Visiting Academics and Visiting Research Students

University policy requires that overseas visitors obtain the correct visa while engaged with training or research. Application paperwork must be provided to Human Resource Services twelves (12) weeks in advance of the visitor's arrival date. Please note that Visa approval times can take up to six (6) months. Overseas visitors to UNE fall into the below Visa categories. The University’s sponsorship obligations include ensuring the visa most suitable for the purpose of the visit is applied for.

  • Visiting Academic/Student to collaborate on Australian-led research: Human Resource Services will issue an invitation. Individuals who are associated with another institution who are invited to visit Australia to observe or participate in an Australian research project will apply for a Temporary Activity Visa (subclass 408).
  • Visiting Academic/Student to attend Conference or Seminar only: no need to contact Human Resource Services. Visitor will apply for a Visitor Visa (subclass 600, 601 or 651), and will need to provide evidence of Conference/Seminar registration when submitting application.

Foreign Email Address Issue - UNE's spam software can occasionally prevent emails being received by hr-services@une.edu.au. If you receive emails required by HR from a Visitor, please forward these on to hr-services@une.edu.au.

Step by Step Guides:

Visiting Academic Research
  1. UNE Academic identifies individual as potential collaborator with UNE. The University is not obligated to accept Visiting Academics (Research). The Visiting Academic (Research) must be invited to attend the University. The visit must be held at a mutually agreeable time, and provide benefits for both parties.
  2. UNE Academic and Visiting Academic (Research) complete a Visiting Nomination or Renewal Form and Visiting Academic (Researcher) – Duty statement template and submit, with Curriculum Vitae, for Head of School approval.
  3. Nominations approved at the discretion of the Head of School.
  4. Human Resource Services send Confirmation of Invitation letter to Visiting Academic (Researcher).
  5. Visiting Academic (Researcher) signs acceptance of terms and conditions (included in confirmation letter) and returns all completed documentation to Human Resource Services within 14 days.
  6. Human Resource Services sends the Visiting Academic (Researcher) all paperwork required for visa application.
  7. Visiting Academic (Researcher) applies for appropriate visa:
    Temporary Activity Visa (Subclass 408) Research stream 
  8. On approval – Visiting Academic (Researcher) sends copy of Visa Grant Notice to Human Resource Services and UNE Academic.
  9. UNE Academic notifies Human Resource Services Visiting Academic (Research) has arrived, by completing the Confirmation of Commencement form.
  10. Human Resource Services emails Visiting Academic (Research) and School a confirmation, with information to help set up IT access.
Visiting Research Students
  1. UNE Academic identifies individual as potential collaborator with UNE.
  2. UNE Academic and Visiting Research Student complete a Visiting Nomination or Renewal Form and Visiting Research Student – Duty statement template and submit for Head of School approval.
  3. Nomination is approved at the discretion of the Head of School.
  4. Human Resource Services send Confirmation of Invitation letter to Visiting Research Student.
  5. Visiting Research Student signs acceptance of terms and conditions (included in confirmation letter) and returns all completed documentation to Human Resource Services within 14 days.
  6. Human Resource Services sends the Visiting Research Student all paperwork required for visa application.
  7. Visiting Research Student applies for appropriate visa:
    Temporary Activity Visa (Subclass 408) Research stream.
  8. On approval – Visiting Research Student sends copy of Visa Grant Notice to Human Resource Services and UNE Academic.
  9. UNE Academic notifies Human Resource Services Visiting Research Student has arrived by completing the Confirmation of Commencement form.
  10. Human Resource Services emails Visiting Research Student and School a confirmation, with information to help set up IT access.
Renewals and extensions of visits

The renewal process for a Visiting Academic/Visiting Research Student is the same as the initial appointment process.

Any application to extend a current Visiting Academic/Visiting Research Student’s stay must be submitted to HRS no later than 4 weeks before their current end date. This allows time for the new visa application to be submitted and assessed by the Department of Home Affairs.

  1. UNE Academic seeks initial approval from HoS to extend a visitor's stay at UNE. Due to Visa requirements a minimum of 4 weeks notice is required by HR to ensure paperwork is submitted for Visa applications on time.
  2. UNE Academic and Visitor complete the relevant form and submit for Head of School approval.
  3. Nomination is approved at the discretion of the Head of School.
  4. Human Resource Services send new Confirmation of Invitation letter to Visitor.
  5. Visitor signs acceptance of terms and conditions (included in confirmation letter) and returns all completed documentation to Human Resource Services.
  6. Human Resource Services sends the Visitor all paperwork required for their new visa application.
  7. Visitor applies for appropriate visa. Visitor may be granted a bridging visa that will remain in effect until their new visa is finalised.
  8. Visitor sends copy of Visa Grant Notice for Bridging Visa to Human Resource Services and UNE Academic.
  9. UNE Academic notifies Human Resource Services that Visitor has commenced their “new” visit by completing the Confirmation of Commencement form.
  10. Human Resource Services emails Visitor and School a confirmation of new dates of stay.
  11. Following visa outcome – Visitor sends copy of Visa Grant Notice to Human Resource Services and UNE Academic.