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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.
Affiliates include the following groups of people who support the University community on one of our campuses:
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
408 Research stream (appointment process)
Research collaboration on Australian research project or research study
408 Research Student stream (appointment process)
Current students or recent graduates within 12 months
407 Occupational trainee stream (appointment process)
Training or study purposes
 
417 Working Holiday/
462 Work and Holiday
(appointment process)
Research or training
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:
There are various streams under this visa category. Below are the relevant streams that the University uses for international affiliates and visitors:
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.
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.
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:
You can find more information on the Department of Home Affairs website.
This visa allows the visitor to:
Important note: this visa is not appropriate where the sole intention is to work.
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:
It includes the following categories:
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.
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.
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.
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).
This card will provide:
To obtain an affiliate card in person, please attend the Campus Card Centre with:
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:
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.
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.
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).
Your affiliate card will provide:
To obtain an affiliate card in person, please attend the Campus Card Centre with:
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
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.
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. 
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).  
Your affiliate card will provide:
To obtain an affiliate card in person, please attend the Campus Card Centre with:
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:
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.
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:
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.
If your supervisor has any problems accessing or completing the online form they should contact ICT on 9351 2000.
To obtain an affiliate card in person, please attend the Campus Card Centre with:
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:
This card will provide:
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
Play your part in shaping the future of health in Australia and globally.
As an affiliate, you will be a part of the University of Sydney academic community through the valued affiliation title for an agreed period of time. More information on affiliation here.

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