Attachments

 

Reporting Periods of Study away from the University

(for PGR students undertaking fieldwork outside of the UK – please read the guidance to students and supervisors attached before completing this form)

 

STUDENT FULL NAME: SCHOOL:

STUDENT REGISTRATION NUMBER:

PROGRAMME TITLE:

START DATE OF STUDY AWAY FROM CAMPUS:

INTENDED RETURN DATE:

COUNTRY and REGION WHERE RESEARCH AWAY FROM THE UNIVERSITY WILL TAKE PLACE:   ………………………………………………………………………………….

 

STUDENT’S COUNTRY OF PERMANENT RESIDENCE:   ……………………………….

CONTACT ADDRESS ABROAD:

 

 

 

TEL:EMAIL:

DIRECTOR OF STUDIES NAME: 

 

I agree that this student can study away from the University for the agreed period described above.

I have consulted the Post Graduate Research Student Travel Insurance Factsheet – Business Assurance to ensure the area above is acceptable by the insurers for travel by the student.

DATE:

 

ARE YOU LIVING IN UNIVERSITY ACCOMMODATION?YES / NOIf yes, please complete this section.

ROOM / FLAT: HALL / HOUSE:

DATE YOU PLAN TO LEAVE THE HALL / HOUSE:

If, on vacating the premises, you fail to hand in your keys to the Hall Manager or security officer (Halls) or the Residential Service Officer (University Houses), the locks will be changed and you will be charged accordingly.

International Students ONLY (NOT EU)

International students MUST meet one of the International Student Support Advisers at The Gateway at City Campus to discuss the visa and immigration implications for study or research away from the University and to provide flight tickets. 

Flight tickets/booking confirmation seen Y/N

Information attachedY/N

SIGNATURE OF INTERNATIONAL STUDENT SUPPORT ADVISER:

 

SIGNATURE OF STUDENT:

 

Please return this form to the GRS Assistant for your School in the Graduate Research Support office by email or to Level1, Gateway, City Campus

 

GRS Office Use Only:

Form logged and sent to International Student Support (Kayleigh Munday or Ross Downs)  for reporting to UKVI purposes

 

 

Dates away from the University recorded in appropriate Attendance Monitoring Event in the student’s SITS record

 

GRS Assistant to record date of return in diary

 

 

GRS Assistant to check that student has returned to study in the UK

 

 

Copy form to Accommodation if student is living in University premises

 

 

 

Upon receipt, the form will be reviewed and, if accepted, will result in a Change of Circumstance or Withdrawn Sponsorship report being made to the UK Visas and Immigration (UKVI). 


Postgraduate Research Student Travel Factsheet – Finance

Business Travel Insurance Provider

Aviva

Covers

Any Governor, Employee, Volunteer, Intern or Post / Under-

Graduate Student and any member of their accompanying

family; whilst travelling on University Business or Activities

overseas.

Journey Origin

All business trips commence when the Insured Person leaves home or their place of work/study and terminates when they return home or if earlier, their place of work/study.

Journey Destination

If the destination of the traveller is the country of which they

are a permanent resident, the business travel policy would not provide medical, evacuation or repatriation cover. Other

aspects of travel insurance would be in force ie lost luggage, flight delays and cancellations under the condition that the Foreign and Commonwealth office did not recommend against travel at the time of booking.

Excluded Territories

Any claim incurred in or in respect of travel to Afghanistan,

Iran, Iraq, Syria, Mali, Niger, Somalia, Libya or Nigeria (Delta region or North of Abuja) or any claim incurred in a

country or part of a country where the Foreign and

Commonwealth Office has issued warnings against all travel

to that country or part being visited. This can be checked at

www.gov.uk/foreign-travel-advice

 

Activities during business travel

If research activities involve high risk activities such as

potential contamination of disease or involve entering areas of civil unrest, a full risk assessment must be compiled and

passed to Finance for consideration. If a full risk

assessment is not possible, please email insurance@sunderland.ac.uk for advice, it may be that you

are unable to travel.

Further Enquiries

Finance may be required to liaise with the

University insurance provider with details of the itinerary for

their confirmation that appropriate cover will be provided.

Decision from Business Assurance

If Finance and/or University insurance provider

deem any travel to be too high risk then the travel in question must not occur.

Further options for travel

Specialist insurance companies may be able to accommodate the needs of travellers not covered under the University insurance. Under exceptional circumstances only. This would need to be sourced and purchased by Finance.

Disclaimer

Should the traveller opt to travel against the advice of the

University and/or without insurance, then they do so entirely at their own risk. A formal signed disclaimer document may be required in such an eventuality.


Guidance for Students and Supervisors

This procedure applies to:  All Tier 4 students and Home/EU students who will be undertaking research outside of the UK with the agreement of their Director of Studies.

 

  1. Purpose and Scope

For overseas students, under UKVI regulations, the University is legally obliged to track and monitor each Tier 4 student that it sponsors and to hold records of programme engagement.

 

A number of students embark on research programmes which include periods of study outside of the UK, this is usually to undertake research abroad (fieldwork).

 

The University is obliged to advise the UKVI of a change in study location and if Tier 4 sponsorship is maintained for the period the student is out of the UK.  

 

The University also wish to be aware of the location of any PGR student who is outside of the UK to undertake fieldwork, this includes Home and EU students.

 

  1. Process for Agreeing Research Away from the University

 

The student must discuss and agree any periods of study away from the University with their Director of Studies in advance of leaving the University.

If an overseas student wishes to undertake research abroad for longer than 4 months, then sponsorship of the student’s visa will be withdrawn by the University.   To return to study the student will need to apply for another visa.

Contact must be a minimum of monthly via email or Skype.  A record of this must be recorded on the RCSupRec form which will be recorded for UKVI purposes for overseas students and for all students, to comply with the University’s Progress and Engagement policy.

  1. Process for Reporting Periods of Study away from the University

 

If the Director of Studies agrees to the period of research away from the University, the student and Director of Studies will complete the above form “Reporting Periods of Study away from the University”.

The student must ensure the form is signed by the Director of Studies who is confirming that they agree with the period of research away from the University and is satisfied that the student is not travelling to an unsafe area. 

Overseas students must arrange to meet with the International Student Support Adviser (Kayleigh Munday) based in Gateway level 1, City Campus:  kayleigh.munday@sunderland.ac.uk

The International Student Support Adviser will explain to the student any visa implications of study away from the University.  The International Student Support Adviser will also request a copy of flight tickets as evidence that the student is leaving the UK.

The completed form must be returned to the GRS Assistant for the School in which the student is based.

 

 

Key points will be that (overseas students):

  • if an overseas research student seeks study away from the University for longer than 4 months then the University will notify the UKVI that it is no longer sponsoring the student’s visa; 

 

  • the student would have to apply for fresh entry clearance before returning to the UK;

 

  • if the student is undertaking research for less than 4 months, the International Student Support team will notify the UKVI of a change of study location with a commitment to continued engagement.

Checklist

 

The student and Director of Studies to decide on the duration of the period of study outside the UK.

 

Complete the “Reporting Periods of Study away from the University” form.

 

Director of Studies has consulted the Post Graduate Research Student Travel Insurance Factsheet – Business Assurance to ensure that the student is travelling to an area which is acceptable for travel by the insurers (Zurich Municipal).

 

The form has been signed by Director of Studies and Student.

 

 

If the student is overseas, he/she has met with the International Student Support Adviser (Kayleigh Munday, 5152688) to discuss the visa implications of study away from the University.

 

 

Flight tickets have been provided to International Student Support Adviser (Overseas students only).

 

 

Form has been returned to GRS Assistant for your school in the Graduate Research Support Office, Level 1, Gateway

 

 

 

 

 

 

 

Updated: August 2018