DAO =  DPMMS Administrative Office - Head of Department, their PA and others on the DPMMS admin team.  Usually, the first point of contact is Julia Blackwell (hodsec@dpmms.cam.ac.uk) 

The purpose of this process is to ensure that all visitors are properly accounted for and arrangements can be put in place before their arrival. The department has a duty of care to visitors and in keeping with University policy, an obligation to keep records of visitors to the department. This process also ensures that visitors are covered by University insurance. All visitors coming for more than one week will be expected to sign and agree to terms and conditions which include clauses on confidentiality and intellectual property. 

Standard Terms and Conditions for  independent visitors

Standard Terms and Conditions for  employees of other institutions 

Standard Terms and Conditions for College Fellows

Speakers, Conferences and Workshops

No need to follow this process.

Guidance for Hosts  

Short-term visitor - (An academic term or less)

Approval from the  HoD for this type of visit not required but advanced notice of visit is required by DAO.

• Host to send Visitor Application Form link (online microsoft form) to Visitor to complete and submit.  In addition to completing application form visitor is required to supply a scan of passport ID page to DAO. 

Long-term visitor –  (An academic term or more)

HoD's agreement is required before you confirm an invitation. Visiting fellows (or PDRAs) hosted by the members of the Department for a term and over need approval from the Research and Strategy Committee who meet either in person or by circulation at the beginning of each term.

Host to send the Visitor Application Form  link to visitor to complete and submit  together with supporting documentation requested.

• If visitor is from outside the EEA (European Economic Area) and requires a visa it is recommend the application process is started at least two months in advance of the anticipated start date.
• If a visa is required for any visitor from outside of the European Economic Area ATAS clearance may also be required. HR  will advise on this once the visitor form has been completed.

There are several types of visas available, so visitors must confirm which visa they need before applying. The HR Office can assist if support is required, but visitors must complete the Visitor Application Form first.

It is the visitor's responsibility to ensure they have the correct visa before travelling. 

If there is any doubt about the appropriate visa after receiving the Visitor Application form, the HR Office may need to consult the International Student Office or Compliance for advice. 

Visitors are categorised as either: 

• Independent Visiting Researcher – usually funded by their home institution
• Academic on sabbatical – usually funded by their home institution
• Fellowship (individual)
• Visiting Student - usually funded by their home institution.  Contact  Sally Baume in first instance.

Issue of Visitors Agreement (and T&Cs)

The  DAO  will issue a Visitor's Agreement to visitor for signature where required.

Visitors must ensure:

• Visitors Application Form has been completed, supporting documentation has been received by DAO.
• Visitor Agreement has been signed and returned (only required for visits over an academic term in duration).
• HR and host are advised if start date is delayed (only required for visits over an academic term in duration)...
• Access cards and any keys are returned to CMS Reception on final day.

Hosts must ensure: 

• If over an Academic term in duration, the visit has been approved by the HoD before an invitation is confirmed.
• All supporting documentation has been received.
• There is a signed Visitor Agreement in place.
• Provide an appropriate induction  and ongoing support for visitor during their stay. 

If you have any concerns or wish to discuss a visitor or their visit, please speak to a member of the Department Administrative Office.

For more information please visit the University's Guidelines on Visitors webpage.