Key Technology Partnership Visiting Fellow Program at UTS

Guidelines for Visiting Fellows and Host Academics

Section 1: Before the visit

Australian Visa visa policy

It is a condition of accepting a KTP Visiting Fellow (KTP-VF) position that the Visiting Fellow obtains the
appropriate visa to visit Australia. UTS HR will provide an invitation letter which includes information on
obtaining a visa. It is the Visiting Fellows responsibility to apply for an appropriate visa, including planning
appropriately for the time it will take in their home country for the visa application to be processed.

Visiting Fellows: Please ensure you check with the Australian Embassy closest to your city of residency
which visa is the most appropriate for your visit as visa conditions may change. Please note a Tourist Visa
is not an appropriate visa to visit UTS. We cannot provide you with reimbursement of your expenses if
you do not have a suitable visa.

Important: please forward a copy of the communication you receive from the Australian Embassy when
your visa application is approved to Fiona Chan at Fiona.Chan@uts.edu.au. This is required for UTS to
reimburse your expenses.

Visiting Fellows from China

You can find further information on the Australian visa requirements at this link
http://www.china.embassy.gov.au/bjng/DIAC07092012p1en.html

Visiting Fellows from India

You can find further information on Australian visa requirements at this link
http://www.india.embassy.gov.au/ndli/vm_visitaus.html

Visiting fellows from Netherlands

You can find further information on Australian visa requirements at this link
http://www.netherlands.embassy.gov.au/thag/Visas_and_Migration.html

Visiting fellows from UK

You can find further information on Australian visa requirements at this link
http://www.uk.embassy.gov.au/lhlh/immi_visitor.html

Visiting fellows from Chile

You can find further information on Australian visa requirements at this link
http://chile.embassy.gov.au/sclecastellano/visasimmicit.html

Please confirm with the relevant Australian Embassy before submitting your visa application which visa
category will be most appropriate for you, and refer to the Visa Type information that is indicated on the
Invitation Letter sent by Human Resources at UTS.

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Invitation letter
UTS will provide Visiting Fellows with an invitation letter. Please confirm your travel dates at least three
months prior to your visit, so that HR can send you the invitation letter. You will require this letter in order
to apply for the appropriate Australian visa for your visit.

Health insurance
Visiting Fellows must ensure that they are covered by travel insurance.
1. Check with your home university whether they provide a travel insurance policy that will cover you
during your visit at UTS. The travel insurance policy should include medical cover for sickness/injury
while you are in Sydney and should also cover loss of personal property (theft or incidental
damage), loss/expense incurred as a result of flight cancellations, etc.
2. If your home university does not provide you with travel insurance, notify Fiona Chan at
Fiona.Chan@uts.edu.au, so that UTS covers you under UTSs travel policy.
Please note that we are unable to cover any costs incurred by any other third party external travel insurance.

KTP Visiting Fellows are covered under UTSs Public Liability insurance for injury/damage sustained on UTS
premises caused by UTS negligence.

Travel expenses guidelines

UTS will reimburse travel, accommodation and living expenses to the Visiting Fellows for the duration of
their visit. Expenses are reimbursed at the end of their stay, once receipts are provided for each expense.

Airfare
UTS will reimburse the cost of the lowest economy class airfare by any reasonable route.

Accommodation
UTS has corporate rates with hotels nearby. The Living in Sydney Tips for Key Technology Partner
Visiting Fellows includes information about accommodation, transport, safety, banking and other
useful web links to help make the settling process in Sydney much smoother
We recommend discussing accommodation with the UTS host academic before making
accommodation arrangements, as they may be able to suggest other accommodation options
If the visit is short, a hotel or serviced apartment might be a better option, but if the visit is long, it may
be worth considering renting a furnished apartment. We recommend staying close to the campus
Visiting Fellows have the freedom of booking the most suitable accommodation for them. Please keep
in mind the accommodation daily amount approved by the Australian Taxation Office and UTS
(maximum $246 per day) and the budget approved for the visit

Living expenses
Living expenses will be reimbursed to a maximum of $150.80 per day.

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 CHECKLIST OF ITEMS COVERED AND NOT COVERED BY
The Key Technology Partner (KTP) Visiting Fellow (VF) Program
Reimbursement Guide for Travel and Living Expenses
Items covered Items Not Covered X
Airfares
(Please book the lowest possible economy class
airfare by any reasonable route)
Accommodation
(Please keep in mind the accommodation daily
amount approved by the Australian Taxation Office
and UTS: maximum $246 per day)
Visa Fees
(Please apply for an Australian Visa type as per
indicated on the Invitation Letter provided by HR at
UTS. A Tourist Visa is not an appropriate visa to visit
UTS. We cannot provide a reimbursement if the VF
does not have a suitable visa)
Meals for the Visiting Fellow, including reasonable
alcohol consumption (1-2 drinks) as part of a meal in
a restaurant
Internet access: if required at the accommodation
please choose the most economical suitable
package
Public transport costs between the accommodation
and UTS and taxi fees to and from Sydney Airport at
the beginning and end of the visit
Incidentals such as toiletries and reasonable laundry
costs
Hotel mini bar and bottle shop alcohol
purchases
Phone calls (Visiting Fellow may find it
beneficial to consider purchasing a local sim
card)
Newspapers and magazines
Books and other equipment, whether
related to Visiting Fellow academic work or
not
Gifts
Car hire and petrol costs
Costs related to sightseeing or leisure
activities (including gym costs)
Clothing, including clothing for work
purposes
In transit costs - costs that are incurred in a
transit city during an incoming flight to
Sydney or departing flight from Sydney, such
as accommodation or other expenses, are
not covered. Generally costs incurred outside
of Sydney are not reimbursable
Meals for others, unless the other attendees
are involved in the research collaboration
being undertaken at UTS

If you are unsure as to whether a cost will be reimbursed or how the process works, please check with
Fiona Chan at Fiona.Chan@uts.edu.au before making your purchase.

Itinerary of Activities
This is the most important step in planning for the visit. We ask the Visiting Fellows and Host Academics to
discuss the research activities to be undertaken during the visit at UTS well in advance of arrival, so that
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project plans can be implemented during the visit. The KTP Team will send you a sample itinerary
document which outlines the expected activities: meetings with other UTS academics, public seminars, and
time to discuss joint publications, supervision of PhD students as well as external funding opportunities.

Delays in visits
Visits are expected to take place at the time indicated in the application. Unavoidable delays are
permitted, provided notification is given to the KTP team. However, visits must take place in the calendar
year for which funding has been approved. It is a requirement for Host Academics to be present during the
entire duration of the visit. Should you wish to reschedule the visit to the following calendar year, a new
application must be submitted to the KTP team for assessment and processing. Please note that the
application process is competitive and approval of a resubmitted application is not guaranteed.

Section 2: During the visit

Work space
The host UTS academic will arrange a suitable space and facilities (including computer and internet access,
as well as access to the required buildings) for the Visiting Fellow during their stay.

Meeting with the Key Technology Partnerships team

A meeting with the KTP team will be arranged during the first week to discuss the itinerary of planned
research activities and to answer any questions you may have about any aspect of the visit.

Potential meetings with other academic and professional staff at UTS will be discussed during the meeting.

In the final week, you will have a departure/planning forward meeting with the KTP Team, where you will
be required to provide the Follow-up Plan and all the receipts for which you wish to claim reimbursement.

Section 3: After the visit

Continuous engagement in research collaboration
For forward planning, we will provide you with a KTP Visiting Fellow Follow-up Plan for you to submit at
your departure meeting at UTS. Such document will enable both of you to plan and track your activities
and achievements after the visit.

At the departure/planning forward meeting with the KTP Team at UTS you will be required to submit:
1. The KTP Visiting Fellow Follow-up Plan (12-24 month plan of engagement and collaborative work,
including joint research supervision and potential grant applications in Australia and/or overseas)
2. The Request Form and receipts

You will also provide regular updates on the progress of your collaboration. The KTP team will schedule
follow-up meetings with Visiting Fellows and Host Academics via video conference or will request written
progress updates. The milestones and achievements reported by participating academics will inform the
content of the KTP reports submitted to executive management at UTS and the KTPs.

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 Please follow the checklist below where Visiting Fellow (VF) and Host Academic (HA) are responsible for
the task. This checklist aims to guide you through each step of the process; as it provides a summary of all
the information mentioned above and the time frames by which they need to be completed.

STEP BY STEP CHECKLIST FOR THE VISITING FELLOW PROGRAM

Acronym Guide
VF: Visiting Fellow
HA: Host Academic
KTP: Key Technology Partnerships Team at UTS
HR: Human Resources at UTS
UTSI: UTS International Office
RIO: Research and Innovation Office
GRS: Graduate Research School
*To send documents/communications to Fiona Chan, please email her: fiona.chan@uts.edu.au

PRIOR TO ARRIVAL
Action Person Time frame Completed
responsible (Y/N)
Confirm with Fiona Chan and your host academic your travel dates. VF 3 months prior
KTP Team notifies the Human Resources Office at UTS of your travel to VF arrival
dates and of the funding approved
HR sends you an Invitation Letter (honorary appointment letter). Sign VF 3 months prior
the Invitation Letter sent by HR and send a signed copy back to HR and to VF arrival
Fiona Chan
Apply for an Australian Visa type as per advised by the Australian VF 2 months prior
Embassy in your home country and as per indicated on the Invitation to VF arrival
Letter sent by HR at UTS
Confirm with your home university whether they provide a travel VF 2 months prior
insurance policy that will cover you during your fellowship at UTS to VF arrival
Once you have an Australian visa, book your flights and email a copy of VF 2 months prior
your flight booking to Fiona Chan to VF arrival
Discuss accommodation options before making arrangements. UTS has VF & HA 2 months prior
corporate rates with hotels nearby. If we are not booking the to VF arrival
accommodation for you, please let us know where you will be staying
Review UTS research strengths and the academics of interest to your VF 2 months prior
area of research across faculties to VF arrival
Discuss an itinerary of planned activities during the visit HA & VF 2 months prior
to VF arrival
Send the itinerary of planned activities during the visit to Fiona Chan HA 1 month prior
to VF arrival
Send evidence to Fiona Chan of the travel insurance coverage that your VF 1 month prior

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institution will provide you with to VF arrival
If your home institution doesnt provide you with travel insurance,
please let us know that you require coverage under the UTS policy so
that she can organise this
Arrange a suitable work space and facilities for the Visiting Fellow (incl. HA Prior to VF
computer access; as well as access to the required buildings) arrival
Organise meetings with academics, including early and mid-career HA Prior to VF
academics, at UTS who might have a potential research interest to arrival
collaborate in your project
Arrange any additional funds approved by the Faculty or Research HA Prior to VF
Strength arrival
Documents VF sends to Fiona Chan 1-2 months prior to arrival:
1. A copy of the Invitation letter issued by UTS (copy) signed by 1 -2 months
you- the Visiting Fellow prior to VF
2. Letter or email from the Australian Embassy which confirms VF arrival
your visa approval and visa type
3. Evidence of your travel insurance if covered by your home
university (copy)
4. Flight Booking
Prior to arrival tips for VF: VF Prior to VF
Arrange small note currency to have at hand while travelling arrival
Save all your emergency contacts and UTS contact numbers
Document HA sends to Fiona Chan 1 month prior to VFs arrival:
Final itinerary of planned activities during the VF visit HA 1 month prior
to arrival

DURING THE VISIT

Action Person Time frame Completed (Y/N)
responsible
Keep receipts for all items for which you wish to claim VF Throughout visit
reimbursement *Please note that living expenses will be
reimbursed within the approved budget to a maximum of
$150.80 per day
Attend a welcome/planning meeting with the host VF & HA 1st week of
academic and the KTP team. Potential meetings with arrival
other UTS academics and senior executive will be
discussed during this meeting
Participate in meetings with GRS and RIO to discuss your VF & HA 1st week of
research collaboration, sources of funding and possible arrival
supervision of joint PhD students KTP Team
KTP Team at UTS will organise these meetings support
Identify potential collaborators and areas of research HA & VF 1st week of
interest across UTS and organise meetings as appropriate KTP Team arrival
UTS Host Academic and KTP Team at UTS can help support
organise meetings
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Engage in research collaboration with UTS host HA & VF Throughout visit
academics through the development of significant
research projects which:
o Generate joint publications
o Attract external funding
o Provide opportunities for engagement to
early- and midcareer researchers at
both institutions
Conduct a number of public seminars to present their VF Anytime during
work and an overview of their home institution visit
Contribute to the development of UTS HDR students in VF Throughout visit
their host unit through engagement at postgraduate
seminars and other forums
Acknowledge UTS in any publications or presentations VF and HA As required
that result from research conducted during the visit
Reach agreement before the end of the visit on all on- VF and HA Prior to departure
going research collaboration, including joint research meeting with KTP
supervision and potential grant applications in Australia Team
and/or the visitors home country. The KTP team will
provide you with a form (KTP Visiting Fellow Follow-up
Plan) to guide you in planning future activities that result
from your participation in the KTP-VF Program
Attend departure/planning forward meeting with KTP VF & HA On final week of
Team at UTS to submit the KTP Visiting Fellow Follow-up visit
Plan, Request Form and receipts
POST VISIT - Progress Updates & Continuous Engagement
Action Person responsible Time frame
Ongoing collaboration to meet objectives outlined on KTP VF and HA Ongoing
Visiting Fellow Follow-up Plan
Participate in the Progress Update Meetings; we will VF and HA Frequency of conference calls
facilitate them by setting up video conference calls. determined by VF. HA and KTP team
Alternatively, progress written updates will be requested (3,6, 9 and 12 months after visit)
by the KTP Team. This information will document the KTP
Annual Report sent to the Executive Management Teams
both at UTS and the VFs Home Institution

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How the KTP Team can support you
The KTP Team at UTS provides support throughout your experience as a Visiting Fellow and as a Host Academic -
before, during and after the visit. Please do let us know if there is anything else we can do to enable productive
research collaboration.

Before the visit:

Notify the Human Resources Office at UTS of VFs travel dates and of the funding that has been approved for
your visit. This happens once youve confirmed your travel dates
HR sends you an Invitation Letter (honorary appointment letter) for VF to sign
Book VFs accommodation if you wish to stay at any of the hotels that offer UTS a corporate rate
For more information, please see the Living in Sydney Tips for KTP VFs attachment
Assist with issuing a Travel Insurance Certificate from UTS for VF to be covered by our travel insurance policy
during their visit; if your home university doesnt provide cover during your fellowship at UTS
Identify possible sources of external funding for research projects

During the Visit:

Arrange meetings with GRS, RIO and any other relevant units/academics
Promote public seminars

After the Visit:

Organise reimbursement of VFs travel expenses
Schedule follow-up meetings with VF & HA via video conference or request progress updates
Report VF Program outputs (milestones and achievements) to UTS and KTPs Executive Management teams

Key Technology Partnerships (KTP) Team Contact Details

The KTP team welcomes you to UTS. Members of the team are as follows:

Sydney China India

Fiona Chan
Strategic Partnerships Officer
T: +61 2 9514 7517 Grace Lin Dr Jamshed A. Siddiqui
E: Fiona.Chan@uts.edu.au Program Coordinator Country Director India & Chief
T: +86 189 1175 5017 Representative - South Asia
Ana Paula Ruiz
E: grace.lin@uts.edu.au T: +91 11 4120 7175
Strategic Partnerships Coordinator
M: +91 98 101 68286
T: +61 2 9514 7814 M: +61 468 879 211
E: Jamshed.Siddiqui@uts.edu.au
E: ana.ruiz@uts.edu.au
Innes Ireland
Associate Director, Partnerships
T: +61 2 9514 1539 - M: +61 439 310 640
E: innes.ireland@uts.edu.au

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