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Affiliates

Important contributors to the University community
Affiliates support the University’s core functions and range from office holders to consultants and contractors and members of University committees. If you are an affiliate, this guide will equip you to complete duties for us on campus.

An affiliate is an individual who is not a paid staff member of the University, but who is appointed or engaged by the University to perform duties or functions, and/or recognised for their contribution to the University.

Types of affiliates

Affiliates include the following groups of people who support the University community on one of our campuses:

  • honorary title holders (includes honorary, visiting, adjunct, clinical, conjoint  titles and emeritus professors)
  • research affiliates (contributors to a research output but do not hold an honorary title)
  • consultants and contractors to the University
  • holders of offices in University entities
  • members of boards of University foundations
  • members of University committees
  • volunteers (find out more about volunteering at the University)
  • any other persons appointed or engaged by the University to perform duties or functions on its behalf.

Overseas affiliates and international visitors

International affiliates and visitors can include researchers and students who are working or training with the University for a short-term period. Here is a one-stop guide to help you find the correct visa for them.

The University offers a number of sponsored visas, and our Immigration and Relocation team is here to support you if you need help or advice.

If you would like to invite a visitor from overseas or a temporary visa holder to the University to collaborate on an Australian research project, please refer to the two tables below for information about the appropriate visa category and appointment process.

Please note that this process is not available for overseas visitors who wish to pursue their own personal research that does not contribute to the University of Sydney’s research productivity.

 

Read more details: types of visa (pdf, 174KB)

Visa category

Purpose of visit

Occupation

400 (appointment process)

Research/teaching activities

Highly skilled visitors ie, researchers/academics

408 Research stream (appointment process)

Research collaboration on Australian research project or research study

Academic researchers with significant publications 

408 Research Student stream (appointment process)

Current students or recent graduates within 12 months

407 Occupational trainee stream (appointment process)

Training or study purposes

 

Student currently enrolled overseas, recent graduates, anyone undertaking training

417 Working Holiday/

462 Work and Holiday

(appointment process)

Research or training

Anyone who meets the visa requirements, such as being younger than 30 years old and from the list of eligible countries: eg, the United Kingdom, the United States, Canada and Thailand, but not limited to those countries 

Other short-stay business stream visa ie, ETA – 600, 601, 651 (eg, condition 8115 “business activities” attached)

(appointment process)

Participate in seminar/conference

Anyone meeting the visa activity

Other short-stay tourist/business stream visa ie, ETA - 600, 601, 651 (eg, condition 8101 – “no work” attached)(appointment process)

Participate in training/

informal study

Student currently enrolled overseas

*Training incidental to the visit to Australia ie, not the primary purpose

The University can sponsor visitors on the following visas:

Temporary Activity visa (subclass 408)

There are various streams under this visa category. Below are the relevant streams that the University uses for international affiliates and visitors:

  • Research stream

This stream includes research academics with significant publications to collaborate on an Australian research project for a period of 24 months or less. The activities (ie, research) must not have adverse consequences for employment or training opportunities for Australian citizens or permanent resident. The visa applicant’s intention is to stay here temporarily.

  • Research student stream

This stream includes research students currently enrolled in a PhD or master’s by research programs or recent graduates* from an overseas institution, invited by the University to observe or participate in an Australian research project that is closely related to their course or field of study. The activities (ie, research) must not have adverse consequences for employment or training opportunities for Australian citizens or permanent residents. The visa applicant’s intention is to stay here temporarily.

* Recent graduates – students who have graduated within the last 12 months from the date of visa lodgement and intend to undertake research activities.

  • Invited participant stream

This visa allows visitors to stay for three months or less, when they have been invited by an Australian organisation to participate in social and cultural activities associated with community-based events. Examples include:

  • academics engaging in lectures, workshops or research activities invited by a tertiary academic institution and public speakers or lecturers
  • speakers, presenters and exhibitors at trade fairs, expos, exhibitions, conferences, workshops or seminars
  • entertainers attending specific promotional events (but not performing)
  • artists engaging in the creation of visual art, or holding exhibitions of their work.


You can find more information on the Department of Home Affairs website.

Training visa (subclass 407)

This visa allows the visitor to:

  • take part in workplace-based training to enhance their skills in their current occupation, area of tertiary study, field of expertise
  • participate in a professional development training program in Australia.

Important note: this visa is not appropriate where the sole intention is to work.

407 visa streams

Visitors who are required to undertake workplace-based training to obtain registration, membership or licensing in Australia, or their home country, in order to work in their occupation

Visitors with recent and suitable experience in the nominated occupation specified in the list of eligible skilled occupations who are seeking to undertake a structured workplace-based training program for that occupation.

This visa is for:

  • current students (less than six months visit only) who are not research students and need to take undertake placements as part of their degree
  • visitors who would like to undertake workplace-based training to enhance their skills. The placement can be unpaid or paid in a form of salary or allowance. There is no cap or limit to the payments.

It includes the following categories:

  • overseas qualification – up to six months structured workplace-based training in Australia for students currently enrolled in a foreign educational institution and required to complete a period of practical training, research or observation to obtain their qualification
  • government support – allows for structured workplace-based occupational training that has the support of a government agency in Australia or the government in the home country of the trainee.
  • professional development – enables overseas employers to send their managerial or professional employees to Australia to undertake a tailored professional development program of face-to-face teaching in a classroom or similar environment.

You can find further information on the Department of Home Affairs website.

 

Subclass 408 (Research)*

Subclass 407 (Training Visa)*

Paperwork

1.     International Visitor Request or the Honorary Title Nomination and Appointment Form

2.     Detailed resume

3.     Passport ID pages

4.     Visiting Academic Program or Research Student Program by the supervisor/host

1.     International Visitor Request or the Honorary Title Nomination and Appointment Form

2.     Detailed resume

3.     Passport ID pages

4.     Training Program (407 Visa only)

5.     Form 1283 by the visitor

Process

1.     The above documents with the necessary approval must be sent by email to HR Service Centre – at least 16 weeks before appointment commencement

 

2.     The HRSC will send the invitation letter and 408 Research/Research Student visa instructions to the visitor on how to apply for this visa online.

 

3.     The visitor will need to forward to HRSC the signed acceptance page and visa grant letter.

 

4.     HRSC will email the affiliate ID within a week of receiving the documents in point 3.

 

 

1.     The above documents with the necessary approval must be sent by email to HR Service Centre – at least 20 weeks before appointment commencement

 

2.     The HRSC will send the invitation letter and 407 Training visa instructions to the visitor on how to apply for this visa online.

 

3.     The visitor will need to forward to HRSC the signed acceptance page and visa grant letter.

 

4.     HRSC will email the affiliate ID within a week of receiving the documents in point 3.

 

Subclass 400

417 Working Holiday, 462 Work and Holiday, Short Stay Business, ETA – 600, 601, 651

Paperwork

1.     International Visitor Request or the Honorary Title Nomination and Appointment Form

2.     Detailed resume

3.     Passport ID pages

1.     International Visitor Request or the Honorary Title Nomination and Appointment Form

2.     Detailed resume

3.     Passport ID pages

4.     Visa grant letter if already obtained

Process

1.     The above documents with the necessary approval must be sent by email to the HR Service Centre – at least 4 weeks before appointment commencement

2.     The HRSC will send the invitation letter and 400 visa instruction to the visitor on how to apply for this visa online.

3.     The visitor will need to forward to HRSC the signed acceptance page and visa grant letter.

4.     HRSC will email the affiliate ID within a week of receiving the documents in point 3.

1.     The above documents with the necessary approval must be sent by email to HR Service Centre – at least 2 weeks before appointment commencement

2.     The HRSC will send the invitation letter to the visitor.

3.     The visitor will need to forward to HRSC the signed acceptance page and visa grant letter.

4.     HRSC will email the affiliate ID within a week of receiving the documents mentioned in point 3.

Applying to be an affiliate

In acknowledgement and recognition of the contribution of an individual to teaching, research and other services provided, the University may award them with an honorary title.

Refer to the honorary titles policy for eligibility and approval criteria.

Applying for an honorary title

Step 1 – Complete the nomination and appointment form (new appointments and renewals) and submit it to your supervisor/collaborator for approval, with a copy of your CV and photo ID (for new appointments).

Step 2 – If supported, the faculty or University school conferring your honorary appointment will arrange approval and submit the documentation to the HR Service Centre.

Step 3 – The HR Service Centre will issue you with an invitation letter.  Please ensure you review the letter as it sets out the terms and conditions of your affiliation. 

Step 4 – To formally accept the affiliation, including the terms and conditions, please provide your signed acceptance to the HR Service Centre. Please note the affiliation cannot be recognised until your acceptance has been received.

Obtaining a UniKey

Honorary title holders are recognised in the University HR system and will have a unique affiliate ID number.  You will receive this affiliate ID number after you have returned your signed acceptance.

Once you have received your affiliate ID, contact ICT on 02 9351 2000, quote the affiliate ID number and they will provide your UniKey details over the phone (please allow 24 hours after receiving your affiliate ID before contacting ICT).

Obtaining an affiliate card

This card will provide:

  • identification on University campuses
  • access, if required, to secure areas
  • borrowing privileges, including document delivery and access to the University’s electronic resources (refer to information on borrowing on the Library website)

To obtain an affiliate card in person, please attend the Campus Card Centre with:

  • your affiliate ID number
  • photographic proof of identification (eg your passport or driver’s licence)
  • a copy of your signed letter of affiliation.

If you are unable to attend the Campus Card Centre, you can obtain your staff card remotely by emailing the following documentation to university.cards@sydney.edu.au:

  • your affiliate ID number
  • a clear scanned copy of photographic proof of identification
  • a copy of your signed letter of affiliation
  • a jpeg-quality portrait photo
  • a postal address for your card (please allow one week for your card to be prepared).

For more information about eligibility for an affiliate card and how to go about getting this card, refer to the Campus Cards website.

If you are contributing to a research output but not otherwise employed or affiliated by the University, you may be eligible for a research affiliation.  Refer to the affiliates policy for eligibility criteria and the approval process.

Applying for a research affiliation

Step 1 – Complete the Recognition of Affiliation Form (new appointment or renewal) and submit to your supervisor/collaborator to seek approval of the appointment, together with a copy of your photo ID (for new appointments) and preferably a copy of your CV.

Step 2 – If supported, the school, discipline, DVC portfolio or research unit supporting your research affiliation will arrange approval and submit the documentation to the HR Service Centre.

Step 3 – The HR Service Centre will issue you with an invitation letter.  Please ensure you review the letter as it sets out the terms and conditions of your affiliation.

Step 4 - To formally accept the affiliation, including the terms and conditions, please provide your signed acceptance to the HR Service Centre. Please note the affiliation cannot be recognised until your acceptance has been received.

Obtaining a UniKey

Research affiliates are recognised in the University HR System and will have a unique affiliate ID number.  You will receive this affiliate ID number after you have returned your signed acceptance to the HR Service Centre.

Once you have received your affiliate ID, contact ICT on 02 9351 2000, quote the affiliate ID number and they will provide your UniKey details over the phone (please allow 24 hours after receiving your affiliate ID before contacting ICT).

Obtaining an affiliate card

Your affiliate card will provide:

  • identification on University campuses
  • access, if required, to secure areas
  • borrowing privileges including document delivery and access to the University of Sydney Library’s electronic resources (refer to information on borrowing on the Library website).

To obtain an affiliate card in person, please attend the Campus Card Centre with:

  • your affiliate ID number
  • photographic proof of identification (eg your passport or driver’s licence)
  • a copy of your signed letter of affiliation.

If you are unable to attend the Campus Card Centre, you can obtain your staff card remotely by emailing the following documentation to university.cards@sydney.edu.au

  • your affiliate ID number
  • a clear scanned copy of photographic proof of identification
  • a copy of your signed letter of affiliation
  • a jpeg quality portrait photo
  • a postal address for your card (please allow one week for your card to be prepared).

For more information about eligibility for an affiliate card and how to go about getting it, refer to the Campus Cards website.

If you are affiliated for the purpose of supervising University employees, which requires you to approve leave and timesheets or for the purpose of accessing the Concur system (travel bookings/expenses) you will need to be recognised in the University HR system and will be issued a unique affiliate ID.

Obtaining a unique affiliate ID

Please complete the Recognition of Affiliation Form (new appointment or renewal) (including all requested documentation) and submit to hr.servicecentre@sydney.edu.au. The HR Service Centre will then issue you with an affiliate ID. 

Obtaining a UniKey.  

Please contact ICT on 02 9351 2000, quote the affiliate ID number and they will provide your UniKey details over the phone (please allow 24 hours after receiving your affiliate ID before contacting ICT).  

Affiliate card (if not already issued)

Your affiliate card will provide:

  • identification on University campuses
  • access, if required, to secure areas
  • borrowing privileges including document delivery and access to the University of Sydney Library’s electronic resources (refer to information on borrowing on the Library website)

To obtain an affiliate card in person, please attend the Campus Card Centre with:

  • your affiliate ID number
  • photographic proof of identification
  • your letter of engagement or affiliation with the University.

If you are unable to attend the Campus Card Centre, you can obtain your staff card remotely by emailing the following documentation to university.cards@sydney.edu.au:

  • your affiliate ID number
  • a clear scanned copy of  photographic proof of identification
  • a copy of your letter of engagement or affiliation with the University
  • a jpeg quality portrait photo
  • a postal address for your card (please allow one week for your card to be prepared).

For more information about eligibility for an affiliate card and how to go about getting this card, refer to the Campus Cards website

If you wish to be recognised as a higher degree by research supervisor and included on the University HDR Supervisor Registry, and you are not employed by, or otherwise affiliated with the University, please complete the Higher Degree by Research Supervisor appointment form and submit it to hdrac.ops@sydney.edu.au.

If you are approved as a HDR Supervisor, your record will be recognised in the University HR system and you will be issued a unique affiliate ID, which will be issued to you by the Higher Degree by Research Administration Centre. If you have any queries about your affiliation,  please contact the Higher Degree by Research Administration Centre on 02 8627 4231  or hdrac.ops@sydney.edu.au, or the HR Service Centre on 02 9351 2000.

Obtaining a UniKey

Please contact ICT on 9351 2000, quote your affiliate ID number and they will provide your UniKey details over the phone. (please allow 24 hours after receiving your affiliate ID before contacting ICT).

If your affiliation type is not recognised in the above categories, your affiliation is administered and managed locally (and not through the University HR system), however you can still arrange UniKey, card and building access as follows:

Obtaining a UniKey

As an affiliate who does not hold a staff/affiliate ID, to obtain a UniKey your supervisor should access the University’s ICT Self Service Portal and submit an online request for a ‘New UniKey’ to be issued to you.  Please note, in order to access this portal, your supervisor needs to be a recognised staff member or affiliate who has obtained a UniKey.

  1. Select ‘Submit a request’
  2. Select ‘Accounts and access’
  3. Select ‘UniKey – new account’

If your supervisor has any problems accessing or completing the online form they should contact ICT on 9351 2000.

Affiliate card

To obtain an affiliate card in person, please attend the Campus Card Centre with:

  • photographic proof of identification
  • a completed application form (please ensure that the form is approved by the relevant Delegated Officer)

If you are unable to attend the Campus Card Centre, you can obtain your staff card remotely by emailing the following documentation to university.cards@sydney.edu.au

  • a clear scanned copy of  photographic proof of identification
  • affiliate card application form (please ensure that the form is approved by the relevant Delegated Officer)
  • a jpeg quality portrait photo
  • a postal address for your card (please allow one week for your card to be prepared)

This card will provide:

  • identification on University campuses
  • access, if required, to secure areas
  • borrowing privileges including document delivery and access to the University of Sydney Library’s electronic resources (refer to information on borrowing on the Library website).

For more information about eligibility for an affiliate card and how to go about getting this card, refer to the Campus Cards website

Once you have arranged you affiliate card, your supervisor can arrange building access through the following link: arranging building access

Immigration and Relocation team

Cyber security

Safeguarding our data and technology

The University of Sydney takes a rigorous, standards-based approach to managing cyber security risks for our staff, students, alumni, affiliates, partners and vendors, and all other organisations and individuals who support our commitment to excellence.