Terms and conditions - Fellowships

Terms and conditions - Fellowships

If you are a recipient of a Chevening Scholarship Award, the relevant terms and conditions can be found here.

The effectuation of a Chevening Fellowship is contingent upon the availability of transportation and sufficient funds, stable conditions in the UK and the fellows’ ability to procure relevant UK entry clearance (a visa) and receive medical clearance. Neither the FCO nor the Secretariat assumes responsibility for any injury, accident, illness, loss of personal property or other contingencies which may befall a Fellow during the course of his/her Chevening Award.

Full details of administrative arrangements will be given to Chevening Fellows with conditional and final award letters and on the Chevening website.

When considering whether to accept an award, candidates should be aware of the following terms and conditions applicable to all fellowships administered by Chevening on behalf of the Foreign and Commonwealth Office (FCO).

On return of the acceptance form, candidates agree to abide by the terms and conditions outline herewith for the duration of their Chevening Award. Failure to abide by any of these terms and conditions could result in: suspension or withdrawal of stipend; ejection from the programme and/or repayment of the award in full.

The FCO reserves the right to change these Terms and Conditions at any time.

  1. Value of award

a)   A Chevening Fellowship normally comprises:

    • Payment of programme/tuition fees
    • Return economy airfare to the UK from the fellow’s home country, by an approved route for the fellow only
    • An arrival allowance
    • Reimbursement of an entry clearance (visa) application for the fellow only
    • Reimbursement of accommodation council tax where a fellow arranges and resides in private accommodation for the duration of their award
    • An outward excess baggage allowance
    • Monthly personal living allowance (stipend) to cover living expenses including local travel, food, entertainment and all accommodation related expenses include bills and furnishings. Where accommodation is arranged by the host institution, therefore forming part of the fellowship award, an adjusted stipend amount is provided. The monthly stipend will be adjusted where the host institution is located in London
    • Reimbursement of the NHS levy or a contribution towards travel insurance of up to £200
    • Travel top up to attend Chevening events in the UK (depending on host location)

*All rates are subject to annual review

b) The following award components are paid directly to the provider on behalf of the fellow:

    • Programme/tuition fees
    • return airfares
    • Accommodation where this is arranged as part of the fellowship

c) All other allowances are paid directly to the fellow via a cash card provided by Chevening.

d) Cash cards are provided by the British Embassy/High Commission in the fellow’s home country, after return of the acceptance form. Fellows should note that normal terms and conditions as stipulated by the cash card provider are also applicable.

e) Fellows with an award duration of three months or less will be paid the entirety of their allowances (inc. stipend) as outlined on the final award letter, on arrival into the UK. Fellows are expected to manage their funds accordingly and seek budgetary & financial advice from their host institution or the Chevening Secretariat where required.

f)  Fellows with an award duration of over three months, will receive their first two stipend payments in addition to the arrival allowance on arrival into the UK. Subsequent stipend payments will be made on the 21st of every month for the duration of the fellowship.  Where the 21st falls on a weekend or Bank Holiday, the stipend will be paid on the first working day following the 21st. Stipends will normally be credited to accounts within 3-4 days of being paid. Stipends are paid for the following month (ie. paid in advance). All other allowances will be paid as required.

g) Stipends are paid for the calendar month, and as such the first and last stipends may be adjusted amounts based on the award dates as listed in the final award letter.

h) All Chevening Awards are calculated to support fellow costs only.  There are no financial or welfare provisions for dependents of Chevening Fellows. It is strongly advised that Fellows do not bring dependents to the UK as this may impact the overall wellbeing of fellows as they bare the sole responsibility for all dependents whilst in the UK.

i)  The Chevening Programme will not endorse the visa applications of, nor provide travel for dependents.

1.2 Changes to the value of an award

The value of the award will differ from the above in the following circumstances:

    • A fee cap applies to programmes offered under the open award category. Fellows are expected to fund the difference in cost. Candidates may be required to demonstrate provision of sufficient funds to cover the remaining tuition/programme fee costs;
    • The FCO reserves the right to reduce a Chevening Award or withdraw an award in instances where fellows are beneficiaries of other significant awards, bursaries, prizes or earned income.
  1. Funding additional to a Chevening Award

a) Fellows must not accept any other form of publicly-funded award during the fellowship period and should not normally accept additional funding for purposes already covered by Chevening.

b) Applicants must disclose on the application form whether they have applied, or intend to apply, for any other awards (including scholarships or fellowships).

c) Where fellows are considering applying for, or are offered additional funding after selection into the Chevening Fellowships programme, they must disclose this to the Chevening Secretariat via the Fellowships Officer as soon as possible.

d) Fellows may retain funding or other benefits not specifically covered by the Chevening Fellowship.

e) Fellows may continue to be in receipt of a salary from their past employer during their fellowship.

f)  The right is reserved to abate Chevening Awards in instances where a fellow becomes a beneficiary of other significant awards, prizes or earned income.

g) Fellows are required to seek approval from the Secretariat before undertaking any part-time employment or internship opportunities outside of the approved fellowships programme.  Fellows are strongly discouraged from undertaking any such activities where they do not form part of the formal programme offered.

  1. Duration of Fellowship

a) Fellowship tenure dates are listed in the final award letter.

b) The award will cease the day the award completes as listed on the final award letter or the date the fellow departs the UK if this is earlier than the award completion date.

c) Extensions to the original fellowship duration may be permitted in exceptional circumstance, but the total duration must not exceed 12 months. All extensions are subject to the availability of funds and assessed on a case by case bases. Extensions are not automatic and should not be assumed.

d) Chevening Fellows are required to abide by all conditions of their UK visa.

e) Stipend payments will only be made for the duration of the fellowship.

f) Fellow are expected to return to their home country on completion of their fellowship.

  1. Deferral of fellowship

a) Applications to defer awards will only be granted in the case of pregnancy. In such cases a fellow may either continue with the award or request to defer it to the following intake.

b) The deferral offer will be invalid in instances where a short course ceases to run in the following academic year.

c) Deferrals will only be considered for participation in the subsequent academic year’s programme. Candidates who do not take up their award in the subsequent year will forfeit their fellowship and will be required to apply in the next application round.

d) Fellows who are pregnant and wish to continue with the fellowship, must be aware that if an extended period of leave is required, it is possible that their visa will be cancelled and, if so, may be required to return home and apply for another visa before being able to resume the fellowship.

e) All other candidates selected for a Chevening Fellowship who are unable to take up their award must normally withdraw from the award and re-apply the following year.

  1. Use of your data

a) The FCO and ACU will handle all information about Scholars according to the data protection principles enshrined in UK data protection laws.

b) In submitting an application and accepting a Chevening Scholarship, you accept that your data will be recorded and used by the FCO and the ACU.  For further information on data, please see the Secretariat’s privacy notice and the general Data Protection Statement for applicants and scholars.

c) The FCO and the ACU may use and share a Scholar’s details for purposes necessary for the administration of the Scholarship.

d) The FCO (or the Secretariat acting on behalf of the FCO) may publish the names and basic details of candidates selected for awards in the exercise of its legitimate business interests and in accordance with the Chevening privacy policy.

f) In accepting a Chevening Scholarship you agree to provide the Secretariat with a short biography and photograph that can be published as a way of demonstrating the quality of scholarship recipients. You may request not to have your biography published.

g) By accepting a Chevening Scholarship you consent to your details appearing in any Chevening Alumni directory on completion of your award, unless you specifically request for your name to be excluded from Chevening Alumni directories.

  1. Visas and Immigration

a) All regulations concerning immigration and entry clearance (visas) are set by the Home Office and are subject to change.

b) Fellows must adhere to the visa advice provided by the Chevening Secretariat’s Welfare and Immigration team.

c) Fellows must abide by the conditions of their UK visa.

  1. Travel booking policy

a) All fellows must comply with the Chevening Travel Policy when booking return flights to and from the UK. Fellows will forfeit their entitlement if these policies are not adhered to.

b) Chevening Fellowship includes the cost of air travel from the nearest airport the fellows’ home, to the nearest airport to the host institution in the United Kingdom.

c) Fares must be booked through the Secretariat’s nominated travel agent.

d) Chevening cannot be responsible for tickets booked through other routes, unless there are exceptional circumstances for which permission has been obtained in advance.

e) All Fellows must book a return airfare which will be on the most economical rate available and arrival in the UK should be as advised by the Secretariat.

f) An inbound excess baggage allowance is not included in flights to the UK. If required, the fellow must cover these costs. Fellows should confirm any baggage allowances directly and it is recommended that if required these are booked in advance.

g) Fellows with tenures over three months, may elect to book single flights to and from the UK. In these cases, fellows booking homeward flights for the completion of their programme, must do so at least one month before the completion of their tenure. Stipends and allowances may be withheld if the Secretariat is not informed of the confirmed homeward flight within this timeline.

h) Flights are not guaranteed as direct routes but will make every effort to ensure this where possible.

i) The Secretariats chosen travel agency will provide the best fare available based on individual requirements and the Chevening Travel Policy, as such flexibility is requested.

j) The Secretariats chosen travel agency will invoice the Secretariat for flights booked for Chevening Fellows.

  1. Conduct on award

a) Full participation in all fellowship activities and studies are of paramount importance and should be given due priority.

b) Fellows must diligently pursue the programme agreed and abide by the rules of any organisation in which they work or study.

c) Fellows must not undertake any other course of study or training whilst undertaking their Fellowship in the UK.

d) Fellows are required to act as ambassadors for both Chevening and their home country while in the UK as individual actions and remarks may impact the reputation of both.

e) Fellows must not engage in political activities or in any other activities of a public nature likely to affect the British Government adversely.

f) Fellows sharing their Chevening experiences online, should acknowledge that these views are their own and do not represent the Chevening programme or the FCO.

g) Fellows must acknowledge Chevening in any publications (e.g. journal articles, book chapters or a thesis) resulting from their visit to the UK during the term of the Chevening Award. Fellows must cite Chevening Fellowships as ‘Chevening Fellowships, the UK government’s global scholarship programme, funded by the Foreign and Commonwealth Office (FCO) and partner organisations.’ Fellows are requested to pass a copy of any such publication or broadcast to the Secretariat.

h) All fellows must comply with the employment conditions of their visa, university/college regulations, and the conditions of award.

i) Fellows must complete and return all report requests and surveys sent throughout their Chevening Award.

  1. Communications with the Secretariat

a) Fellows are required to ensure that the Secretariat has their up to date contact details. These include UK address and email, and overseas address and email at the end of the award.

c) Fellows must advise the Secretariat via the Fellowships Officer if any of the following changes during the award:

    • change of address, including temporarily living arrangements;
    • change in marital status;
    • where a fellow suffers any injury, illness, loss, or damage to their person or property;
    • become involved in any legal action (civil or criminal), actual or threatened d) Fellows must advise the Fellowships officer of any unexpected absences of more than four days at a time from the fellowship. (Please see section 12 Travel allowance)

e) Fellows will be required to complete arrival and departure reports/surveys for the on-going evaluation and continuous improvement of programmes. Fellows with programme of 6 months or more duration, will be required to complete a mid-programme report.

f)  Failure to comply with these requirements may result in the suspension of the award allowances.

  1. Events and opportunities

a) Fellows are requested to attend the pre-departure briefing hosted by the British High Commission/ British Embassy in their home country, prior to departure for the UK.

b) Fellows are requested to attend a Welcome Reception/Orientation run by the Chevening Secretariat (&in some instances in conjunction with the fellowship provider), on arrival into the UK.

c) Fellows are invited to attend a Farewell Event run by the Chevening Secretariat (and in some instances in conjunction with the fellowship provider) in the UK at the completion of the award.

d) Fellows are strongly encouraged to engage with other Chevening Awardees (inc. scholars and fellows) through participation at as many events and activities organised by the FCO and the Secretariat whilst in the UK.

e) Fellows are expected to behave appropriately and in a manner that befits their Chevening Fellowship at all events which they attend during their Chevening Award. It is discourteous to arrive late to events or to leave the room whist a talk is in progression.

f)  It is expected that appropriate notice will be given to event organisers where they are unable to attend.

g) Failure to attend events once registered may impact registration for future events.

h) Fellows are not permitted to bring their own guests to Chevening events (this includes friends, partners and family members). Uninvited or unregistered attendees will be turned away from events.

  1. Social media usage

a) Fellows must adhere to the Chevening social media guidelines as outlined on the Chevening website.

b) Fellows and alumni should adhere to certain good practices and conventions of polite and constructive discourse when using Chevening social media platforms.

c) Fellows must not post comments or material that:

    • contains abusive, obscene, indecent or offensive language
    • contains swear words or other sorts of profanity
    • contains abusive language towards an individual involved in the thread, other organisations or the page administrator
    • constitutes spam or promotes or advertises products except where it is for an event, publication or similar item that has direct relevance to the subject of discussion (information about locating and sharing knowledge and expertise is welcomed)
    • is designed to cause nuisance to the page administrator or other users

d) If a post is removed, fellows will be contacted and advised of the reasons for this. Repeat offenders may be blocked from using Chevening social media in definitely and/or have their award withdrawn on grounds of misconduct.

e) Fellows must gain permission from the Secretariat if they seek to set up a Chevening account on any social networks.

  1. Travel allowance

a) Fellows are expected to remain in the UK within this allowance for the duration of the fellowship except where an international visit forms part of the programme.

b) The following travel entitlement is available for fellows, and must be approved by both the Secretariat and the host institution in advance. Any absences from the programme without prior notice may results in suspension of the stipend or early termination of award.

    • 3 month tenure- Up to 7 days travel outside of the UK
    • 6 month tenure- Up to 14 days travel outside of the UK
    • 9 months tenure- Up to 21 days travel outside of the UK
    • The entitlement is pro-rata for all other durations
  1. Conclusion of fellowship

a) Fellows are expected to return home on completion of their fellowship, although depending on their visa type they may remain in the UK for a further 30 days to allow for further travel or pursue other interests in the UK. The option of additional stay does not apply to every fellowship and is dependent on the specific visa type.

Any additional stay will be funded by the fellow themselves and the Secretariat is not able to provide any financial, welfare, or immigration support during this time. Fellows will need to ensure their UK visa covers the full period of stay, and their planned activities are permitted on their visa type.

b) Fellows are required to contact the British Embassy/High Commission on return to their home country.

c) The Association of Commonwealth Universities, incorporating the Chevening Secretariat, is unable to provide letters of support which might be required for fellows applying to stay on in the UK for work.

d) Fellows are encouraged to actively engage with Chevening through alumni in their home country, and through global networks administered by the Chevening Secretariat.

  1. Termination of a fellowship

The Secretariat, acting on behalf of the FCO, will be entitled to terminate a fellowship at any time, by immediate notice to the fellow in writing, in the event of:

a) Misconduct, whether in connection with the fellowship or otherwise

b) Failure to make such progress in the award as is considered satisfactory c) Failure to attend, participate and engage in the award as is considered unsatisfactory by the host institution

d) Any circumstances arising, which as agreed, prohibits the satisfactory completion or fulfilment of the main purpose of the fellowship, within tenure dates as outlined in the final award letter

e) Dismissal, for any reason, from the host institution

f)  Breach of any local UK law and practices

g) Conviction of bribery, in line with the UK Bribery Act, which came into effect on 1 July 2011. The current award will be rescinded and a five year application ban will be enforced for all Chevening Award competitions

h) Failure to comply conditions of entry clearance to the UK

i)  The discovery that a fellow has submitted fraudulent documentation

j)  Failure to fulfil any one or more of the undertakings set out above.

  1. Repayment of fellowship funds

a) In the event of such termination, the Chevening Secretariat shall have no further obligation to fellows who shall be bound to repay the amount paid under the award, unless:

i. The termination is a result of ill health and this has been certified by a registered medical practitioner

ii.The FCO/Secretariat exercised its discretion to exempt the fellow from this condition.