Visa Procedure for Institutional Partners
To streamline the visa application process for delegates traveling to the UK, we have outlined the following steps for institutional partners to adhere to:
1. Confirmation of Visa Requirement:
- Institutional partners should verify with the delegates whether a visa is necessary for entry into the UK.
2. Collection of Participant Information:
- Request institutional partners to provide a comprehensive list of delegates’ details, including full name (as per passport), date of birth (DOB), gender, passport number, and passport expiry date.
3. Identification of UK Embassy/Consulate Location:
- Ask institutional partners to specify the state or province where the UK Embassy or Consulate is located for visa application purposes.
4. Visa Invitation Letter Issuance:
- Initiate the issuance of the visa invitation letter by coordinating with the respective college.
5. Draft Confirmation:
- Upon receipt of a draft copy of the invitation letter from the college, review the details with the institutional partners for accuracy.
6. Verification and Finalization:
- Coordinate with the institutional partners to double and triple-check the accuracy of the information in the draft letter.
- If any changes are required, communicate them to the college and repeat the verification process.
- If no changes are needed, inform the college to proceed with issuing the final copy of the invitation letter.
7. Collection of Original Invitation Letter:
- Arrange for the collection of the original invitation letter from the college.
8. Distribution of Soft Copy:
- Scan the original invitation letter and email the soft copy to the institutional partners for their records.
9. Postal Confirmation:
- Request the institutional partners to confirm their name, address, and telephone number for postage purposes.
10. Dispatch of Original Letter:
- Send the original invitation letter via DHL or a similar courier service and provide the waybill or tracking number to the institutional partners for reference.
- Additionally, it is essential to note that in any cases where EED and institutional partners decide that no hardcopy is required, sending a soft copy via email to the client is also acceptable. This decision is contingent on the institutional partners’ preference and requirements.
Important Note:
- Emphasize to the institutional partners the importance of meticulously verifying all details in the letter to avoid errors.
- Inform the institutional partners about the time-consuming nature of the process and the associated postage costs for reissuing letters due to typos or inaccuracies.