V&H Application Process Map Please note: It is the responsibility of the Academic Host to ensure the form is submitted in advance of the appointment with as much notice as possible. The Academic Host should discuss the appointment with their Head of School BEFORE submission.
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Academic Host fills in application form through V&H website and attaches CV and other docs (including the letter from the employer for Academic Visitors, if applicable) via upload files. When submitted, data is populated into SharePoint and a link is automatically sent to School V&H Admin containing the submission. If necessary, School V&H Admin works with Academic Host should queries be noted. If amendments required, these can only be edited in SharePoint by the School V&H Admin. If 'Professor' title is selected, School V&H Admin liaises with Keith Lampard to check that candidate meets criteria to be deemed equivalent to UK Professor. Approval email from KL should be uploaded to the SharePoint record. If not approved, discussion is required regarding amendment of title on SharePoint before uploadin to SharePoint and proceeding to next stage. School V&H Admin forwards the link of the SharePoint record to HoS for approval and changes status of appointment to 'awaiting HoS approval'. Head of School reviews application and either queries content with Academic Host or confirms by email a statement of approval to School Admin and this is uploaded into the SharePoint record. Status then changed to 'approved by HoS'.
Email is sent from the School V&H Admin to HR V&H Admin (hrvandhadmin@kent.ac.uk) informing that approval has been met. Application and documents are checked by HR V&H Admin and any queries highlighted back to the school. HR sends a link to the SharePoint record for David Nightingale to Heather Harrow (PA) to approve for final sign off. Application status will be changed by HR V&H Admin to 'awaiting DRN approval.' David Nightingale approves or rejects the application which is returned to HR V&H Admin, whereby status is updated accordingly.
Once approved by David Nightingale, HR V&H Admin contacts School V&H Admin to advise that the appointment has been approved and the Emp Number generated in order to create an IT account and give access to the library.
School V&H Admin communicates to Academic Host about the outcome and school generates the letter to applicant based on one of the central templates available on V&H website. School V&H Admin notify the Academic Host the week before the proposed start date of the visitor, reminding that checking & copying of UK entry documentation is required (where applicable). If the visitor is arriving later than expected/the visit has been cancelled, this information must be conveyed via School V&H Admin to HR V&H Admin and updated within the notes on SharePoint, and the status updated to 'delayed/cancelled'. On first day of visit, an authorised and trained verifier of documents (usually School V&H Admin) checks & scans UK entry documentation (for appointments of 4 weeks or more) then stamps and uploads the documents to the SharePoint record. Notes are updated stating the date that this is completed. School V&H Admin will notify HR V&H Admin of arrival and that documentation has been uploaded to the SharePoint record, where applicable. Status is changed by School Admin to 'arrived - approved'. School V&H Admin will notify the Academic Host, 7 days before the end of the visit, notifying that card access and IT login will cease for the visitor on that day.
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Academic Host to confirm to School V & H administrator in writing that the visitor has left Kent and the date when this occurred. The email should be uploaded to SharePoint with the notes being updated. If the visitor leaves before the end of the appointment this too should be noted as well as the HR V & H Admin being notified. This is especially important if the visitor came to Kent on a visa.
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Renewal of an appointment can be arranged by the school if required/appropriate. A new appointment form will need to be completed in the usual way ensuring there is adequate time to process ensuring the renewal is approved prior to the current appointment reaching its end date.
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If a renewal is not required, then the appointment will end on the approved end date and School V&H Admin emails HR V&H Admin to confirm that the appointment is not being renewed and that the SharePoint entry can be archived and the database entry closed down. /mnt/tmp/rs/180409100210-e1a2d513fcd67d49ebaebb843ba9e237/original.file