Information for Visitors to the Computer Science Department

• You may find it useful to consult a spreadsheet containing information about accommodation in and around Auckland city.
• The following does not apply to visits of one day or less by academics resident in Auckland.
• Every academic visitor to the department must have a host, who is an academic staff member in our department. The catch-all "host" for those who do not have any other host is the visitor coordinator (V.C.). Visits of a nonacademic nature are the responsibility of the Head of Department.
• Every visit of more than one day should be made known to the V.C. This is the host's responsibility, or the visitor's if there is no host. This is so anyone who may be interested in talking to the visitor knows when and where to do so, we can invite the visitor to departmental functions, etc.
• The amount of work required by visitor and host depends on the length of stay and the resource requirements of the visitor. Our resources for supporting visitors are rather limited but we can fulfil basic requirements provided we are given enough notice to deal with the bureaucratic requirements of the university.
• If no resources are required from the department, then nothing further is required. If resources are required, the procedure is as follows:
  • For a visit of one week or less, we treat things informally. The host may have to share computer, office, etc. It is not usually worthwhile to deal with the university bureaucracy for such short visits.
  • Generally we can provide one night's local accommodation or equivalent monetary amount for a seminar speaker. If you wish to give a seminar talk, visitor and/or host should follow the instructions included in this document.
  • For a visit lasting longer than a week, we can usually provide computer access and university ID card (allowing use of the library), keys, and a desk (or shared room if available). Please read the procedure for obtaining these. It is very important that the procedure is followed, and started early enough.
  • For long visits, teaching may be available. Contact the Head of Department for this.
• Other computer science and IS departments in New Zealand (and/or other departments in Auckland) may be interested in a visitor. Depending on the topic and the time of year, many departments will be able to offer a visitor a contribution toward their travel costs within New Zealand, and/or reimbursement for accommodation.

When a visiting scholar arrives for their first day of a long-term visit to our department, we would like to offer them computer access immediately. This is not possible, however, unless we have made preparations starting preferably at least 10 weeks prior to their visit.

• Send the following information to the Visitor Coordinator and Departmental Manager as soon as possible: visitor's name; research interests; brief CV; their contact email; their seniority and affiliation (e.g. student, professor, etc, at University of X); approximate start date; approximate end date; any unusual resource requests. The DM will request for a standard desktop computer and standard resources (office space, office amenities (desk, and some access to telephone, fax, photocopy, computing), and ID card, library access, keys/swipe card if necessary).
• We generally use the following titles: Honorary Research Scholar (for anyone holding a PhD); Honorary Research Assistant (for anyone not holding a PhD, i.e. someone who is a PhD student elsewhere). Eventually your visitor will receive an official letter from our University, offering them a position. They must sign the contract on offer, before the appointment will be valid. Our contract offers no pay.

Read this document completely before starting.

• Inform the Visitor Coordinator and Department Manager of the prospective visit as soon as possible.
• If required, follow the procedure for obtaining resources for the visitor.
• Make sure your visitor finds an apartment or other lodging prior to arrival here. For shorter-term visits, the DM can help with booking accommodation. For longer term (e.g. sabbatical) visits, you may want to advertise in university and city periodicals. You might also want to broadcast your ad to the staff email list. When you find accommodation, let the DM know the address.
• If necessary, negotiate with our head of department for office space for your visitor (you may have to make room in your own office as a last resort).
• Assist your visitor, as necessary, with arrangements for visas, transport, food etc.
• Stay in email (or phone) contact with your prospective visitor, informing DM of any major change in their status (e.g. they have adjusted their arrival or departure dates).
• After your visitor's arrival, introduce the visitor to key people, such as HoD, DM, office staff.
• Pick an appropriate time for your visitor to give at least one seminar talk. Follow the instructions on the main seminar page.
• Check on the well-being (academic and otherwise) of your visitor at least weekly throughout the stay. Be as hospitable as you can.
• Enjoy writing your joint papers!

• How to arrange a seminar talk.
• Accommodation list

• Visitor coordinator - visitorhost(at)cs(dot)auckland(dot)ac(dot)nz
  Andre Nies is the department's Visitor Coordinator
  
• Head of CS department - Gill Dobbie is our current HOD.
• Department manager
• Departmental animateur (social events organizer)