Visas and travel
Most participants in relocation programmes will need a visa before they can travel to the host institution. Programmes use different visa categories, depending on their needs and context.
Types of visas used in relocation
Visiting researcher / postdoctoral / academic exchange
(may allow greater flexibility and permission to work, but requires proof of a certain level of educational qualifications that human rights defenders either may not have, or cannot easily provide proof of; can be expensive)Student
(avoids tax implications)Tourist
(easier to obtain but restricts the time a person can be in the country; working not permitted which may mean there are issues paying a stipend)Humanitarian
(working not allowed)
The vast majority of visa applications are successful and universities have the capacity, leverage and expertise – routinely securing visas for students and staff – to secure visas where others, such as NGOs, may struggle. However, the visa process can be complex, time consuming and expensive. To ensure the process runs as smoothly as possible, universities can:
Budget for visa costs in funding applications, including additional costs for medical checks and travel to visa interviews, possibly in another country.
Factor in lead times and apply for visas well in advance of the start of the programme, especially if applicants have already had to leave their country of origin and are applying from a third country, or if there are no consular services available and they will have to travel out of the country to secure a visa.
Consider making the programme available online so that it can be accessed by those delayed by visa hold ups.
Allow staff time to support the process. Some universities have found internal departments that assist international scholars and students to be a great help.
Work with partner NGOs that take responsibility for arranging visas. Where funding allows, specialist lawyers can assist with visa applications.
If problems arise, embassies may be able to help.
Programme staff should make themselves aware of visa policy and wherever possible advocate that relevant national authorities exercise flexibility in visas in the case of human rights defenders. It may be helpful to engage with other protection programmes to learn and share best practices and challenges.
Human rights visas
Globally there are calls to introduce a visa category for human rights defenders. Protect Defenders EU, along with 50 civil society organisations, has campaigned for the European Union to introduce a human rights defender visa, with an accelerated process, that is user-friendly and available in multiple languages, and that would offer a multiple entry, long-term visa for human rights defenders facing imminent grave danger and persecution. Similarly in the United States there have been calls for a multi-entry, multi-year visa for human rights defenders.
A number of European countries have visa categories for human rights defenders, for example the Irish Special Humanitarian Visa System for Human Rights Defenders at Risk managed by Frontline Defenders and Spain’s Temporary Protection Programme for Human Rights Defenders. More information on other European countries with visa programmes for human rights defenders can be found in the 2023 report Protecting human rights defenders at risk: EU entry, stay and support.
Programme staff are also likely to have responsibility for organising travel to the host country, and probably travel insurance, for the programme participants. In some cases it might be necessary to complete a risk assessment before travel. Such assessments should be made in dialogue with the participant and where necessary, relevant contacts and networks, for example embassies. Strategies to mitigate risk during travel might include:
Avoiding certain airlines.
Avoiding routes via certain third countries.
Using language carefully, for example a letter of support for a visa might specify ‘visiting fellow’ instead of ‘human rights defender’, or participants could be affiliated to a Law Department rather than a Human Rights Centre.
Liaising with staff from government departments (e.g. Foreign Office and embassies) and INGO staff before defenders travel to have people on standby or even present at the airport to try and prevent any issues exiting the country, or if defenders have to change flights en route.
Asking defenders to check in regularly during their journey.