COLLEGE OF ENGINEERING, MATHEMATICS AND PHYSICAL SCIENCES

INTERNAL APPROVAL FOR VISITORS

GUIDANCE NOTES
1. This form is to be completed three months prior to visitor arrival, where a visitor is
from outside the EU, one month prior to arrival if from within the EU.

2. Approval needs to be obtained prior to an invitation being issued.

3. Prior to arranging the visit date for all non-EU appointments please contact your
HR Business Partner (Personnel) who will advise on Business Visitor Visa /
Certificate of Sponsorship requirements. HR will not initiate the Visa process until
they have received evidence that the visit has been approved by the College.

4. This form is not for student visitors.

5. It is the host’s responsibility to provide desk space within their own area. Where
this is not possible please contact Assistant College Manager for Infrastructure
and Technical Services.

6. It is the host’s responsibility to inform the Executive Support Team of any changes
to the information provided (e.g start/finish date).

7. The additional personal information requested is needed for IT/library account set
up.

8. If your visitor requires use of IT facilities they must agree to abide by the
regulations (http://as.exeter.ac.uk/it/regulations/regs/). All IT use is restricted and
monitored. The visitor will need to have either a temporary IT guest account (for
short periods of time) or a full IT account. Further information from
helpdesk@emps.ex.ac.uk

9. All signatures are required before the application can be processed

10. Older versions of this form will not be accepted due to the additional information
now required.

For Executive Support use only:

Date received: Notes:
Database updated:
IT A/c requested:
 COLLEGE OF ENGINEERING, MATHEMATICS AND PHYSICAL SCIENCES

INTERNAL APPROVAL FORM FOR

VISITORS
PLEASE READ GUIDANCE NOTES OVERLEAF BEFORE AND DURING COMPLETION OF THIS FORM
TO BE COMPLETED IN BLOCK CAPITALS

Name of Academic Host

Name of Visitor (inc title-Prof/Dr etc)

University/Institution/Company
of Visitor
Date of Birth(note 7)
Gender(note 7) Male Female

Nationality of Visitor applicant(note 3)

Email Address of Visitor
applicant

Dates of Visit(note 6) To:

From:

Facilities requested – IT Account(note 8): Yes No Other:

approval will depend
on availability Library Access yes No
(swipe card):
Where will your visitor
be sat (note 5)
Please state case for
visit

For example - Research

to be carried out, how
visit will help with RAE
outputs or inputs etc

Is this visit part of a Yes No

sabbatical?

Approved by ACADEMIC LEAD Signed: Date:

Approved by HEAD OF DISCIPLINE Signed: Date:

Approved by INFRASTRUCTURE Signed: Date:

AND PROJECTS OFFICER

When completed, this form should be emailed to emps-est@exeter.ac.uk or pass to

Executive Support Team in Harrison 302