Visiting Academics and Non-Academics & Occupational Trainees

Please contact HR Services directly regarding appointments for Visiting Academics and Occupational Trainees due to significant Immigration changes from November 2016

University policy requires that overseas visitors obtain the correct visa while engaged with training or research. Overseas visitors will fall into one of the below categories, listed in line with visas offered by Department of Immigration and Border Protection:

You will find processes outlining all steps and documentation required for these different visa streams below. If you are unsure which visa is appropriate, please contact HRS via email or by phoning +61 2 6773 3705.

Occupational Trainees

Process, Forms and Templates
Who can be an occupational trainee?


In general, occupational trainees must meet one or more of the following requirements:

  • have been employed in their current occupation, studying or engaged in their field of expertise for at least the last 12 months
  • have recently graduated from a foreign educational institution and are either:
    - seeking occupational training in a closely related field, or
    - undertaking research in their field of study
  • be undertaking a course of study at an overseas educational institution, and be able to provide evidence from that overseas institution that the occupational training will be credited towards the grant of an award.
  1. UNE Academic identifies individual as potential collaborator with UNE as an Occupational Trainee
  2. UNE Academic and Occupational Trainee complete a Visiting Nomination Form or a Visiting Renewal Nomination Form and submit for Head of School (HoS) approval.
  3. Nomination is approved at the discretion of HoS.
  4. The School is now required to complete Confirmation of Invitation & Sponsorship Obligation Letter and Duty Statement.
  5. School administrative staff send all completed templates through to HRS to be put on letterhead and signed.
  6. HRS returns signed letters to School; Confirmation Letter is sent through to Occupational Trainee to have terms and conditions signed and returned.
  7. The School is now required to complete a Nomination for an occupational trainee position - Form 1402N. School will liaise with occupational trainee to complete and procure documentation required - outlined in Occupational Trainee Nomination 1402N document checklist.
  8. On receipt via email of Nomination acknowledgement of receipt letter from Department of Immigration and Border Protection, School sends through all paperwork required to the Occupational Trainee, noted in Visa Documentation checklist.
  9. The Occupational Trainee applies for Training and Research visa (subclass 402) Occupational Trainee stream - Form 1402, ensuring a copy of the form is kept for personal records.
  10. On approval – Occupational Trainee sends copy of approval advice to School.
    School must send nomination approval advice, visa approval advice, signed terms and conditions and copy of passport to HRS
  11. HRS enters Occupational Trainee on system and email Occupational Trainee and School confirmation, with information to set  up IT access. All documentation is saved to TRIM.
Official Documentation

Honorary Appointments Policy and Procedures can be found at the UNE Policy Library.

Travel Policy and Procedures and Intellectual Property Policy (as referenced in Terms & Conditions of UNE Visiting Academic appointment) can be found at the UNE Policy Library.

Information - Application and Lodgement

FAQ

Department of Immigration and Border Protection - Training and Research visa (Subclass 402)

Nomination for an occupational trainee position (School)

You must provide all relevant documents and pay the nomination charge when you apply.

Lodge your completed application form with the required documents and pay the visa application charge at the Hobart Office in Tasmania - attention Specialist Temporary Entry Centre.

Example Nomination for an occupational trainee position - Form 1402N

Training and Research Visa (subclass 402) Occupational Trainee stream (Visa applicant)
Applying in Australia:

Lodge your 402 Research stream visa application with the Hobart office in Tasmania - attention Specialst Temporary Entry Centre

If you are in Australia, you can pay by credit card, bank cheque or money order made payable to the Department of Immigration and Border Protection.

Applying outside Australia:

Lodge your completed application form with all the required documents and pay the visa application charge at the Hobart office in Tasmania - attention Specialist Temporary Entry Centre

Example Training and Research Visa, Occupational Trainee Stream Application - Form 1402

Visiting Academic & Non-Academics

Process, Forms and Templates
  1. UNE Academic identifies individual as potential collaborator with UNE
  2. UNE Academic & Visiting Academic complete a Visiting Nomination Form or a Visiting Renewal Nomination Form and submit for Head of School (HoS) approval.
  3. Nominations approved at the discretion of the HoS. School Administrative staff (with UNE Academic) completes Confirmation of Invitation and Sponsorship Obligations Letter Template, sends through with Nomination form to HRS.
  4. HRS returns signed letter to School; letter is sent through to Visiting Academic with all paperwork required for visa application - see Training and Research (subclass 402) Visa Documentation checklist.
  5. Visiting Academic signs acceptance of terms and conditions (included in confirmation letter) and returns to School with copy of passport. School supplies documentation to HRS.
  6. Visiting Academic applies for appropriate visa:
    Training and Research visa (subclass 402) application form, or
    apply online for Visitor Visa (subclass 600) if applicable. 
  7. On approval – Visiting Academic sends copy of approval advice to School.
    School sends approval advice to HRS.
  8. HRS enters Visiting Academic on system and email Visiting Academic and School confirmation, with information to set  up IT access. All documentation is saved to TRIM.
Official Documentation

Honorary Appointments Policy and Procedures can be found at the UNE Policy Library.

Travel Policy and Procedures and Intellectual Property Policy (as referenced in Terms & Conditions of UNE Visiting Academic appointment) can be found on the UNE Policy Library.

Information - Application and Lodgement

FAQ

Department of Immigration and Border Protection - Training and Research visa (Subclass 402)

Applying in Australia:

Lodge your 402 Research stream visa application with the Hobart office in Tasmania - attention Specialst Temporary Entry Centre

If you are in Australia, you can pay by credit card, bank cheque or money order made payable to the Department of Immigration and Border Protection.

Applying outside Australia:

Lodge your 402 Research stream visa application with one of the Department's offices around the world - go to the directory for a full list.

Example Training and Research Visa, Research Stream Application - Form 1402

Visiting Academic & Non-Academics - Short Stay (up to 3 months)

Process, Forms and Templates
  1. UNE Academic identifies individual as potential collaborator with UNE
  2. UNE Academic & Visiting Academic complete a Visiting Nomination Form or a Visiting Renewal Nomination Form and submit for Head of School (HoS) approval.
  3. Nominations approved at the discretion of the HoS. School Administrative staff (with UNE Academic) completes Visiting Academic Short Stay Confirmation of Invitation and Conditions template, sends through with Nomination form to HRS.
  4. HRS returns signed letter to School; letter is sent through to Visiting Academic referring to Short Stay visa documentation checklist with all paperwork required for  application.
  5. Visiting Academic signs acceptance of terms and conditions (included in confirmation letter) and returns to School with copy of passport.
  6. Visiting Academic applies for Temporary Work (Short Stay Activity) visa - Form 1400, ensuring a copy of the form is kept for personal records.
  7. On approval – Visiting Academic sends copy of approval advice to School.
    School must send approval advice, signed terms and conditions and copy of passport to HRS
  8. HRS enters Visiting Academic on system and email Visiting Academic and School confirmation, with information to set  up IT access. All documentation is saved to TRIM.

Download this as a flow chart

Official Documentation

Honorary Appointments Policy and Procedures can be found at the UNE Policy Library.

Travel Policy and Procedures and Intellectual Property Policy (as referenced in Terms & Conditions of UNE Visiting Academic appointment) can be found at the UNE Policy Library.

Information - Application and Lodgement

FAQ

Department of Immigration and Border Protection - Temporary Work (Short Stay Activity) visa (Subclass 400)

Applications can be submitted outside Australia only.

Please note Temporary Work (short stay activity) visa (subclass 400) can be lodged online or by PDF: Form 1400

Lodge your 1400 Form with one of the Department's offices around the world - go to the directory for a full list.

Example Temporary Work (Short Stay Activity) visa (Subclass 400) Application - Form 1400