Occasional Students

Occasional students at Newcastle

Newcastle is a great place to spend time working with a recognised expert in your field. We welcome applications from current postgraduate research students, both in the UK and overseas.

As an occasional student, your stay might last anything from a few weeks, or up to 12 months.

To date, we've hosted hundreds of occasional research students from around the world. Our approach is designed to ensure that your application goes as smoothly as possible.

As a registered occasional research student, you'll engage with fellow research students and the wider academic community. You’ll have access to QS 5 Star (2025) facilities and state-of-the-art equipment. You’ll be provided with the resources you need to support your research project in a friendly, welcoming environment.

Application guidance

Your academic host

The first step to becoming an occasional student is identifying a suitable academic host for your visit. Your host will support your research.

If you aren’t yet sure, visit our Faculties and Academic Units to identify who to contact. Use the contact forms to provide details of your intended visit. Your query will be directed to the relevant Postgraduate Research Admissions Selector.

If you already have an academic in mind, you need to contact them directly to ensure they will support your visit. If they agree to your proposal, they will act as your academic nominator.

Approval in Principle form

After discussing your research and agreeing that we can host your stay, your nominator will complete and submit the Approval in Principle form. This document sets out the period of your stay, the nature of your research, and how you will be supported. You will need to provide a CV and project outline for the Approval in Principle.

If you plan to stay less than six months

If your requested stay is less than six months, the process is streamlined. Once the nomination has been approved and sent to our admissions team, you'll be advised to apply through our applicant portal. You should not apply before being advised to do so.

Longer stays and student visas

If your requested stay is for longer than six months or if you need a student visa, we will require more documentation.

Some project proposals will need an ATAS check (Academic Technology Approval Scheme). ATAS is a UK government clearance required for international students applying to potentially sensitive courses in science, engineering, or technology.

Information for academic nominators

If you have agreed to support a student as an Occasional Research Student, you must complete the Approval in Principle Form before the visit. The form must be completed in full and submitted with the appropriate School/Institute approval. You will also need to obtain a copy of the student's CV and details of the research project they will undertake during their visit.

Nominations are only for PhD and MPhil students undertaking a short-term research visit with no award outcome. Applications must be submitted at least one month in advance for UK students and two months in advance for international students. Visits are normally for up to six months, although exceptions of up to 12 months may be approved.

There is no longer a occasional research student fees, however, a bench fee may apply depending on the nature of the activities undertaken during the visit.

Full guidance is available on the internal Registry and Education Services SharePoint site.

Timeline

UK students: academic nominator submits the Approval in Principle form for consideration at least one month before your visit
International students: academic nominator submits the Approval in Principle form at least two months before your visit

It’s important to agree a realistic start and end date for your visit with your nominator, as it may be difficult to change this once the process is underway. 

Fees and funding for occasional students

We do not charge a fee to occasional postgraduate research students. However, a bench fee may be charged depending on the activities undertaken during your visit. 

Some occasional research students are supported financially by their home institution. It can be a good idea to check with your home institution for any funding that may be able to support your stay.

Your academic nominator will be able to discuss this with you, and information will be included in the Approval in Principle form.