Handbook

for Commonwealth Scholars and Fellows

in the United Kingdom

2018
DISCLAIMER
The Commonwealth Scholarship Commission in the UK (CSC) uses all reasonable skill and care
to ensure that the information contained in this publication is accurate at the time of printing.
However, matters covered in this publication are subject to a continuous process of review and
to unanticipated circumstances. The CSC therefore reserves the right to make any changes
without notice.
 Contents

Contents
Glossary and key 2 On award 12 Visa extensions 23

Foreword 3 Code of conduct 12 Deferment of

homeward airfare 24
Commonwealth Scholarship Arrival 12
Commission in the Health and welfare 24
Reception on arrival 12
United Kingdom 4 National Health Service
Registration form 12 (NHS) 24
Administration 5
Award allowances 12 Immigration health
Handbook 5 Concurrent awards 12 surcharge (IHS) 25
Programme Officers 5 Bank accounts 13 Registering with a
doctor 26
CSC Secretariat contacts 6 Warm clothing
allowance 13 Emergency dental
General queries 6
and eye care 26
Other queries 6 Stipend
(living allowance) 13 Notification of illness 26
Before your award 7 Allowances while in
Tuition fees 14
hospital 26
Visas 7 Study travel grant 14
Maternity leave 26
Family members Reimbursements 15
(dependants) 7 Paternity leave 27
Overpayments 15
Visa application fees 7 Student engagement 27
Family allowances 15
Financial preparations 8 Events 27
Spouse allowance 15
Cash card 8 Regional Networks 28
Child allowance 16
Research Support LinkedIn 28
Grant 8 Council Tax 17
Common Knowledge 28
Accommodation 8 Award regulations 18
Crediting your award 28
Arranging Residence 18
End of your award 29
accommodation 8 Employment 18
Accommodation Completion of tenure 29
Progress reports 18
deposits 9
Duration and Travel from the UK 29
Travel to the UK 10 termination of award 19 Travel arrangements 29
Travel arrangements 10 Overseas travel 19 After your award 31
Currency 11 Fieldwork 20
Alumni 31
Mid-term visits 21
Evaluation 31
Scholarship extensions 22

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 1

Glossary and key

Glossary and key

• AWARD: a Commonwealth Scholarship or Fellowship
• AWARD TENURE: the duration of a Commonwealth Scholarship or Fellowship
• HOST ORGANISATION: an organisation that hosts Commonwealth Professional Fellows
• CONFIRMATION OF AWARD: the final document confirming a Commonwealth Scholarship
or Fellowship
• NOTIFICATION OF AWARD: the document outlining the formal offer of a Commonwealth
Scholarship or Fellowship
• STIPEND: living allowance paid to Commonwealth Scholars and Fellows
• UNIVERSITY: a university, college, NHS Trust, or other higher education or academic institution

Throughout this Handbook, advice and regulations for specific types of Commonwealth
Scholars or Fellows are highlighted using the following colours:

APPLICABLE TO ALL COMMONWEALTH SCHOLARS

APPLICABLE TO ALL COMMONWEALTH APPLICABLE TO ALL

PHD SCHOLARS COMMONWEALTH MASTER’S
SCHOLARS

APPLICABLE TO ALL APPLICABLE TO ALL

COMMONWEALTH COMMONWEALTH
PHD SCHOLARS FROM PHD SCHOLARS
LOW AND MIDDLE FROM HIGH INCOME
INCOME COUNTRIES COUNTRIES

APPLICABLE TO ALL COMMONWEALTH FELLOWS

APPLICABLE TO ALL APPLICABLE TO ALL This Handbook does not apply to

COMMONWEALTH COMMONWEALTH Commonwealth Shared Scholars,
PROFESSIONAL MEDICAL FELLOWS Commonwealth Distance Learning
FELLOWS Scholars, or Commonwealth
Rutherford Fellows.

2 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 Foreword

Foreword
I congratulate you on your success in gaining a prestigious award from the Commonwealth
Scholarship Commission in the UK (CSC). Very few people have this opportunity, and I urge you
to do all you can to make the very most of your time in the UK.

I am confident that you will. My fellow Commissioners and I reviewed your application – along
with hundreds of others – very carefully. Most did not make it, but you did. We were looking for
people with many talents: intellectual ability, so you would succeed in your studies; a personal
commitment to development and to making a contribution to your nation’s and region’s success;
and the potential for leadership and influence, for the common good – for the ‘common-wealth’.

I hope that you will really enjoy your time living and learning in the UK. Many other Scholars and
Fellows have, over the past nearly 60 years of the scholarship scheme, created memories that
endure. I am sure you will have a wonderful time and create your own lasting memories too. I
encourage you to find out about and participate in the many CSC events, networks, and other
activities: join your Regional Network in the UK, attend our workshops and lectures, come with
us to visit Parliament and other places of interest – and maybe start your own initiative, such as
a journal club, research conference, charity event…

My fellow Commissioners and I look forward to meeting you and to hearing about your progress
and interests. When you finish your award, we also will keep in touch with you as an active
member of our alumni network. Please remember to keep telling us about your achievements, as
well as encouraging other talented Commonwealth citizens to consider applying for one of our
scholarships or fellowships. You will be an inspiring role model for them when you return home.

This Handbook is designed to be of use to you throughout your award. It explains our
administrative arrangements and contains general information about the CSC. It also sets out the
rules we will abide by to ensure fairness and equity in the delivery of our programmes.

Please make this Handbook the first point of enquiry if you need to know something about
your award. If questions remain after reading the Handbook, please, of course, contact your
Programme Officer at the CSC Secretariat.

I am confident that your time as a Commonwealth Scholar or Fellow will be immensely

rewarding. On behalf of all of the Commissioners and our Secretariat, I wish you success. Our
aspiration for you is that you will continue to thrive in your academic or professional career, and
that your experience in the UK will boost your personal contribution to the development of your
country when you return home.

Richard Middleton

Chair
Commonwealth Scholarship Commission in the United Kingdom

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 3

Commonwealth Scholarship Commission

Commonwealth Scholarship
Commission in the UK
As at 1 May 2018

Chair

Richard Middleton

Commissioners

Professor Anne Anderson OBE

Sandy Balfour
Dr Nick Brown
Richard Burge
Anthony Cary CMG
Professor David Cope
Professor Brian Faragher
Professor Claire Heffernan
Sarah Laessig
Professor Nuala McGrath
Dr Jennie Robinson
Dr Mary Stiasny OBE

Executive Secretary

Dr Joanna Newman MBE FRSA

Director of Operations

Dr Jonathan Jenkins

Senior Project Manager – British Council

Becky Hayes

The CSC is committed to administering and managing its scholarships and fellowships in a
fair and transparent manner. For more information, including the CSC’s anti-fraud policy and
procedure and complaints procedure, visit www.gov.uk/cscuk

4 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 Administration

Administration
The Commonwealth Scholarship Commission in the United Kingdom (CSC) is the body
appointed by Act of Parliament to supervise the operation of the Commonwealth Scholarship
and Fellowship Plan (CSFP) in the UK. The CSC is responsible for setting policy, making
selections, and providing general direction. Day-to-day administration is undertaken by the
Association of Commonwealth Universities (ACU), which provides the CSC Secretariat. The
CSC Secretariat is responsible for providing all on-award administration, as well as assisting
the CSC with selecting candidates for Commonwealth Scholarships and Fellowships, securing
university placements for them, and supervising their studies. The CSC Secretariat is also
responsible for on-award payments, travel, and welfare. The British Council is responsible for
providing a pre-departure briefing and is involved in working with our alumni overseas.

HANDBOOK
This Handbook explains the regulations for the administration of Commonwealth Scholarships
and Fellowships in the United Kingdom. These regulations do not apply to Commonwealth
Shared Scholarships, Commonwealth Distance Learning Scholarships, or Commonwealth
Rutherford Fellowships. Regulations may be changed without notice during the term of a
Commonwealth Scholarship or Fellowship and any changes will apply with immediate effect.

This Handbook provides general guidelines only and does not cover in detail every aspect of
all awards. You and your supervisors/hosts should always check with the CSC Secretariat, after
consulting the Handbook, about specific issues. Your Notification of Award will detail any
conditions specifically applicable in your case.

This Handbook is also available online at cscuk.dfid.gov.uk/award-holders/handbook-forms

PROGRAMME OFFICERS
Your Notification of Award names your Programme Officer. You should contact your Programme
Officer in the event of any queries or difficulties during your award. Your Programme Officer will
arrange for your initial allowances to be paid, and can answer queries about the financial aspects
of your award, travel arrangements, and visa and welfare issues. Your Programme Officer may
change from time to time during your award.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 5

Administration

CSC SECRETARIAT CONTACTS

PROGRAMME OFFICERS
Kamala Busch-Marsden +44 (0)20 7380 6728 [email protected]
Vivien Codjoe +44 (0)20 7380 6797 [email protected]
Irene Costello +44 (0)20 7380 6774 [email protected]
James Goldsmith +44 (0)20 7380 6751 [email protected]
Krystel Lee +44 (0)20 7380 6796 [email protected]
Naivasha Mwanji +44 (0)20 7380 6716 [email protected]
Christine Odro +44 (0)20 7380 6782 [email protected]
Jasmin Osman +44 (0)20 7380 6753 [email protected]
SENIOR PROGRAMME OFFICER
Juliette Hargreave +44 (0)20 3409 2179 [email protected]
SENIOR WELFARE AND IMMIGRATION OFFICER
Ratha Senthinathan +44 (0)20 7380 6783 [email protected]
PROGRAMME ASSISTANT
Thomas Blunt +44 (0)20 3751 7875 [email protected]

GENERAL QUERIES
WELFARE AND IMMIGRATION
+44 (0)20 7380 6783 [email protected]
FINANCE
+44 (0)20 7380 6796 [email protected]

OTHER QUERIES
STUDENT ENGAGEMENT
Korede Bolade [email protected]
ALUMNI
Kirsty Scott [email protected]
EVALUATION AND MONITORING
Rachel Day [email protected]

You should contact us by email in the first instance. If you need to provide hard copy forms or
documents to your Programme Officer or any other member of staff, you can send them by post
to: Commonwealth Scholarship Commission in the UK, Woburn House, 20-24 Tavistock Square,
London WC1H 9HF, United Kingdom

6 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 Before your award

Before your award

VISAS
Most Commonwealth Scholars and Fellows will need to obtain a visa to enter the UK. For
information on current visa regulations and guidance on applying for a visa, visit the UK Visas
and Immigration (UKVI) website at www.gov.uk/visas-immigration

UK immigration rules are constantly changing. For up-to-date news and information on changes
relating to international students, you should consult the UK Council for International Student
Affairs (UKCISA) website at www.ukcisa.org.uk

The British Council has produced several brochures to help you make sure your time in the UK
is safe and enjoyable. The brochures, along with general information about studying in the UK,
are available at study-uk.britishcouncil.org

It is your responsibility to ensure that your permission to enter or remain in the UK and that of
any accompanying dependants is valid throughout your time in the UK.

FAMILY MEMBERS (DEPENDANTS)

SCHOLARS: You must ensure that you and any accompanying family members (dependants)
meet all of the UK immigration requirements. You should check the requirements and procedures
for obtaining visas for family members carefully at www.ukcisa.org.uk/information--advice/
visas-and-immigration/dependants. You are liable for any costs incurred in obtaining visas for
your family members, and are responsible for supporting your family members while they are
in the UK.

FELLOWS: Due to the short and intensive nature of fellowship programmes, the CSC
recommends that you do not bring family members with you to the UK. The CSC cannot provide
support for the family members of Fellows.

VISA APPLICATION FEES

If a tuberculosis test is required for your visa application, you will be charged a fee and will be
reimbursed for a pre-determined amount on arrival in the UK when you provide proof of your
TB certificate.

SCHOLARS: If you are applying for a visa from outside the UK, in most cases you will be applying
for a Tier 4 student visa (for Chevening, Marshall and Commonwealth Scholars) and your
application fee will be waived. If you are charged for your visa application, you should query this
with the visa application centre immediately and inform the CSC and your university.

If you are planning to apply for a Tier 4 visa from inside the UK, you must ask your Programme
Officer in advance for approval. You will be charged an application fee. If your fee reimbursement
is pre-approved, you should submit the receipt with a claim form for reimbursement to your
Programme Officer.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 7

Before your award

If you are applying for a short-term study visa, as instructed by your university, you will be
charged a pre-approved application fee and you should submit the receipt with a claim form for
reimbursement to your Programme Officer after you have arrived in the UK.

FELLOWS: You will be charged an application fee when you apply for your visa. This fee, plus
any pre-approved immigration health surcharge (IHS) costs (if applicable) and an arrival allowance
(if applicable), will be automatically loaded onto your cash card once you have arrived in the UK.

FINANCIAL PREPARATIONS
CASH CARD
You will be sent a pre-paid bank card – known as a ‘cash card’ – and instructions on how to activate
the card with your Confirmation of Award. When you arrive in the UK, the CSC will credit your
warm clothing allowance (if applicable) and your first quarter’s stipend (calculated from the first
day of your award, as stated on your Notification of Award, or the day that you arrive in the UK,
whichever is later) to the cash card. You can use the cash card at cash points (ATMs) across the UK.

You must have booked your flight with the CSC Secretariat and received your e-ticket or itinerary
before you activate your card. The cash card has no monetary value until it has been activated.

As with any other card of this nature, you are responsible for its security after you have
acknowledged receipt of it. If you lose the cash card, you should immediately report the loss to
the card issuer. Contact details for the card issuer are included on the back of the cash card and
in the guide provided to you by your Programme Officer.

RESEARCH SUPPORT GRANT

PHD SCHOLARS: Your supervisor may claim a Research Support Grant (often known as ‘bench
fees’) during the negotiations for your placement at a university. If you think you will need a
Research Support Grant, please contact your supervisor before your Notification of Award is
issued, so that they can submit a request to the CSC. The CSC will not consider any requests
made after your Notification of Award is issued.

ACCOMMODATION
ARRANGING ACCOMMODATION
Before you arrive in the UK, you must contact the accommodation office at your university/host
organisation. The CSC does not have a supply of accommodation anywhere in the UK.

Your stipend will be paid from the first day of your award, as stated on your Notification of
Award, or the day that you arrive in the UK, whichever is later. You must arrange your travel
and accommodation accordingly and ensure that you do not pay for accommodation before you
arrive in the UK.

For general advice on the types of accommodation available in the UK, application procedures,
and useful links to short-term accommodation, visit www.ukcisa.org.uk/information--advice/
living-in-the-uk/choosing-your-housing
8 Handbook for Commonwealth Scholars and Fellows in the United Kingdom
 Before your award

If you accept university residential accommodation, you will usually have to stay there for
one academic year if you are a Scholar, or for the duration of your award if you are a Fellow.
Since this type of accommodation is in high demand, you may have to live in private rented
accommodation instead. If your university is unable to offer you accommodation, or if you want
to live in private rented accommodation, the accommodation office at your university should be
able to provide a list of private landlords or agencies.

You are strongly advised not to sign any contract for private accommodation without first
viewing the accommodation to assess its suitability. Any signed contract is legally binding, so you
should always check the terms and conditions carefully before signing.

If you decide to leave your accommodation before the end of your contract, you will be
personally liable for any fees and outstanding costs.

Accommodation that is suitable for families is scarce and in high demand in most university
towns. You may have to spend some time in temporary accommodation before securing suitable
long-term family accommodation. You are strongly advised not to bring your family to join you
in the UK until you have arranged suitable long-term accommodation.

You must consult your academic supervisor/host and notify your Programme Officer before
renting accommodation so far from your place of study that it may be considered unreasonable
(for example, in London, over 15 miles), as this may have an impact upon your attendance or
stipend rate.

You must inform your Programme Officer immediately of any change of address, whether
temporary or permanent, during your award.

ACCOMMODATION DEPOSITS
The CSC is unable to reserve or pay a deposit for any accommodation on your behalf before
you arrive in the UK. Your Programme Officer is also unable to act as a referee or guarantor for
you in any application for accommodation. If you have been offered university accommodation
that requires a deposit to secure the accommodation before arrival, your Programme Officer
may be able to provide a deposit deferral letter once your award has been confirmed, provided
your university will accept this. If this is the case, you will still need to pay the deposit upon, or
shortly after, taking up your accommodation. It is very unusual for private landlords to accept
this type of letter.

If, after you arrive in the UK, you need to make a substantial rental payment, the CSC may be
able to arrange an advance of your stipend. If you want to apply for such an advance, you must
forward your rental agreement for the full academic year, which must clearly state the period
for which the agreement applies and the schedule of all rental payments you will need to make
during that year, to your Programme Officer. If agreed, your Programme Officer will send you a
repayment plan, which you must sign before the advance is released.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 9

Before your award

TRAVEL TO THE UK
TRAVEL ARRANGEMENTS
Your award covers the cost of travel at the start of your award from the nearest major airport
to your home town in your home country to the nearest major airport to your university/host
organisation in the UK (as determined by the CSC) and one standard class train or coach fare in
the UK, if appropriate. Your travel can only be booked once you have received your permission
to enter the UK.

Your Programme Officer will provide you with detailed instructions on how to book your travel
using the CSC-approved travel agent. When making your booking, you must ask for a ticket all
the way through to your final destination. You will not be reimbursed for any train or coach fares
that are not booked via the CSC’s travel provider.

If you are already in the UK when your award is confirmed and you do not return home before
your award commences, you will not be eligible for an airfare or a warm clothing allowance.

If you want to travel after the official start date of your award, you must ask for approval from
your university and your Programme Officer in advance, giving the reasons for the delay. You
should not assume that approval will be given. Scholarships (not fellowships) are offered for the
start of the academic year.

The CSC cannot accept responsibility for accidents during your journey or for the loss of luggage,
wherever or however these may occur. You should arrange appropriate insurance to cover your
travel to the UK.

PHD SCHOLARS FROM HIGH INCOME COUNTRIES: You must contact your university to
arrange your travel.

PROFESSIONAL FELLOWS: You must arrive in the UK up to five days before the start of your
programme.

Travel expenses
Your award will usually cover the following incoming travel expenses:

• Fares: One approved airfare from the nearest major airport to your home town in your
home country to the nearest major airport to your university/host organisation in the UK (as
determined by the CSC); one standard class train or coach fare to your final destination, if
the arrival airport is not located in the same city as your university/host organisation.

• Incidental expenses: One night’s hotel accommodation, only if your journey involves a
necessary overnight stop en route to the UK as determined by the CSC travel agent and
confirmed in advance by your Programme Officer.

• Excess baggage: If the standard baggage allowance for your flight is less than 30kg, the
cost of bringing an additional 10kg or one piece (depending on your airline) of luggage
from your home country to the UK. You must submit receipts clearly showing the weight or

10 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 Before your award

number of additional pieces and cost incurred with a claim form for reimbursement to your
Programme Officer after you have arrived in the UK.

You must submit any claims for reimbursement within three months of your arrival in the
UK. To download the claim form for reimbursement, visit cscuk.dfid.gov.uk/award-holders/
handbook-forms

Family members’ fares

You are personally responsible for the fares and luggage expenses of your family members. These
can be arranged by the CSC travel agent and billed to you separately.

CURRENCY
You should carry with you sufficient UK currency (pounds sterling) to meet any expenses that you
may incur immediately when you arrive, in case there is a problem with accessing the funds on
your cash card. A sum of £200 should be sufficient. If you are accompanied by dependants, you
will need a correspondingly larger sum.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 11

On award

On award
CODE OF CONDUCT
As a Commonwealth Scholar or Fellow, you are an ambassador for both the CSC and your home
country, and your actions and remarks will have an impact on the reputation of both. You are
therefore expected to adhere to high standards of conduct and behaviour and to show respect
to others and your surroundings at all times.

The CSC aims to enable a free exchange of ideas during all its activities in order to achieve the
maximum potential impact for all participants. Recognising the diversity of backgrounds among
our award holders – in terms of race, religion, gender, sexuality and cultural values – you are
reminded to always be respectful to others.

The CSC is committed to proactively safeguarding and promoting the welfare of Commonwealth
Scholars and Fellows, and to protecting all those with whom the CSC comes into contact. The
CSC requires Commissioners, Secretariat staff, and Scholars and Fellows to fulfil their role and
responsibilities in a manner consistent with requirements for safeguarding. The CSC safeguarding
policy will be available at www.gov.uk/cscuk

Any complaints received will be taken very seriously and any behaviour that does not adhere to
the above values and expectations will be addressed by the CSC.

ARRIVAL
RECEPTION ON ARRIVAL
The CSC does not offer a reception on arrival service in the UK. Your university’s international
office may be able to provide a ‘meet and greet’ service. You may have been given information
about this with your university offer letter. Alternatively, you can contact your university’s
international office for instructions on how to travel to your final destination; contact details are
available on the university’s website.

PROFESSIONAL FELLOWS: You should make suitable arrangements with your host organisation.

REGISTRATION FORM
When you arrive in the UK, you must complete the registration form provided by the CSC and
submit it with a copy of your Biometric Residence Permit (or visa if your award is six months long
or less) and passport photo page to your Programme Officer. To download the registration form,
visit cscuk.dfid.gov.uk/award-holders/handbook-forms

AWARD ALLOWANCES
CONCURRENT AWARDS
A Commonwealth Scholarship or Fellowship covers fares, fees, and a living allowance. Other
scholarships, awards, or bursaries that cover the same costs may not be held concurrently. If
12 Handbook for Commonwealth Scholars and Fellows in the United Kingdom
 On award

in doubt, you should ask for advice from your Programme Officer. If you accept another award
without declaring it to the CSC, the CSC reserves the right to withdraw your Commonwealth
Scholarship/Fellowship.

BANK ACCOUNTS
If your award is more than six months long, in order to receive your allowances and to minimise bank
charges, you must open a UK bank account. The information and documentation you need to open a
bank account may vary between different banks, as well as the time it takes. For further information,
visit www.ukcisa.org.uk/information--advice/living-in-the-uk/opening-a-bank-account

You must submit your bank details to the CSC using the form available at
cscuk.dfid.gov.uk/award-holders/handbook-forms. You must follow the instructions on this
form carefully. The CSC cannot accept account details provided in a name other than your own.

If you do not provide the CSC with your UK bank account details within the first three months
of arriving in the UK, you may risk having your stipend suspended.

The CSC will not transfer remaining allowances on a cash card to your UK bank account – you
must do this yourself.

It is very important that you inform your Programme Officer about any changes to your bank
account details. If you decide to change your bank account, you must provide the new details to
your Programme Officer as soon as possible, using the form on the CSC website and following
the instructions carefully. You must keep your old account open until your stipend is credited to
your new account. If you do not keep your old account open, there may be a delay in receiving
any allowances paid during this period.

WARM CLOTHING ALLOWANCE

Where applicable, you will receive a warm clothing allowance when you first arrive in the UK.
This payment will be transferred automatically onto your cash card upon arrival.

STIPEND (LIVING ALLOWANCE)

You will receive a stipend (living allowance) which is calculated to cover your basic living expenses,
such as accommodation, meals, personal expenses, daily travel, and an element for books and
other sundry items. Your stipend will be higher if you are studying at a university/hosted by an
organisation in London and are residing in London. Your Programme Officer will inform you of any
changes to your stipend rate as and when they occur.

Your stipend will be paid from the first day of your award, as stated on your Notification of
Award, or the day that you arrive in the UK, whichever is later. Your stipend will stop on the last
day of your award, as stated on your Notification of Award, or the day that you leave the UK,
whichever is earlier. You should arrange your accommodation accordingly.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 13

On award

Payment dates
All regular allowances will usually be paid into your bank account in advance, by the first day
of the month. Although the money will often reach your account a few days earlier, you should
arrange for any direct debits to be paid after the first day of the month. Allowances cannot be
paid before the due date.

Payment of your allowance is initiated ten working days before your bank account is credited.
If you change your bank account, you must inform your Programme Officer well in advance of
due payments.

Your final quarter’s stipend will be suspended and will not be released until you make contact
with your Programme Officer to confirm your departure arrangements. Your stipend and
allowances will be released only after you confirm your homeward flight booking, or your request
to defer your homeward airfare is approved.

TUITION FEES
Your university will send invoices for approved fees to the CSC. If you receive an invoice for
these fees, you should inform your university that you are a Commonwealth Scholar/Fellow
and provide a copy of your Notification of Award as evidence of your sponsorship, so that your
university can invoice the CSC.

SCHOLARS: Approved fees usually include fees for tuition, and a Research Support Grant if
applicable. You must pay subscriptions to any university or college clubs or societies that you
join yourself.

FELLOWS: The CSC pays a fixed support grant to your host institution as part of your fellowship.
This grant is non-negotiable.

PROFESSIONAL FELLOWS: Your host organisation is granted a flat fee as part of your
fellowship. It may also negotiate additional fees (for example, for short courses) with the CSC,
before your fellowship is confirmed.

STUDY TRAVEL GRANT

The amount of study travel grant available to you is stated on your Notification of Award. You
should apply for a study travel grant usually in advance of travel. The sum you apply for may
cover travel, conference fees, accommodation, and any other expenses. You cannot use your
study travel grant to attend an event held after the end of your award tenure. To download a
study travel grant application form, visit cscuk.dfid.gov.uk/award-holders/handbook-forms

PROFESSIONAL FELLOWS: You are not eligible for study travel grants, as these expenses should
be included in your host organisation’s grant.

14 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 On award

REIMBURSEMENTS
You can claim reimbursement for certain costs incurred either before the start of your award, or
during your award. Before incurring any costs, you should confirm with your Programme Officer
that they will be reimbursed.

For costs incurred before your award, you must submit all claims for reimbursement within three
months of your arrival in the UK. For costs incurred during your award, you must submit all claims
for reimbursement within three months of incurring the cost.

To download the claim form for reimbursement, visit cscuk.dfid.gov.uk/award-holders/

handbook-forms. You should submit this form with original receipts to your Programme Officer.
The CSC aims to process all claims within 10 working days of submission.

OVERPAYMENTS
Any cases where an award holder is found to have falsely claimed expenses, not declared their
absence from the UK, or failed to repay a stipend advance or an overpayment to which they were
not otherwise entitled will be considered under the CSC’s anti-fraud policy. If you believe that you
have been overpaid any amount of money, you must contact your Programme Officer immediately.

FAMILY ALLOWANCES
If your scholarship is at least 18 months long or if you are a single parent, you may be eligible
to claim family allowances. These allowances are intended to be only a contribution towards the
cost of maintaining your family in the UK. The true costs are likely to be considerably higher, and
you should bear this in mind when you are deciding whether to bring your family to the UK.
The CSC assumes that, if you are accompanied by your spouse and children, your spouse will be
primarily responsible for childcare. If this is not the case, you should contact your university as
soon as possible to determine what childcare facilities may be available.

Spouse and child allowances are paid only from the date your spouse and/or children arrive in
the UK. If you are receiving a grant or allowances to support your family from another source,
you are not eligible to claim spouse or child allowances from the CSC and you must notify your
Programme Officer. If you receive spouse or child allowances, you will not be eligible for a mid-
term visit to your home country.

You may be required at any time during your award to provide proof that your spouse and/or
children are still in the UK.

SPOUSE ALLOWANCE
SCHOLARS: Spouse allowance is payable only in respect of a legally recognised marriage or civil
partnership. You are eligible to claim spouse allowance if you and your spouse will live together
at the same address in the UK for a continuous period of at least three months. You are not
eligible to claim spouse allowance if your spouse is also in receipt of a scholarship, a citizen or
permanent resident of an EU country (including the UK), or residing in the UK on a working visa.

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On award

To claim spouse allowance, you should send a completed family record form to your Programme
Officer with a copy of your valid marriage/civil partnership certificate (with certified English
translation, where necessary) and copies of your spouse’s passport pages showing his/her
photograph, entry stamp, and leave to remain stamp.

You must inform your Programme Officer in advance of any expected change in your family
circumstances (for example, arrival or departure of your spouse in the UK), as this will affect your
entitlement.

CHILD ALLOWANCE
Eligibility for child allowance does not guarantee that your child/children will be eligible for a
UK visa. You should read the current immigration requirements carefully before applying for a
visa for your child/children. For guidance, visit www.ukcisa.org.uk/information--advice/visas-
and-immigration/dependants

Scholars accompanied by children and spouse

SCHOLARS: If your scholarship is at least 18 months long and you are accompanied by your
spouse and children, you are eligible to claim child allowance for the first, second, and third child
under the age of 16, provided that they are living with you in the UK for a continuous period of
at least three months. You can also claim child allowance for children between the ages of 16
and 18 who remain in full-time education in the UK during your award.

To claim child allowance, you must provide copies of each child’s passport and visa with a
copy of the entry date stamp. If your children join you or are born in the UK after the start of
your scholarship, you must provide documentary evidence of their arrival/birth. To claim child
allowance for children between the ages of 16 and 18, you must provide documentary evidence
that they are still in full-time education.

You must inform your Programme Officer immediately of any change in the number of your
children who qualify for child allowance.

Award holders accompanied by children only

If you are a single parent, you are eligible to claim child allowance for up to three of your
accompanying children, provided that they are living with you in the UK for a continuous period
of at least three months. You can also claim child allowance for children between the ages of 16
and 18 who remain in full-time education in the UK during your award.

To claim child allowance, you must provide proof of your child’s arrival in the UK and/or birth
(passport details and birth certificates, with certified translations, where necessary) and evidence
of your single parent status. To claim child allowance for children between the ages of 16 and 18,
you must provide documentary evidence that they are still in full-time education. If any children
join you at a later date or are born in the UK, proof of their arrival/birth will be required before
child allowances can be paid.

You must inform your Programme Officer immediately of any change in the number of your
children who qualify for child allowance.
16 Handbook for Commonwealth Scholars and Fellows in the United Kingdom
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COUNCIL TAX
Council Tax is a charge for the services provided by local councils.

You must never ignore any bills you receive for Council Tax, even if you believe that the amount
is incorrect or that you should not be paying the charge. If you are in any doubt, you should
contact your local council immediately.

SCHOLARS: If you are living in university halls of residence, a hostel owned by a charity, or
a home shared with other full-time students or with their family, then you should not have
to pay Council Tax. If you receive a demand for Council Tax and you are not living in student
accommodation, you may be able to obtain a Certificate of Student Status from your university,
which may entitle you to exemption or a reduction.

FELLOWS: You are not eligible for an exemption, but you are eligible to claim reimbursement of
Council Tax charges. You should send a claim form with a copy of the bill and original receipts to
your Programme Officer. To download the claim form for reimbursement, visit cscuk.dfid.gov.
uk/award-holders/handbook-forms

For further information on Council Tax, visit www.ukcisa.org.uk/information--advice/fees-

and-money/council-tax

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 17

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AWARD REGULATIONS
You must observe the regulations of your university/host organisation.

The CSC supports full-time study only.

RESIDENCE
You are expected to reside in the UK for your entire award tenure. The only exceptions to this
rule are if:

• You are a Scholar; and

• You are undertaking approved travel overseas; or

• You are undertaking approved fieldwork or a mid-term visit overseas.

To find out more, refer to ‘Overseas travel’ (page 19), ‘Fieldwork’ (page 20), and ‘Mid-term visits’
(page 21).

EMPLOYMENT
You cannot serve on the staff of the official representative of your country in the UK.

SCHOLARS: You are expected to study full time for your entire award tenure and not to
undertake paid employment. The only exception to this rule is if you are employed in a role
relevant to your studies for not more than six hours per week. If you want to take up such
employment, you must inform your Programme Officer in advance.

If a paid internship is a compulsory part of your course, then your stipend will be suspended for
the duration of the internship.

If you think that there are exceptional academic circumstances in your case, you should ask your
Programme Officer in advance for approval.

You must not take up any employment that is not permitted by your visa.

FELLOWS: You cannot usually undertake any paid employment within your university/host
organisation or elsewhere in the UK during your fellowship.

MEDICAL FELLOWS: You may undertake ad hoc work under certain conditions. You should
speak to your Programme Officer in advance for advice on working during your fellowship.

PROGRESS REPORTS
PHD SCHOLARS: You must submit a report on your work to the CSC at the end of your first
term, at the end of each academic year, and at the end of your scholarship. You will be instructed
when to submit the report; the form is available at cscuk.dfid.gov.uk/award-holders/
handbook-forms. Your supervisor must also report on your progress at the end of your first
term, at the end of each academic year, and at the end of your scholarship. They will be sent a
CSC report form for this purpose.

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MASTER’S SCHOLARS: You must submit a report on your work to the CSC at the end of your
first term, and at the end of your scholarship. You will be instructed when to submit the report;
the form is available at cscuk.dfid.gov.uk/award-holders/handbook-forms. Your tutor must
also report on your progress at the end of your scholarship.

FELLOWS: You must submit a report on your fellowship to the CSC at the end of your award.

DURATION AND TERMINATION OF AWARD

Your award will start on the date stated on your Notification of Award or on the date you arrive
in the UK, whichever is later.

Your award may be terminated at any time for reasons of unsatisfactory conduct, progress, or
attendance, or if your registration is suspended or terminated by your university/host organisation
for any reason. If you have any concerns about your study/programme or delays to your study/
programme for any reason, or if you fail any component of your course, you must report this to your
Programme Officer immediately. This will help your Programme Officer to assist you appropriately.

You must inform your Programme Officer immediately if your university registration is terminated
or suspended for any period. You must also inform your Programme Officer immediately if you
experience any problems with your visa or if you leave the UK unexpectedly.

SCHOLARS: Your scholarship will continue until the date stated on your Notification of Award,
the date that you complete or discontinue your studies, or the date that you leave the UK,
whichever is earlier. If your scholarship is for more than one year, its continuation is conditional
on positive recommendation from your supervisor each year.

FELLOWS: Your fellowship will continue until the date stated on your Notification of Award or
the date that you leave the UK, whichever is earlier, subject to your compliance with the terms
of your fellowship. Fellowships cannot be extended under any circumstances.

OVERSEAS TRAVEL
If you are planning to travel overseas during your award, you are responsible for arranging any
visas that may be required. You are strongly advised to arrange adequate insurance to cover your
possessions, accidents, and illness.

SCHOLARS: Your scholarship is for study in the UK and you are expected to spend the majority
of your time on award in the UK.

If your scholarship is at least 18 months long and you want to travel overseas at your own
expense, you can do so for a period not exceeding four weeks during any one academic year.

If your scholarship is less than 18 months long and you want to travel overseas at your own
expense, you can do so for a period not exceeding two weeks. Different rules apply for
Commonwealth Split-site Scholars depending on the length and periods of your award tenure.
You should speak to your Programme Officer before making any plans.

Such travel should take place during the university vacation and must be at a time approved by

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 19

On award

your supervisor in the UK. If you are registered on a taught course, you must ask your supervisor
to approve any overseas travel during term time, however short the trip.

You do not have to ask your Programme Officer to approve overseas travel within the limits
outlined above, but you must notify your Programme Officer of each proposed trip in advance.
You must also ensure that your passport and UK visa are valid for a reasonable period from
your expected date of return, and that you have your Notification of Award with you when you
re-enter the UK, in case you are asked to produce it.

If for any reason you want to travel overseas for longer than the periods outlined above, you must
ask your Programme Officer in advance for approval. Approval is not likely to be granted, with
the exception of short absences made necessary by special circumstances. If you travel overseas
for longer than the periods outlined above with or without approval from your Programme
Officer, your scholarship and all associated payments (including tuition fees) will be suspended
and any overpayments made will have to be returned to the CSC immediately.

If your family is planning to travel overseas for any period of time, you must inform your
Programme Officer at least one month in advance, as spouse and/or child allowances will be
suspended for the duration of their absence. If you are unable to inform your Programme Officer
in advance, you must contact them as soon as reasonably possible.

FELLOWS: You have been awarded a fellowship in the UK and you are expected to remain in
the UK for the duration of your fellowship, unless your programme has an element of overseas
travel (for example, attendance at a conference) which has been previously approved by the CSC
and is stated on your Notification of Award.

FIELDWORK
PHD SCHOLARS: During the placement process, your supervisor must confirm that fieldwork is
essential to your plan of study. You must inform your Programme Officer of any changes to the
timing of your fieldwork and confirm your return to the UK in writing.

Your Programme Officer must approve the actual timing of your fieldwork, eight weeks in
advance of travel before any arrangements or flights can be confirmed. Fieldwork flights must be
booked through the CSC travel agent. Any flights booked without following these instructions
will not be reimbursed. You should discuss any fieldwork requests not covered by the standard
provision outlined below in detail with your Programme Officer.

If you are eligible for a mid-term visit, this will be forfeited if you receive a return airfare to your
home country for fieldwork. To find out more, refer to ‘Mid-term visits’ (page 21).

Any period of fieldwork during which you are paid your stipend, or a reduced rate stipend, is
considered part of your award tenure.

If your stipend is suspended during fieldwork and you wish to extend your award tenure by an
equivalent period in order to complete your studies, you must ask your Programme Officer for
formal approval.

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 On award

Spouse and child allowances cannot be paid for any period of time when your family is not
in the UK. If your family stays in the UK while you are away on fieldwork, spouse and/or child
allowances will be maintained, in addition to your stipend. If your stipend is suspended during
fieldwork, spouse and/or child allowances will also be suspended, even if your family is still in
the UK.

PHD SCHOLARS FROM LOW AND MIDDLE INCOME COUNTRIES: Standard fieldwork
provision covers the reasonable costs of one return flight and the maintenance of your stipend
(at the non-London rate) for a period of up to six months. Your stipend will continue to be paid
into your UK bank account.

Exceptional fieldwork provision covers the maintenance of your stipend at a reduced fieldwork
rate beyond the six-month period. This fieldwork rate is one third of the non-London stipend,
payable for a specified period approved in advance by your Programme Officer.

You can ask for your stipend to be suspended for the full period of your fieldwork or, if
applicable, for a period beyond the six months of your agreed fieldwork period. If approved, the
duration of your suspension will be added to the end of your award.

PHD SCHOLARS FROM HIGH INCOME COUNTRIES: Standard fieldwork provision covers the
reasonable costs of one return flight and the maintenance of your stipend for the full period of
your fieldwork.

MASTER’S SCHOLARS: During the placement process, your university must inform the CSC of
any fieldwork that is essential to your plan of study. The CSC may refuse a fieldwork request if
its value to the plan of study has not been sufficiently demonstrated.

If your fieldwork request is approved, provision will cover the maintenance of your stipend (at the
non-London rate) for a period of up to two months. It will not cover the costs of a return flight.

If your fieldwork is in your home country and your university has given you permission to submit
your dissertation remotely, you can use your homeward airfare for your travel. In this case, your
stipend will not be paid for the final month of your scholarship, which it is assumed will be used
for writing up your dissertation. To find out more, refer to ‘Travel arrangements’ (page 29).

MID-TERM VISITS
PHD SCHOLARS: You are eligible for a paid mid-term visit to your home country if:

• You have received written confirmation from the CSC that your scholarship has been
extended to its maximum tenure

• You have not claimed (and do not intend to claim) spouse and/or child allowances during
your scholarship; and

• You have not received a return airfare to your home country for fieldwork.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 21

On award

The mid-term visit is for a period not exceeding four weeks, usually between the 15th and
28th month of your scholarship. Requests for visits towards the end of your scholarship may
be refused.

PHD SCHOLARS FROM LOW AND MIDDLE INCOME COUNTRIES: You must submit your
request to your Programme Officer at least eight weeks in advance of your intended date of
travel using the mid-term visit form; the form is available at cscuk.dfid.gov.uk/award-holders/
handbook-forms. You must state your preferred outward and return journey dates on the form,
which must be countersigned by your supervisor.

If your request for a mid-term visit is approved, the CSC travel agent will book you a return flight
from the nearest major airport to your university in the UK to the nearest major airport to your
home town in your home country on the most economic route available. You cannot book open-
dated return flights, arrange stopovers, or take a mid-term visit to a country other than your
home country. Any flights booked without following these instructions will not be reimbursed.

You must ensure that your passport and UK visa are valid for a reasonable period from your
expected date of return, and that you have your Notification of Award with you when you
re-enter the UK, in case you are asked to produce it..

Your stipend will be suspended from the day that you leave the UK until the day that you arrive
back in the UK. A visits home allowance, payable for the purposes of retention of lodging, can
be paid for up to 28 days. This will be limited to the actual costs incurred, or a pre-determined
daily rate (currently £13.24 per day), whichever is lower. You must submit your claim for
reimbursement, with receipted bills and/or rental agreements, to your Programme Officer within
three months of your return to the UK. To download the claim form for reimbursement, visit
cscuk.dfid.gov.uk/award-holders/handbook-forms

Your award tenure will be extended by the length of your mid-term visit – to a maximum of 28
days – once you return to the UK.

PHD SCHOLARS FROM HIGH INCOME COUNTRIES: You must inform both your Programme
Officer and your university contact at least eight weeks in advance of your intended date of
travel, to confirm your eligibility for a mid-term visit and the arrangements for your travel. Your
university will book your flights. Your stipend will not be suspended during the mid-term visit and
your award tenure cannot be extended.

SCHOLARSHIP EXTENSIONS
SCHOLARS: Commonwealth Scholarships are awarded for the completion of one course of
study or research only.

If your scholarship is for a taught course leading to a university qualification, it will usually be
awarded for the full duration of your course, as specified by your university.

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 On award

PHD SCHOLARS: Your scholarship will be awarded for 22 months in the first instance. Your
Notification of Award will state:

• The initial dates of your award tenure

• Your eligibility to apply for an extension of tenure; and

• The grounds on which you can do so.

You must apply for an extension well in advance of the end of your initial award tenure, in order
to ensure that there are no delays with the extension and continued stipend payments. If you
anticipate any delay, you must inform your Programme Officer as early as possible.

To apply for your scholarship to be extended to its maximum tenure, you must send the following
documents to your Programme Officer:

• An email request from yourself

• A letter from your university confirming that you have upgraded from MPhil to PhD/DPhil
status; and

• A letter of support for the extension from your supervisor.

An interim extension of two months may be arranged in exceptional circumstances. You will not
be granted an extension beyond 24 months until you are registered for a full PhD/DPhil.

VISA EXTENSIONS
SCHOLARS: If you need to extend your visa before the end of your award, you must apply during
the last three months of your current permission to stay. You should speak to your university’s
International Office to arrange this. Your Programme Officer may be able to provide a letter to
support your application to extend your visa to your current award or deferment end date.

It is your responsibility to apply for an extension and to do so in good time. Failure to do so may
delay the extension of your award at the appropriate time and will result in the suspension of
your stipend and other allowances.

You are eligible for reimbursement of the standard postal application fee (£475.00), the
biometric information enrolment fee (£19.20), and immigration health surcharge (IHS) costs for
yourself only. Application fees for dependants will not be reimbursed. In addition, you are eligible
for reimbursement of a standard application fee to cover one agreed period of deferment. Any
subsequent application fees to cover any additional deferment periods will not be reimbursed.
You should submit the receipts with a claim form for reimbursement to your Programme Officer.
To download the claim form for reimbursement, visit cscuk.dfid.gov.uk/award-holders/
handbook-forms

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 23

On award

DEFERMENT OF HOMEWARD AIRFARE

PHD SCHOLARS: You may request deferment of your return airfare if:

• Your supervisor agrees; and

• You are still working for the degree for which your scholarship was originally awarded.

Requests for deferments are not automatically approved, and are usually approved only for PhD
Scholars who are registered at a UK university. Deferments for you to undertake further studies
beyond the scope of your scholarship, or to stay in the UK to attend graduation ceremonies after
the end of your award, will not be approved.

To apply for a deferment, you must write to your Programme Officer at least six weeks before the
end of your scholarship, stating how long you need the deferment for, including the expected
date of submission, viva date, and correction deadline; and explaining whether it is necessary
for you to remain in the UK for corrections. Failure to give sufficient notice will result in the
suspension of your stipend.

The CSC does not support the Doctorate Extension Scheme.

PHD SCHOLARS FROM LOW AND MIDDLE INCOME COUNTRIES: If deferment of your
homeward airfare has been approved, you are eligible for a half-rate stipend allowance (based on
your current stipend rate at the time) for up to six months after the end of your scholarship. If you
are eligible for child allowance as a single parent, you will continue to receive this allowance for
the six-month period only. If you are not a single parent, you will not continue to receive family
allowances. The CSC will determine your final entitlement to any family allowances.

This additional stipend will be paid for up to six months, as long as you remain in the UK. You
must notify your Programme Officer if you are likely to leave the UK before the approved end
date of your deferment.

PHD SCHOLARS FROM HIGH INCOME COUNTRIES: If deferment of your homeward airfare
has been approved, you are eligible for a viva allowance (equivalent to one month’s stipend) once
you have submitted your thesis. To claim the viva allowance, you should contact your university
funding contact.

HEALTH AND WELFARE

NATIONAL HEALTH SERVICE (NHS)
The NHS (National Health Service) is the UK’s state health service. NHS regulations are subject to
change and vary slightly in Scotland, Wales and Northern Ireland. For information on how the
UK healthcare system works, visit www.ukcisa.org.uk/information--advice/living-in-the-uk/
health-and-healthcare. You should also check the NHS website for your location:

• NHS: www.nhs.uk

• NHS Scotland: www.scot.nhs.uk

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 On award

• NHS Wales: www.wales.nhs.uk

• NHS Northern Ireland: www.hscni.net

IMMIGRATION HEALTH SURCHARGE (IHS)

If your award is at least six months long, you may need to pay the immigration health surcharge
(IHS) in order to receive free health services under the NHS. To find out more about the IHS, visit
www.gov.uk/healthcare-immigration-application

SCHOLARS: If you are applying for a Tier 4 visa from outside the UK, the IHS will be waived, but
you will still need to complete the section of the form relating to the IHS and select Tier 4 student
visa (for Chevening, Marshall and Commonwealth Scholars) as your visa type. If you are asked to
pay the IHS, you should query this with the visa application centre immediately and inform your
Programme Officer and your university.

If you are applying to extend your visa from within the UK, you must pay the IHS before you can
complete your visa application. You are eligible for reimbursement of the IHS for one approved
visa extension application; you should submit the receipt with a claim form for reimbursement to
your Programme Officer. To download the claim form for reimbursement, visit cscuk.dfid.gov.
uk/award-holders/handbook-forms

If you are accompanied by your spouse and/or children, they may need to pay the IHS in order to
be eligible for the same medical treatment as you. To find out how much your dependants will
need to pay, visit www.gov.uk/healthcare-immigration-application

If you are a Commonwealth Split-site Scholar and your tenure is six months long or less, you
will not be able to pay the IHS and may not be eligible for free hospital treatment except for
emergencies. You will have to pay for any healthcare that you receive through the NHS at the
point that you use it, or you may need to seek private treatment, which is expensive in the UK.
You must therefore ensure that you have private health insurance to cover your entire time in the
UK, and arrange this insurance before you arrive in the UK. The CSC cannot advise on insurance
policies; however, you should note that, if you are able to buy insurance from your home country,
this is likely to be much less expensive than insurance purchased in the UK.

FELLOWS: If your award is six months long or less, you will not be able to pay the IHS and may
not be eligible for free hospital treatment except for emergencies. You will have to pay for any
healthcare that you receive through the NHS at the point that you use it, or you may need to seek
private treatment, which is expensive in the UK. You must therefore ensure that you have private
health insurance to cover your entire time in the UK, and arrange this insurance before you arrive
in the UK. The CSC cannot advise on insurance policies; however, you should note that, if you
are able to buy insurance from your home country, this is likely to be much less expensive than
insurance purchased in the UK. If your award is more than six months long, you should check
whether you are required to pay the IHS when you apply for your visa, as this will depend on the
visa category you are applying under.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 25

On award

REGISTERING WITH A DOCTOR (GP)

When you arrive in the UK, you should register with a local doctor (known as a GP) as soon as
possible. Many universities have their own health centres that you can use – you should check
your university’s website for information about healthcare and access to local health services. For
further information, visit www.ukcisa.org.uk/information--advice/living-in-the-uk/health-
and-healthcare

EMERGENCY DENTAL AND EYE CARE

Not all dental practices accept NHS patients, and you may find that registering with an NHS
dentist is difficult. If this is the case, you should ask your university/host organisation for advice,
as they may be able to assist with finding an appropriate dental practice.

You may claim, on production of receipts, certain costs of emergency dental treatment, as well
as opticians’ costs of eye tests and basic spectacles up to a predetermined maximum allowance
per academic year. If claiming reimbursement for dental treatment, you must provide evidence of
the emergency nature of the treatment. The assessment of individual claims is at the discretion
of the CSC. You cannot claim reimbursement if you are on deferment.

NOTIFICATION OF ILLNESS
If you fall ill, you must inform your Programme Officer and university/host organisation as soon
as possible. You should ask your Programme Officer for further information about the CSC’s ill
health policy.

PHD SCHOLARS: If you are unable to study because of an illness lasting more than four
consecutive weeks, you may be eligible for an extension of your scholarship on grounds of ill
health, for a maximum of 13 weeks. If this is the case, you must inform your Programme Officer
of the date of onset of the illness immediately in writing.

ALLOWANCES WHILE IN HOSPITAL

If you are admitted to hospital, you are eligible to receive your stipend in full for the first
14 days. After this period, your stipend will be suspended and you will receive a daily allowance
for incidental expenses, retention of lodging allowance (if applicable), and spouse and/or
child allowances (if applicable). If you need to stay in hospital for more than 28 days, your
allowances will be reviewed.

MATERNITY LEAVE
PHD SCHOLARS: Any maternity leave must be approved by your university.

If you remain in the UK to give birth, you are eligible for:

• Paid maternity leave for the period of authorised absence granted by your university, up to a
maximum of 17 weeks; and

• Unpaid maternity leave, if an authorised absence is approved by your university, up to a

further 35 weeks. This must immediately follow the paid leave.

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If you return home to give birth, you are eligible for:

• One approved return airfare for yourself only to the nearest major airport to your home town
in your home country.

Your maternity leave must start during your award tenure, and no earlier than 11 weeks before
the expected date of delivery and no later than the date the baby is born.

The CSC must be notified in writing by the 26th week of pregnancy. Before any maternity leave
can be approved, you must also provide:

• Written confirmation from your university that you will be granted an authorised absence,
and of your amended study and completion schedule

• Written confirmation from your GP (doctor) of the expected date of delivery

• The proposed start date of your maternity leave; and

• If approved by your university, the amount of unpaid leave you propose to take.

You should ask your Programme Officer for further information about the CSC’s maternity policy.

PATERNITY LEAVE
PHD SCHOLARS: You are eligible for two consecutive weeks of paid paternity leave. The
paternity leave must be taken either during the last 11 weeks of the pregnancy of your partner,
or within 13 weeks of the birth of the baby.

You must inform your Programme Officer of your intention to take paternity leave prior to the
birth of the baby. You must also send a copy of the birth certificate to your Programme Officer
within three months of the birth of the baby. This is in addition to sending the birth certificate
to the CSC in relation to any child allowance payments.

You should ask your Programme Officer for further information about the CSC’s paternity policy.

STUDENT ENGAGEMENT
The CSC offers a range of student engagement activities to bring Commonwealth Scholars and
Fellows together, and to create opportunities that will enhance your award experience.

EVENTS
You will have the chance to take part in a wide range of activities, events, and conferences
throughout your time in the UK. The CSC organises a series of activities every year enabling you
to meet other Commonwealth Scholars and Fellows and gain the knowledge and skills required
for sustainable development. We will also let you know about opportunities to attend events
organised by other Commonwealth or educational organisations.

To find out more, visit cscuk.dfid.gov.uk/calendar and browse photos from past events at
www.flickr.com/cscuk

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REGIONAL NETWORKS
The CSC Regional Networks connect Commonwealth Scholars and Fellows in the same university
or region across the UK. They offer enriching opportunities to get to know other Scholars and
Fellows, through a wide range of events and activities organised throughout the year.

Open to all Scholars and Fellows, each Regional Network has its own
Facebook group and a dedicated coordinator from among its members. To find out
more about activities in your region and to get in touch with your coordinator, visit
cscuk.dfid.gov.uk/networks/regional-networks

LINKEDIN
The Commonwealth Scholarships LinkedIn group provides a forum for Commonwealth Scholars,
Fellows and alumni to discuss issues and post news of conferences, events, and research
activities. To join the community, visit http://linkd.in/commonwealthscholarships

Professional Networks
You can also join one of the eight CSC Professional Networks on LinkedIn, which cover a
wide range of disciplines and are coordinated by experts in the field. To find out more, visit
cscuk.dfid.gov.uk/networks/professional-networks

COMMON KNOWLEDGE
Common Knowledge is the CSC’s magazine for the Commonwealth Scholarships community. It
features articles on the work and achievements of current and former Commonwealth Scholars
and Fellows, as well as news, events, and alumni updates. The magazine is published twice a
year, and is also available online. To find out more, visit cscuk.dfid.gov.uk/common-knowledge

The CSC is always keen to hear from Scholars and Fellows, so send in your news to your Programme
Officer to be included in the magazine or on the CSC website at www.dfid.gov.uk/cscuk

CREDITING YOUR AWARD

If you want to credit your award in your thesis, dissertation, presentation, poster, or other
appropriate medium, you should do so in the following ways.

SCHOLARS:

[Your name] is a Commonwealth Scholar, funded by the UK government.

PROFESSIONAL FELLOWS:

[Your name] is a Commonwealth Professional Fellow, funded by the UK government.

MEDICAL FELLOWS:

[Your name] is a Commonwealth Medical Fellow, funded by the UK government.

28 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 On award

End of your award

COMPLETION OF TENURE
Commonwealth Scholarships and Fellowships aim to equip Scholars to contribute to the
development of their home countries, and to help Fellows benefit their employing universities/
organisations. When you accept your award, you commit to return to your home country after
the end of your award.

You must leave the UK within one month of the end of your award tenure or one month after the
end of your programme, whichever is earlier. If you fail to do so, your airfare and excess baggage
entitlements may be withdrawn. You cannot remain in the UK to attend graduation ceremonies
that take place after this point.

You must inform your Programme Officer of your departure date at least eight weeks in advance,
so that a suitable flight can be arranged and your allowances are paid correctly. Your stipend and
spouse and/or child allowances will stop on the last day of your award, or on the day that you
leave the UK, whichever is earlier.

Your final quarter’s stipend will be held and will not be released until you confirm your homeward
flight booking.

PHD SCHOLARS FROM HIGH INCOME COUNTRIES: You must arrange your flight with your
university, which will cover the costs. Once you have done this, you must complete and send a
departure form to your Programme Officer.

PROFESSIONAL FELLOWS: You must leave the UK within five days of the end of your
programme.

TRAVEL FROM THE UK

TRAVEL ARRANGEMENTS
Your Programme Officer will advise you on the procedure for booking your flight home. Any
flights booked without following this procedure will not be reimbursed.

Your award covers the cost of travel from the nearest major airport to your university/host
organisation in the UK to the nearest major airport to your address in your home country. The
flight/airfare will be chosen by the CSC travel agent. If you want to specify a particular airline,
you may be asked to pay the difference in the cost of the airfare. Deviations from the approved
route are not usually approved and are subject to limitations; you must pay any extra costs.

If you need to change the date of your flight for reasons within your control, you must pay the
cost of any changes. You must contact your Programme Officer as soon as possible if you need
to change your flight.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 29

End of your award

Travel expenses
Your award covers the following travel expenses:

• Fares: One standard-class train or coach fare, if appropriate, and one single economy airfare
booked through the CSC travel agent on an approved carrier using the most economic and
practical route possible, in accordance with airline schedules.

• Luggage expenses: If your award is more than three months long, a fixed rate (non-
negotiable) non-accountable allowance for excess baggage. This will allow you to send
considerably more baggage by air freight or as unaccompanied personal effects.

Taxi, Tube or local bus fares will not be reimbursed.

Family members’ fares

You are personally responsible for the fares and luggage expenses of your family members. These
can arranged by the CSC travel agent and billed to you separately.

30 Handbook for Commonwealth Scholars and Fellows in the United Kingdom

 End of your award

After your award

ALUMNI
You are a Commonwealth Scholar for life and part of a community of 27,000 Commonwealth
Scholars and Fellows funded through the CSC. As an engaged alumnus, you will:

• Receive a CSC certificate verifying your scholarship

• Have the opportunity to feature in and contribute to Common Knowledge, our alumni
magazine

• Be able to join and contribute to local alumni associations and attend in-country events

• Receive The Common Room, our quarterly alumni email newsletter featuring updates from
the CSC community

• Feature in the Directory of Commonwealth Scholars and Fellows; your name, country, year of
award, level and subject/theme of study, and host institution will be published in this online
register. Inclusion in the Directory is automatic on take up of your award

To find out more about the CSC alumni programme, visit cscuk.dfid.gov.uk/alumni or contact
[email protected]

EVALUATION
The CSC Evaluation and Monitoring Programme is responsible for investigating the outcomes
and impact of Commonwealth Scholarships and Fellowships and providing evidence of this
impact to the CSC’s funders and other stakeholders.

The Evaluation team relies on Scholars and Fellows to help with this, mostly through pre- and
post-award surveys and occasionally through more in-depth activities, such as interviews or focus
groups. The team aims to ensure that this is not onerous for Scholars and Fellows – most of you
will simply be invited to complete surveys at particular points before and after your award.

To find out more, visit cscuk.dfid.gov.uk/evaluation or contact [email protected].

Thank you in advance for your assistance with this very important work.

Handbook for Commonwealth Scholars and Fellows in the United Kingdom 31

32 Handbook for Commonwealth Scholars and Fellows in the United Kingdom
www.dfid.gov.uk/cscuk

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