Information for Fellows

The William Evans fund of the University of Otago was established by the University Council in 1946 under the will of the late Dr William Evans, who directed that a trust fund be established for the promotion and encouragement of learning.

Awarding of the Fellowships are made by invitation from the University on the recommendation of the William Evans Selection Committee.

The William Evans Fellowship is  currently on hold.

Important details

1. The tenure of a Fellowship is for a minimum period of three weeks and a maximum of six months.
2. Fellows will be reimbursed for their necessary expenses in the form of an allowance that will be estimated on the basis of estimated economy flight costs and $150 per day for accommodation and other living expenses, up to a maximum of NZ$7,500.
3. Fellows must submit a brief report within three months of the end of their visit.  The University would welcome any comments and observations the Fellow might wish to make about the host department and the University.
4. Those local to Dunedin, Christchurch or Wellington, and International citizens already in these localities employed by another institution are not eligible for a William Evans Fellowship.

Obtaining a work visa

Special Visitory Category - Visiting Academic

Visiting academics coming to New Zealand to undertake activities of a pedagogical, educational, professional management or research nature can enter New Zealand on visitor visas, as long as they meet certain criteria:

1. Their stay is for 3 months or less (or multiple short stays amount to three months or less per calendar year), AND
2. Are a national of a country where a visa waiver applies, AND
3. Have a formal offer from the University as a Visiting Academic

Refer to the New Zealand Immigration Ops Manual for more information (search "visiting academics")
Download the information factsheet for Fellows for more detailed information

If the visit is for more than 3 months

If your visit is for more than 3 months, you should then make an application for an entry and work visa, including a copy of your letter with your application.

Find out more about work visas in New Zealand

You should not delay in making a visa application as procedures can take some time to complete.

Timing of visit

If you did not indicate exact dates of your intended visit when the nomination was made, please inform the William Evans Fellowship Administrator when dates are finalised.

If you need to change your visit dates, please inform your host.  If the change is minimal, (within one month of the original dates), and is within the teaching semester, there should not be any problems.  However, if the dates of the visit change significantly, it will be referred to the Deputy Vice-Chancellor (Academic) for consideration.

Changes to dates which extend the visit outside the timeframes as set out the in the terms and conditions will only be approved in exceptional circumstances.

Reimbursement of the grant

The grant awarded to the Fellow is based on estimated economy return airfares, plus an allowance of $150 per day for accommodation and expenses, up to a maximum of $7,500.  The exact amount that has been approved for each individual Fellow, in accordance with these guidelines, will be detailed in the letter of invitation.

Upon notice of your arrival in New Zealand, the amount that has been awarded will be transferred from the William Evans Trust Account to the Department, who will then administer reimbursement and payment of receipts against the grant.

If you require assistance with making travel and accommodation arrangements you should make contact with your host in the Department and/or the Departmental Administrator who will be responsible for the administration of the grant. Airfares can sometimes be significantly cheaper when booked through the host Department from the University. Please check with your host in the first instance.

You are required to retain GST receipts for expenses incurred and must provide these to the Departmental Administrator in order for a reimbursement claim to be processed.  This is necessary for taxation reporting purposes.

Note the Sensitive Expenditure Procedure, in particular the guidelines for expenditure on alcohol and personal items such as books, magazines, clothing and grooming. Please contact we.fellowship@otago.ac.nz if you require further clarification.

The reimbursement can be credited directly to your home bank account (usually following your departure). Therefore, you will need to bring proof of bank account details (i.e. deposit slip with bank name, branch, account number, account name) for this to be processed.