone (except British and Irish citizens) wishing to travel to the UK will need permission to travel. Wherever possible, the permission will be digitally linked to the passport being used. This must be demonstrated by an ETA, eVisa, other acceptable physical proof, or an exemption.

• An ETA is required by eligible passengers visiting or transiting landside via the UK who do not currently need a visa for short stays and do not have a valid UK immigration status before travelling.
• People who require a visa to visit the UK will continue to do so and should not obtain an ETA.
• Those exempt from immigration control will not require an ETA.
• Applicants must apply for an ETA through the UK ETA app and use the passport they will travel with, as the ETA is digitally linked to that document.
• UKVI recommends that travellers apply at least three working days before travel. Most ETA applications are processed quickly, but they may take longer on occasion.

An ETA costs £16 and permits multiple journeys to the UK of up to six months at a time over two years or until the holder’s passport expires – whichever is sooner.

ETA applies to:

• visits of up to 6 months for tourism, visiting family and friends, business or short-term study
• visits of up to 3 months on the Creative Worker visa concession  Creative Worker visa concession
• visits for a permitted paid engagement  permitted paid engagement
• transiting through the UK – including if you’re not going through UK border control

Further information and how to apply:   www.gov.uk/electronic-travel-authorisation

Academic Technology Approval Scheme and ETA

Where a visitor is coming to UK with ETA to undertake visiting research that is not exempt from the ATAS requirement (either through exempt nationality, or the research not being in field, level that requires ATAS), they would continue to need an ATAS certificate in place before starting any research at Imperial, in line with individuals who need to obtain a standard visit visa.