Visiting Academics

The Department of Immigration and Citizenship have changed the Visiting Academic Process.  Previously the only requirement of the University was a letter of invitation from the University to the Visiting Academic.  The Visiting Academic would then include the invitation letter with the application for the relevant visa. 

Recently the University of Adelaide has been required to register as a sponsor of Visiting Academics. 

On each occasion that we invite a Visiting Academic to the University of Adelaide we are required to complete a "Nomination for a Temporary Position (Form 1378)".  Once the nomination has been approved we then forward confirmation to the Visiting Academic, and only then can they apply for their visa to visit Australia.

Once submitted this process can take The Department of Immigration and Citizenship up to 8 weeks before they approve the nomination.

It is currently the responsibility of the Human Resources Branch to administer the documents / applications required by Immigration. 

In order for HR to submit the "Nomination" form we require some assistance from the School and Visiting Academic, refer to the Process Outline below.

Process Requirements/Outline:

STEP 1
School to complete Nomination/Application for a Visiting Academic Request Form. Form must be signed by Head of School. Decide on the most appropriate visa.

STEP 2
If selecting a Visiting Academic Visa (subclass 419) or Occupational Trainee Visa (subclass 442) use the appropriate Instruction Guide (refer to Tools below) to complete required questions in Form 1378 ‘Nomination for a Temporary Position’.  Attach required documentation as per page 18-19 of Form 1378.

STEP 3
Forward all documentation in Step 1 & 2 to Human Resources, level 13, 115 Grenfell Street, Adelaide, SA 5000, for processing.

STEP 4
Upon receipt of all documentation Human Resources will prepare an Invitation Letter and send to the Visitor, & finalise and lodge the Nomination Application with The Department of Immigration & Citizenship.

Step 5
Once Human Resources has received confirmation from The Department of Immigration & Citizenship that the Nomination Application has been approved this will be forwarded to the Visitor and the School.

Visitor Visa Options

• Visiting Academic Visa (subclass 419)
• Occupational Trainee Visa (Subclass 442)
• Business (Short Stay) Visa (Subclass 456) (applicable if staying 3 months or less)
• ETA (Business Entrant)(Subclass 956 and 977) (applicable if applicant holds a citizen passport of an ETA eligible country)
• Working Holiday Visa (Subclass 417) or Work and Holiday Visa (Subclass 462)

If you are unsure which visa would be the most appropriate please contact the HR Service Centre to discuss further, telephone 8313 1111.

Forms/Tools

• Nomination/Application for a Visiting Academic Request Form
• Form 1378 (http://www.immi.gov.au/allforms/application-forms/forms_num3.htm)
• Visiting Academic (subcalss 419) Instruction Guide on How to Complete Form 1378
• Occupational Trainee (subclass 442) Instruction Guide on How to Complete Form 1378 
• Visitor Invitation Letter Example (prepared by HR)

Required Documentation in order to process Visitor Applications:

• Curriculum Vitae
• Passport photo page (required for applicant and any accompanying dependants)
• A letter of support from the applicants home institution stating his/her employment, ongoing wage, and the period and  reason for being in Australia
• A list of all papers published in recognised journals or similar
• Form 1378 (required for Visiting Academic Visa (subclass 419) or Occupational Trainee Visa (subclass 442))
• For Occupational Trainee Visa (subclass 442) refer to Form 1378 for additional documentation required.