Finding a supervisor 

It can seem dauting to look for a host supervisor at a partner institution but by doing research and using your networks you can make progress! 

Students should first discuss with their supervisor or other contacts in their department their interest in pursuing a research placement to gain a sense of existing collaborative relationships with the partner and to gauge the potential of finding a host supervisor. In some cases, you may find that someone can write an introduction for you to a potential supervisor that you have identified.   

Taking part in a Global Fellows Programme is a great way to develop your network at our partner institutions. If you are a previous Global Fellows Programme participant, undertaking a research visit is an opportunity to build on those connections.

If you identify an academic or group which you think might be suitable for a placement, you should contact them directly to see if they would be willing to host you during the placement period.   

When contacting potential supervisor, it is recommended to keep the message short and include the following details:  

  • A clear and meaningful subject line (“Request for PhD supervision: RESEARCH AREA”)
  • Your home institution, department, supervisor and PhD title 
    • A concise explanation of who you are and what you would like to do: 
    •  why you are interested in completing research in that researcher’s lab – what interests you about their research? How does it to connect to work you are currently doing? 
    • What experience and expertise you can bring to the research group 
    • What you propose to do while you are there – perhaps you would like to learn about a new piece of equipment, technique or approach?  
  • How you will be funded 
  • Offer to provide further details or to make yourself available for a conversation about the possibility via email or Teams/zoom 

Don’t be disheartened if the first person you contact does not respond positively, try another potential host. You may also need to send a polite follow-up if you do not receive a response to your first message. 

Travel to your host institution  

You should book your travel using the funding provided. It is recommended to book travel after any visa processes have been completed.  

Arranging accommodation 

In some cases, accommodation can be arranged through the host institution while in other cases you will need to arrange private accommodation for your stay. Please see the individual partner summaries for information on arrangements at each partner. When budgeting, please remember that arranging short-term accommodation can be more expensive than long-term accommodation. 

Arranging a visa 

Please follow guidance from the host institution and pay attention to deadlines to ensure you complete visa processes promptly. You may need to follow up with your host supervisor and the administrative offices involved to check what is required and to ensure you receive any necessary documents from them. It is recommended to research this early. You can also find information on the website of the Embassy or Consulate of the host country. 

Travel insurance, Occupational Health clearance, approval from your department   

Please see this webpage for information about what you might need to consider when preparing for your trip: https://www.imperial.ac.uk/staff-travel-and-expenses/planning-a-trip/  

You should also complete the travel approval processes mandated by your department.   

Budgeting

When planning a budget for your research visit, it is recommended to consider the following costs (this list is not exhaustive) 

  • Travel to the host institution   
  • Accommodation - short term accommodation can be more expensive
  • Food and subsistence
  • Local travel 
  • Visa costs (if applicable)
  • Any mandatory fees at the host institution like health insurance, enrolment fees etc.  
  • An allowance for emergencies/unexpected costs 
  • Set-up costs – e.g. will you need to buy bedding or can you bring this with you?
  • Mobile phone  

All Imperial students have access to Blackbullion, an online tool to support budgeting and financial planning.