Application Guidance

These guidance notes support the completion of the I.E.F Application Form.

The Application Form should be succinct, relevant and specific but not excessive in detail beyond these guidelines unless deemed relevant. 

It is anticipated that applicant(s) and supporting sponsors (refer to Section 5) will need to agree additional specific details once funding is awarded.

Some applications may not have all the details available at time of submission.  In those situations, applicants are encouraged to submit their applications and include an explanation of next steps in scoping out the visit/exchange.  The Selection Committee will consider all applications based upon available information at the time of submission.

Applicant details

Details of each applicant proposing to travel should be noted.  The individual noted as the primary applicant will be the contact person for the application.   The Application form provides space for two applicants, however this is not intended to restrict the number of staff per visit.  Any additional applicant details should be attached using the template provided in the application form.

Outline of the proposed International Experience Fund opportunity

When completing this section please ensure you provide adequate detail to enable the selection panel to understand the way in which the visit planned will meet the objectives of the International Experience Fund including:

  • Clear linkage to the objectives as outlined in the I.E.F overview.
    • Ensure adequate information to demonstrate how the trip will achieve one or more of the objectives outlined in extending global reach and reputation and an outcome linked to personal and professional development
  • Relevant background information including how the trip will deliver on the key objectives that have been set, the opportunities that can be expected as a result, etc.
  • Information on why the host institution has been selected.  Consider broader aims which may be applicable to selecting a specific region, partner or membership (e.g. U21). 
  • Include details pertaining to the structure of the visit including key activities, networking opportunities, presentations, etc.  A detailed timetable is not necessary, but an overview of events planned for the trip would be useful.
  • Confirmation that the applicant(s) has discussed and agreed working hour amendments, where relevant, with their line manager.
  • A health, safety and risk assessment for travel to the host country must be completed by the applicant(s) prior to submitting the application.  This is the responsibility of the applicant(s) and should be undertaken in consultation with the relevant line manager as an informed process.  
    • Consideration should be given to personal circumstances in relation to the destination of travel and the host institution.  This should include further investigation and consideration of impact for the applicant(s) (e.g.  staff with disabilities, women, LGB and religious staff, etc)
  • It is the responsibility of the nominated applicant(s) to make all travel arrangements including visa arrangements.  Relevant documentation should be retained locally.
  • Other relevant information may include additional activities that may be included in the trip which may be out with the remit of the International Experience Fund (e.g. carrying out research, attending a conference)


It is important that the applicant(s) visiting the host institution have an agreed plan with their line manager/other key stakeholders in relation to knowledge transfer of the key learning outcomes of the visit on return to the workplace.

Upon accepting support from the International Experience Fund, applicants are also committing to completing and submitting a written report within 30 days of returning from their visit. A template will be provided to assist in the focus of the report in relation to the key outcomes of the International Experience Fund.

You may be asked to submit relevant photographs you have taken during your visit as appropriate for information and promotional purposes to be shared through case studies on the web and at promotional and information events (e.g Internationalisation Conference)

It is also expected that applicant(s) awarded funding will act as ambassadors for the International Experience Fund through sharing their experiences and encouraging future applicants to the programme.

Funding and Resources

The International Experience Fund is financed by the University Trust.  It provides joint funding which means it will provide a contribution to the total costs with the balance contribution coming from College (School/Research Institute)/ University Service.

(a) All successful applicants will receive the first £1,000 towards their trip from the fund.

In addition to the initial award of £1,000, applicants will receive 50% of the outstanding balance of funding from the IEF with the remaining costs to be funded locally by the applicant's College (School/Research Institute)/University Service.

(b) Candidates undertaking projects involving visits to one of the University of Glasgow's strategic partner universities will receive a further £250 from the IEF.  Therefore a project involving a visit to a strategic partner will attract an initial £1250 from the International Experience Fund and 50% of the outstanding balance.

Please note that details of University strategic partners can be found on the Internationalisation web pages.

Please see the worked examples below;  

Standard Application


Cost (£)

Request for trip total cost

Initial IEF Funding
Additional support 50% of outstanding balance

Total from IEF

Funding from College/School/Service
Outstanding balance 





Strategic Partner Application

Cost (£)

Request for trip total cost

Initial IEF Funding
Strategic partner visit weighting
Additional support of 50% of outstanding balance

Total from IEF

Funding from College/School/Service
Outstanding balance 





Proposed visits should be of a short term nature (i.e. normally between 3 to 21 days) with funding incurred within 6 months of the approval decision date. All proposals should include details of the funding requested and sign off from the relevant budget holder within the College or University Services confirming commitment of joint funding.

Once approved, extensions may be considered if circumstances pertaining to the successful applicant have changed (e.g. pregnancy, maternity leave plans, other health related factors, etc).

Applications should be completed in advance of the visit.

Eligible expenses generally include travel, accommodation, institutional gifts for hosts and subsistence for the University of Glasgow nominated applicant(s) travelling. Funds will be reimbursed in accordance with the University’s financial regulations.

Given that successful applications will be demonstrating benefits to both the University and applicant(s), along with a credible plan for transferring knowledge back into the workplace, it is anticipated that nominated applicant(s) will be required to make an employment commitment of 6 months to the University following a visit. If a nominated applicant(s) ceases their employment contract with the University within 6 months of their visit, they may be required to repay / reimburse expenses.

Statements of Sponsorship

Key sponsors are University of Glasgow staff and they enable the applicant(s) to work abroad.  They have a vested interest in achieving the anticipated outcomes of the proposed visit / exchange and should be identified by name and position.  Their statement of support should be noted in the Application Form and signed off by the sponsor, or it can be added as an attachment (e.g. email from the sponsor / statement of support).

All applicants must have the express support of their line manager (i.e. Head of School, Director of Research Institute, Service Manager) and the relevant International Lead from the College or relevant Head of Service within University Services.  All applicants require a minimum of two sponsors.  For some applications, additional sponsors may be appropriate to note based upon strategic alignment of proposed visit/exchange (e.g. International Dean, Head of College, etc).  However it is not necessary to have more than the minimum sponsorship (e.g. your line manager and International Lead/Head of Service).

Sponsors will need to provide a brief statement on the nomination of the applicants(s) by referring to their suitability for this visit/exchange based upon their expertise, skills and/or experience.  This should also include relevant statements with respect to being an excellent ambassador for the University.  This may include brief statements of past experience in influencing the application of best practice/benchmarking.

Key Sponsors

Key sponsors are University of Glasgow staff and they enable the applicant(s) to work abroad.  They have a vested interest in the outcomes of the proposed visit / exchange and should be identified by name and position. It is recommended to include evidence of their support in this proposal. This may be included in the application form and signed off by the sponsor, or attachment to this application from the key sponsor(s).

All applicants must have as a minimum the support of their line manager and the relevant International Lead, therefore, all applicants will have a minimum of two sponsors.  For some applications, additional sponsors may be appropriate to note based upon strategic alignment of proposed visit/exchange.

Sponsors should provide relevant statements and/or information for each applicant travelling with respect to how they can:

  • be an excellent ambassador for the University of Glasgow

It is essential that the applicant(s) have the support of their line manager to ensure that:

  • desired outcomes are aligned to College / University Services aims and objectives
  • the timing for the visit/exchange has been agreed
  • work commitments can continue to be met while the applicant(s) are working abroad
  • joint funding is available and can be acquired in the budget year of the proposed visit / exchange

It is a requirement to gain the support of the relevant International Lead.  It may also be useful to include evidence of support from other relevant sponsors who have a vested interest in the proposal. Information would include:

  • confirmation of support for this proposal and the applicant(s) suitability for this visit / exchange.
  • relevance to progress of key strategic aims for the College / University Service.