Visitor Hosting

Please note that the following guidance is for WIN researchers only

WIN Visitor Hosting Guidance

All external individuals coming to WIN (for example, a visiting student or academic) need to be approved by the WIN admin team, and visits over 3 months need additional approval from the WIN management board prior to the visit taking place. Please use the WIN visitor hosting request form for both purposes. 

Why does WIN need to be informed?

WIN needs to be informed about all visitors (even short-term) to make sure we have the resources to host the proposed work and that the visit complies with visa rules and university policy. This also enables us to keep records of individuals that will be in the building for security and health/safety purposes. We can help you and your visitor navigate and speed up HR processes such as requesting their access card, and provide any additional material you might need (e.g. letters of support).

WhAT LEVEL OF approval DO I neeD?

Approval by WIN admin is needed for any visitor that will be visiting WIN for more than one day. For visitors staying less than two weeks, we have now created a shortened section of the request form that only requires basic information about the visitor. Approval is not needed for visitors who are only attending a meeting or a talk for a short time period within a given day, as long as they are accompanied by the host at all times, but we always appreciate being notified of their name so that we can assist with building access etc. if necessary.

Approval by the WIN management board is needed for visitors who would be working with you for more than three months. This is because our space and resources are limited. Please note, visitors staying less than a year will not be provided individual desk space.

For all cases, please use the WIN visitor hosting request form linked below.

How do I apply for approval?

In all cases, please email admin@win.ox.ac.uk with the below WIN visitor hosting request form to advise on the next steps. For visits over 2 weeks, please include a CV of the visitor.

For visits over three months, please submit approval form to WIN well ahead of any deadlines, preferably two months (ideally more). If any letters of support are needed, please indicate this at the time of WIN form submission.

WIN Visitor Hosting Request Form [Requires SSO]

WIN approval does not replace department approval, and the relevant department process must also be followed.

Please contact your department HR team for more information on this process, including timelines. WIN admin can help liaise with HR where necessary.