INSTITUTE FOR ETHICS IN AI | Visitor Policy

Ethics in AI Academic Visitor

Academic Visitor status is available to holders of an established teaching or research post at another University who wish to spend 1-3 terms at Oxford to undertake private research. However, the Institute can only accept applicants whose research is closely related to the work and interests of the Institute. An established teaching or research post can include holders of Postdoctoral Fellowships (on a par with British Academy, Royal Society, or Wellcome Trust Fellowships) at other universities but does not normally include those who hold a temporary university position or a university position while completing a doctorate. Most applicants are expected to secure their own funding for their time in Oxford, as the Institute does not provide financial support to visiting scholars. However, the Institute reserves the right to waive costs in exceptional circumstances.

Ethics in AI Policy and Practice Visitor

Policy and Practice Visitor status (non-academic visitors) is principally awarded to professionals from industry and government whose experience and expertise focusses on AI Ethics. The Institute will only consider applications from reputable professionals from industry and government who can demonstrate that their line of work, expertise and interests are closely related to the work and interests of the Institute. Applicants are expected to secure their own funding for their time in Oxford, as the Institute does not provide financial support to visitors. However, the Institute reserves the right to waive costs in exceptional circumstances.

Ethics in AI Short-term Visitor

The Institute's short-term visitor programme allows academics and non-academics to visit for less than a term. Applicants will need to demonstrate that their expertise and interests are closely related to the work and interests of the Institute. Limited places will be offered each term. Please note that visitors to Oxford for less than one month will not be entitled to a University card; therefore, access to university buildings, including libraries, will be restricted. Applicants are expected to secure their own funding for their time in Oxford, as the Institute does not provide financial support to visitors. However, the Institute reserves the right to waive costs in exceptional circumstances.

Recognised Student

Unfortunately, the Institute does not run a visitor programme for recognised students. Instead, you will need to apply to an Oxford University department. Further guidance can be found on the University of Oxford, and the Faculty of Philosophy websites. However, let us know of your visit, and then we will inform you of any local events that may interest you during your stay.

Visitors whose applications are successful will receive the following opportunities:

• -  Engagement with Institute faculty and their academic network
• -  Attendance at the Institute's regular events and seminars
• -  Access to the Institute's hot-desk workspace 
• -  Oxford University email address (excludes short-term visitors)
• -  Access to the Philosophy and Theology Faculties Library
• -  Registration with the University's Bodleian Library

You will not be entitled to

• -  Accommodation or assistance in finding accommodation
• -  Administrative support
• -  Supervision by a member of the Faculty's academic staff

Step 1 - Secure your own funding

Step 2 - Check for Visa requirements and eligibility and act accordingly

Step 3 - Complete an application form

Step 4 - Send one email to aiethics@philosophy.ox.ac.uk using subject title VISITOR APPLICATION and attaching the following documents:

1. A brief description of the research you plan to pursue during your visit (maximum 500 words) 
2. CV
3. List of publications (if applicable)
4. A reference from someone familiar with your work
5. Copy of your passport (details page)

Step 5 - Wait for confirmation that your application has been successful

Step 6 -  Apply for your appropriate visa [if applicable] and ATAS certificate. Read more visa information below.

Step 7 - Organise travel and accommodation

Step 8 - Pay the relevant fee using the Online Store no later than one week before you arrive

Applications will be considered at three points during the year after the end of each term. We must receive submissions on or before the last day of term. Applications received after the respective deadline will be considered at the next available gathered field. Details of Oxford University term dates can be found here; however, for ease of reference, the gathered field deadlines for academic year 2023/24 are as follows:

Academic Year 2023/24

• Deadline 1: Saturday, 2 December 2023
• Deadline 2: Saturday, 9 March 2024
• Deadline 3: Saturday, 15 June 2024

You are advised to apply at least six months in advance of the proposed dates of the visit for all visa nationals and three months in advance for non-visa nationals (if visiting for six months or less. If visiting for over six months, then non-visa nationals will also need to apply six months before their visit). Late applications will only be considered in exceptional circumstances.

The Institute's visitor selection committee will sit after week 8 of each term, and the results will be emailed within two weeks after decisions are made. The panel's decision will be final. The committee will individually assess each correctly submitted application, and places will be awarded by merit against the applicant's qualifications, past achievements and future prospects, proposed research and thematic connection to the activities of the Institute. All members of the committee work under the University of Oxford Equality and Diversity Policy to ensure its public engagement activities and services benefit diverse audiences and communities. The Institute will always try to accommodate suitable applicants but reserve the right to restrict numbers. An application does not guarantee acceptance. You will be informed in writing of the result of your application.

Visitors from overseas may need to obtain a visa to enter the UK. In the event that a visa is required, the Institute will provide you with an appropriate supporting letter for your visa application, but please be aware that we are unable to assist with any aspect (financial or administrative) of the application process. Applicants are required to ensure that they have obtained in advance of their visit any visa which is required in order to enable them to enter the UK under the appropriate status. Also, individuals undertaking an element of research in certain sensitive subjects must obtain an Academic Technology Approval Scheme (ATAS) certificate from the Foreign, Commonwealth and Development Office (FCDO) before commencing their visit. If you are unsure or need guidance concerning the above, in the first instance, please send your query to aiethics@philosophy.ox.ac.uk. Failure to obtain a required ATAS certificate (when required) will prevent the visit from commencing. Applying in good time and before travelling to the UK is essential.

Upon approval of your application, relevant fees must be paid to secure your place. All monies relevant to your length of stay must be paid (at least) one week in advance of your arrival in Oxford. To make a payment, please visit our Online Store. Please bring confirmation of payment to your induction.

Tariffs are listed below (inclusive of VAT):

• Academic Visitor - £50 admin fee per week 
• Policy and Practice Visitor - £100 admin fee per week
• Unwaged - £10 admin fee per week 

The Institute reserves the right to waive fees at the Director's discretion in exceptional circumstances. Please refer to the Visitor Application Fee Waiver Policy. If you would like your case to be considered, add your request as an additional attachment when completing your application form.

University Card and Official Letters (if required)

You will be asked to complete an application form for your University Card and return it to the Institute in advance of your visit so that the card will be ready for your arrival. Forms must be returned with a photo attachment. 

You will also be asked whether you require any official letters of introduction from us to register with the police station or open a bank account. If you do need these letters, you will then be asked for the following information so that we can have them ready for your arrival:

1. The bank you wish to open an account with (and the specific branch)? If you do not have a preference, we will address it to the HSBC branch located on Cornmarket Street in the centre of Oxford
2. Your passport number
3. Your date of birth
4. Your home address
5. Your address in Oxford

Arrival in Oxford

Within one week of arriving in Oxford, you must notify the admin department of your arrival. An appointment will then be arranged for your welcome induction, at which stage a copy of your passport (and visa, if applicable) will be taken and held on file.

IT Facilities

Any use of IT facilities via the University's computer network is subject to the University's rules and regulations. Visitors' attention is specifically drawn to the following sites, which should be read.

1. University information security website
2. University Policy on Data Protection
3. Use of personal data
4. How the University implements the General Data Protection Regulation (GDPR) (SSO required)
5. Six key principles of data privacy (SSO required)

Accommodation

The Institute is not responsible for arranging your accommodation in Oxford and has no accommodation of its own. However, here are a few suggestions for how you might find accommodation.

1. Commonwealth House provides accommodation for Visitors from overseas. You  can  contact  their staff by email, and further details can be found on their website
2. The Daily Info website is also a useful source of information regarding accommodation available across the city
3. If you are interested in staying with a host family in Oxford, you can contact the following organisations: Homestay Oxford and Oxford Homestay

Insurance

Any personal electronic items brought into the Institute's office space must have a current PAT testing certificate issued by the Biochem Building PAT Testing Engineer. You will be advised on how to arrange this at your induction. Personal belongings are brought in at your own risk; therefore, it is your responsibility to insure and take care of them.

Confidentiality

As a visitor, you may have access to confidential information relating to the University of Oxford, the Institute for Ethics in AI and unpublished research. We expect you not to use or disclose this information to anyone during your time as a visitor or at any time afterwards.

Statutes and Regulations

All visitors must comply with the terms of the University's Statutes and Regulations ("the University Statutes") and will honour codes of practice published under the University Statutes' authority. The attention of visitors is specifically drawn to the following:

1. Conflict of interest: https://researchsupport.admin.ox.ac.uk/governance/integrity/conflict
2. Academic Integrity in Research: https://hr.admin.ox.ac.uk/academic-integrity-in-research
3. Public Interest Disclosure: https://hr.admin.ox.ac.uk/public-interest-disclosure-whistle-blowing-code-of-practice
4. Research integrity and ethics: https://researchsupport.admin.ox.ac.uk/governance/integrity/policy

Further information about relevant University research-related policies, procedures, and guidance is also available at: https://researchsupport.admin.ox.ac.uk/

We'd like to receive a report from you at the end of your stay detailing your visit and what you've gained from the experience.

If you require any letters confirming your visitor status with us and/or confirming your stay's duration, please email aiethics@philosophy.ox.ac.uk to confirm what is needed. 

Oxford is a notably complex institution, and responsibilities are subdivided intricately. You may have contacts in one or more of the colleges who may be able to arrange for certain material aspects of your stay in Oxford, such as accommodation or the various privileges which go with the Membership of a College Senior Common Room. Or it is possible that you may be interested in the library or MS holdings of one of the colleges (which are not part of the University Library system and are only accessible by special arrangement). In both these cases, you should contact the college itself as the Institute is not responsible for these arrangements.