Overseas Institutional Visits

Please ensure you have read your University’s health and safety guidelines and policies relating to overseas travel. You should also check with your department for any University and departmental risk assessment rules concerning travel, along with Foreign Office website for updates on the safety of overseas destinations at https://www.gov.uk/browse/abroad and https://www.gov.uk/foreign-travel-advice.

The DTP cannot provide support for overseas visits if either the Foreign, Commonwealth and Development Office (FCDO) or another national government body (in the case of international students and dual nationals) advises against visiting the country or area concerned. All overseas travel must be subject to a formal risk assessment and departmental approval. It is your responsibility to ensure that risk assessments are completed prior to your intended dates of travel. The DTP cannot approve any funding for activities for which the student’s department/university body has not also granted risk assessment approval, in addition to being in line with FCDO or other pertinent national government guidance.

The visit should be covered by the travel insurance policy of the student’s host institution. Please speak to your respective department/university body about this process.

You must apply to the DTP at least 3 months before the proposed activity, to ensure time for consideration and to give yourself plenty of planning time. However, if an opportunity arises with less notice, please do still contact the DTP Office of your home institution for advice. In exceptional circumstances, we may be able to review these. Retrospective applications will not be considered.

Funding decisions for visits are based on the quality of five key assessment criteria:

• the purpose of the visit provided by the applicant
• the intended work plan provided by the applicant
• value for money, as demonstrated by itemised and carefully considered budgeting
• arrangements for continued supervision provided by the supervisor
• the confirmation of support provided by the proposed host university.

In order to make the widest use of available funds and ensure engagement across a broad range of countries, the assessors will consider the location, length, and expected cost of the visit. They may decide to award lower grants and provide a contribution to support a greater number of students.

Applications will be reviewed at the end of every month. Therefore it may take between 3-6 weeks of submission of a completed application to receive a decision.

Decisions for applications involving travel will not be finalised until the DTP office has received confirmation of an approved risk assessment and appropriate travel insurance. However, you may submit your OIV application form to your DTP office for review ahead of receiving these, as we can review this whilst you await approval.

When completing your application, think of it as an opportunity to practice grant-writing skills. You must make a strong case, demonstrating careful planning and investigation of costs options to ensure value for money.

Summary of Proposed Activity

You should provide a clear and developed programme of events for their visit. A general list of activities that may be of interest, or a quite narrow plan of activities, will not make a very strong case for support. Providing a weekly, or fortnightly, schedule may assist with demonstrating a clear plan.

Ensure you have discussed the timing of travel with your supervisor in relation to the progress of your studies and any formal programme assessments. And an explanation provided on the application form as to why the timing is appropriate.

Level of Funding Requested

Provide estimates of the costs you expect to incur that are above those usually covered by your funding arrangements. The costs of the visit should be reasonable for the country, time period and activity proposed. Ensure you are realistic in your estimates - an overly ambitious proposal will raise questions about its feasibility.

You must provide evidence to support your cost estimates and amounts requested, such as a screenshot from a price comparison website. Recommended levels for living expenses provided by the prospective host institution can be used as a starting point, however, please note that these lists might include costs that you are expected to cover through your stipend so you can only use them to benchmark eligible costs.

Applicants can apply for funding up to a maximum of £4000, though awards of this level are rare and value for money will be taken into consideration when assessing applications.

Case for Support

You should indicate the purpose of the visit and how it relates to your doctoral research, and academic aspirations. Please describe how the proposed visit will extend/enhance this and ‘add value’ to your doctoral experience. If the OIV is to be undertaken for research training purposes, you must demonstrate how the training is integral to your research and unavailable/inaccessible in the UK.

If you are proposing to undertake more than one visit to the same university or research institution, you should provide clear justification as to why more than one visit is required as this will likely be costlier. The DTP will be considering how your application shows value for money therefore you should ensure you justify the cost estimates listed, particularly if they are not the most cost-effective options.

Supplementary Funding

Please detail any supplementary funding you have applied for or received to support the OIV, including funding body and amount.

Confirmation of support from your supervisor

Supervisors are asked to comment on the quality of the student's research to date and how the proposed visit will extend/enhance this. If the OIV is to be undertaken for research training purposes, please explain how the training is integral to their research, and the extent to which it is unavailable the UK. Students are expected to continue their PhD research and training throughout the course of the visit/s and maintain regular contact with their supervisor. Supervisors are asked to demonstrate what arrangements are in place to meet this requirement. Planning discussions between supervisors and the student should take place prior to the visit in order to ensure that both parties are fully aware of the arrangements and expectations. Supervisors can provide their statement of support by email.

Confirmation of support from the proposed host institution

The main academic contact at the host university or research institution should provide written support for the proposed visit and confirm each of the below points:

• confirmation of the work plan for the proposed visit/s
• details of the academic facilities to which the student will have access
• details of the student’s registration status at the host university or research institution during the visit period.

If a grant is approved, funds will be distributed as per local practice at your home institution, and no further funding will be provided beyond the amount confirmed in the award letter.

All expenses must be supported by original receipts and any other additional information required.

All reimbursements must be settled within 3 months of the activity taking place, following local practice at your home institution.

In addition to the above financial support limits, the GUDTP maintains an Access Fund designated to assist students who would not otherwise be able to engage with DTP activities due to caring responsibilities, or for those with disabilities associated with higher costs for activities. This is particularly the case for overseas activity where the Government’s Disabled Student Allowance (DSA) is not available. Access funding is limited and is intended to supplement, rather than replace, support available through home universities. Both home universities and host organisation are asked to assist where possible.