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School of Geography and the Environment

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Policy and Criteria for Research Associate and Distinguished Visiting Scholar / Scientist Status

  1. This policy statement relates principally to those 'Associates' who are not (a) direct employees in the School - ie contract researchers (PDRAs/PDRFs on funded research projects with a PI in the School) - or (b) covered by the Divisional procedures for awarding 'Visiting Professorship' status.
  2. The title of Visiting Research Associate (VRA) applies to an honorary category of association where the benefits to the School are primarily teaching and/or research based. The 'visiting' prefix indicates its temporary/fixed term nature and distinguishes it from contract researchers.
  3. The award of VRA status is governed by five main principles:
    1. Any such status should be for a fixed time period - normally, up to 24 months, renewable once for a further 24 month period. Renewal will be subject to an assessment of a new application on a case by case basis, including any case for upgrading the 'seniority' attached to such status (see iii below). There should be no assumption or culture of expectation of the award of this status (eg following completion of a D.Phil. or end of research contract) or its renewal. Any application for the award of VRA status should be made using the standard application form:
      Download the nomination / application form:
      If you have problems downloading this form, or would like a copy in an alternate format, please contact Jan Burke.
    2. The award of VRA status should be dependent upon a demonstrable association with one or more of the following:
      1. a named academic staff member;
      2. a research cluster / group (including ECI & TSU);
      3. an MSc teaching programme.
      Thus, the case for association must identify a material benefit to the core research activity of the School (from research grant co-applications/ paper collaborations to contributions to teaching programmes) that is supported in writing by a relevant academic staff member (whether as an individual, cluster/group co-ordinator, or MSc Programme co-ordinator). The application form includes a section for this purpose.
    3. Applications for the award of VRA status must be formally considered by the Research and Development Committee and approved by the Head of School. No person shall be entitled to claim VRA status or to produce or use business cards and/or stationery supporting such a claim, without having successfully submitted to this approval process.
    4. The award of VRA status shall be conditional on the acknowledgement of a SoGE affiliation in the authorship of any papers written during the period of the association and, in the case of research grant applications or consultancy bids, on the identification of a designated financial benefit to the School (e.g. overheads and/or FEC contribution). In return, you will be listed as a VRA on the School's website unless you specifically request otherwise.
    5. The award of VRA may entitle the holder to access to University services (eg OULS, OUCS, Finance Division or Development Office, and including a University Card)) and/or to School resources, (e.g. printing/email/photocopying, desk space and office facilities, or support staff assistance such as finance/ computing/laboratory) subject to the following charges:
      1. a standard administration charge of £50 to cover processing costs.
      2. a bench-fee of £5,000 per annum (pro-rata) if desk space and office facilities are required.
      3. There may be an additional charge, where applicable, to cover visa/work permit fees. Applicants should ensure that they meet the UK Border Agency's visa and work permit requirements before making an application. Please see the UK Border Agency website for more information.
      Such charges are to be met by the applicant or the SoGE nominator.
  4. The School has four categories of Visiting Research Associates:
    • Visiting Research Associate (For those who have completed their doctorate less than 5 years ago);
    • Senior Visiting Research Associate (For those 5 who have completed their doctorate more than 5 years ago);
    • Honorary Visiting Research Associate (whose association with SoGE is 'at a distance' and does not involve access to University/School services or resources);
    • Distinguished Visiting Scholar / Scientist (This category is reserved for distinguished academic visitors and a CV should be included with the application).
    The application form should clearly indicate the category of status for which they are applying.