SAFE Labs

TongGroup_2026:

For PhD students and postdocs, Aithyra and ÖAW provide administrative support for the Austrian work/residence permit process, including the necessary paperwork. The institute has experience hosting international researchers and will guide you through the steps. For visiting researchers, we provide official invitation letters that support your visa application. Please flag your nationality and current location in your initial email so we can advise on the specific process.

NERDS-ITU_2026:

From non-EU countries: We are as happy to welcome visitors from non-EU countries. Unfortunately, due to Denmark’s strict rules regarding residence and work permits, you need to allow at least 3 months in advance for all the paperwork, and you will have to bear costs in the order of 400-1000 EUR. (See our ITU-internal document)

CNIDevoLab_2025:

We provide guidance to lab members in their visa application process. No language test is required, and typically people will be under a scheme dedicated to skilled applicants (“Passeport Talent”). Timeframe might vary according to nationalities and other unpredictable parameters. More information can be found here.

GalupaLab_2025:

Our HR department will help with all the paperwork necessary for obtaining a working visa. Regarding the costs, unfortunately at the moment I cannot guarantee that we can cover them, due to administrative rules. But I am working on finding ways for this to be the case, and ideally covering travel expenses too for incoming lab members.

Visa availability and support is a complex topic since this depends on the type of position and country of origin. Please consult these information (https://hic.hu-berlin.de/en/berlin-perspectives/practical_information) and the institue’s international office here (https://www.international.hu-berlin.de/en). It might be possible to cover visa cost, which can be discussed during interviewing, hiring, and onboarding.

ReinhardLab_2025:

See section “Onboarding” for information. Briefly, all Visa related questions are handled by the student secretariat (for PhD students) or the mobility office (for all other researchers). PhD students hired through the graduate school are entitled to a relocation contribution (500 Euro for EU members, 1000 Euro for overseas), a living expenses contribution (150 Euro per month) and a contribution to a personal laptop (400 Euro). For postdocs, relocation contributions can only be paid if the postdoc is paid by external funds (grants, fellowships). Whenever this is the case, we commit to the legally possible contributions (500 for EU, 1000 for overseas).

RossiLab_2025:

If you are not Italian or EU citizen, you will likely need a visa to work or study in Italy. Visas are a complex topic, but luckily IIT has a dedicated office for visa support. If interested in applying, please get in touch with Federico, who can point to the relevant contacts. Visas may require up to 6 months, so remember to plan early. IIT can leverage agreements with the local authorities to get priority appointments, speeding up the process by a few weeks. Researchers moving Italy are entitled to a refund for accommodation of the first 7 nights after relocation; at the end of the contract, the travel for relocation abroad will also be covered. Typically visa expenses are not covered by IIT contracts. Depending on the source of funding being used to hire a lab member, Federico may be able to cover some of the expenses. If not described in the call, please discuss this possibility with Federico directly.

INSIGHTLab_2026:

The visa-support available to overseas applicants: https://www.tilburguniversity.edu/research/humanities/graduate-school-humanities/practical-matters/moving-tilburg

CoenLab_2025:

If you do not have the right-to-work in the UK (either as a UK citizen, or through a different scheme) you will likely need a visa to join the lab as a postdoctoral researcher, or similar position. Information about visas can be found on the UCL website here. Visas, such as the skilled worker visa (most common for postdoctoral researchers) come with significant upfront costs. Some of these costs can be covered by UCL. Often, the full costs can be covered–including costs for partners and family members. However, this is not always the case, and does depend on the source of finds being used to hire a lab member. If this information is not clear from a job advertisement, or you are interested in applying for a position via an external grant or fellowship, please raise your concerns with Pip directly.

AeryJonesLab_2026:

The visa process in the US is outrageously complicated, cumbersome, and expensive. Work with me and the UMB Office of International Services to ensure your visa paperwork and fees are submitted in a timely manner. Expect the process to take several months at least. Whenever possible, the lab funds all visa application fees. Note that most visas come with expiration dates and are tied to a specific employer. Work with me well in advance of the visa expiration or before moving on to your next job so we can work together to transition your visa.

ContextualDynamicsLab_2026:

Visa requirements vary widely depending on your country of origin, visa category, and other factors. These requirements also change frequently, so it is important to stay informed about the latest policies and how they may affect your work in the lab. Some areas that may be affected include:

• Ability to volunteer: Some visa categories prohibit unpaid work, which may affect your ability to volunteer in the lab.

• In-person vs. remote work requirements: Some visas may require you to be physically present at Dartmouth College, while others may allow remote work.

• Payment or course credit eligibility: Your visa category may affect whether you can receive payment for your work or whether you need to receive course credit instead.

• Eligibility for certain funded projects: Some projects (e.g., those funded by the Department of Defense) may require US citizenship or security clearance, which may limit your ability to work on those projects.

Some workarounds that have been successful for international students in the past include:

• Course credit: Enrolling in independent studies or thesis projects to receive course credit for your work in the lab.

MsEELab_2026:

The Cornell Office of Global Learning provides services for international members of the Cornell community (such as Pablo). Support for the appropriate visa paperwork filing may be obtained through them.

UIGlacierDynamics_2026:

• Graduate admissions will get in touch with you about issuing an I-20. Follow their instructions as quickly as possible.
• Once your I-20/equivalent has been issued, visit the SEVP website and pay the I-901 SEVIS fee (even Canadians who do not have Visas). Remember to copy the record number and print off the proof of payment for when you cross the border and apply for your Visa. Also fill in the DS-160 form online. Make sure you select your country of permanent residence, and not simply the consulate closest to you or wherever you might be studying at the moment.
• Begin your pre-arrival checklist on iVandal. You can submit your passport, visa, emergency contact info, address, etc. before arriving in the US. If you are Canadian, you do not complete the following steps:
• At the end of the DS-160 process, you can go straight to scheduling an appointment for a visa interview at your country’s US consulate. Once again, do this as soon as possible (depending on the consulate, there can be long waiting times.
• Before your appointment, print out all your documents in color. Your consulate will most likely send you a checklist; your passport, I-20, DS-160 confirmation page and 901-sevis fee receipt will definitely be needed. You will probably also need to bring printed ID-photos in a specific US format. Make sure to visit a photographer well in advance and tell them to use the US template.
• Make sure you get to your appointment well before the scheduled time, and be prepared to spend the rest of the day there. Most consulates won’t let you bring in electronics: they usually have a safe there for your phone but they don’t accept laptops, so leave it at home.
• Once issued, your visa allows you to enter the US one month before the date listed on your I-20 and offer letter. Make sure you arrive in the US before that date. However, you are only allowed to start working for the department after the listed date. This includes fieldwork unfortunately.