Hosting Agreement FAQ's

Hosting Agreement: General Queries

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What is a hosting agreement (HA)?

The hosting agreement replaces the need for researchers and the University applying for annual work permits as the agreement is valid for the duration of the employment contract.  The hosting agreement has the same benefits as the Green Card, for example, immediate family re-unification and application for residency after two years.

Who does the hosting agreement apply to? 

The Hosting Agreement applies to:

1. Non-EEA nationals employed in research
2. Academic staff involved in research
3. Visiting researchers / over 3 months stay

Do I need a hosting agreement?

If you do not currently have permission to work in Ireland; Immigration permission/stamps - Immigration Service Delivery (irishimmigration.ie), the University will apply for a hosting agreement for you on your behalf. 

What are the benefits of a hosting agreement? 

1. Processed by the University (HR) within 1-2 weeks.
2. After two years on a Hosting Agreement, researchers can apply for a Stamp 4for a further two years, renewable after that point. This immigration status offers increased flexibility and makes it easier for researchers to move between sectors and employers without the need for any working permission or a new Hosting Agreement.  

How can I apply for a hosting agreement?

1. To apply for a hosting agreement, your PI (or line manager) will need to complete Hosting-Agreement-application-Form.docx (live.com) and return to HR.
2. You will need to provide a copy of your signed contract and passport along with the above form to initiate your application.  

What are the steps for obtaining a hosting agreement?

1. HR will begin the application for you. 
2. You will receive an email from Euraxess with instructions on how to proceed.
3. Enter all your personal and dependents information on the Platform.
4. HR will then submit your application for approval.
5. Once EURAXESS approves your hosting agreement, HR will provide you with an e-copy of the Hosting Agreement for visa/registration purposes.
6. When you land in Ireland, you will need to register with immigration to get your IRP card. 

What is my work permit application number for my Visa application?

You can find your work permit application number in the top left of your hosting agreement. Euraxess will also reference it in their emails. The format is NUIGXXXXX.

Are there any Fees?

There is no approval process or fee (however the researcher must still pay €300 to register with the immigration).

How long is the hosting agreement valid for? 

For the duration of your contract. Please note if your contract is extended, your HA will also need to be extended. 

How long does it take for a hosting agreement to be approved? 

After you complete the personal section on the platform, the hosting agreement should be approved within one week. However this is just permission to work in Ireland, and some applicants will also need to obtain visa permission to enter Ireland.

Visa-required nationals, will require both Hosting Agreement + Visa to be in place prior to commencement.

Do I need a visa VISA to enter Ireland? 

Nationals of certain countries require an entry visa to Ireland in addition to a Hosting Agreement. You do not need a visa to land in Ireland if you are a  citizen of a country listed in this table.

How do I apply for a long stay visa to enter Ireland? 

Visa required Hosting Agreement holders need to apply for a long stay visa for Scientific Researchers. This requires applicants to complete an online application form and submit all relevant documents and letters to the Irish immigration authorities/your nearest Irish consulate or embassy.

I am currently on a hosting agreement (HA) with University of Galway, but this position is ending and I will be commencing a new contract, will I need a new HA? 

Yes, your current HA will need to be extended by HR; otherwise, it will end on your current contract's end date.

Inform HR about your situation and ensure you receive a copy of the new agreement with your new contract's end date.

I am currently on a hosting agreement (HA) with another University in Ireland, will I need a new HA to work for University of Galway? 

I already have a work permit can I still request a hosting agreement? 

Yes, no matter what IRP card you currently have, it is your choice if you wish to switch to a hosting agreement. 

I hold an active Graduate Stamp 1G, can I move to a hosting agreement and return to my 1G when my contract ends?

No, unfortunately if you choose to move from a 1G (recent graduate) to a hosting agreement you will not be able to revert back to a 1G. The onus is on the person to consider if the HA or 1G works better for them.

NOTE: The HA only allows you to work for University of Galway for the duration of your contract. The 1G allows you to work for any organisation for up to two years.

I hold an active Spousal Stamp 1G, can I move to a hosting agreement and return to my 1G when my contract ends?

Spousal stamp 1G is different from the Graduate stamp 1G. The spouse needs to be listed on the main sponsors work permit to revert back to the stamp 1G status.

I have a Stamp 2 student visa, can I accept a full time post?

You can work a maximum of 0.5 FTE (Full-time equivalent) during school term, and 1 FTE per week during holiday periods*.

*Holiday periods are 1 June to 1 September inclusive & from 15 December to 15 January.

My contract is no longer proceeding, but I have already been issued a Hosting agreement?

You are obligated to inform HR immediately so that they can cancel your hosting agreement

If I currently hold a work permit (e.g. Stamp 1G/Stamp 2, can I choose to move to a hosting agreement at a later stage?

Yes, if at any stage of your employment you want to move onto a hosting agreement, you can submit your request to hrcontracts@universityofgalway.ie.

NOTE: Your PI will need to complete the Hosting-Agreement-application-Form.docx (live.com).

What should I do if there are changes to my research project or personal circumstances?

The researcher/principal investigator must notify the Department of Human Resources of any changes to the research project or the researcher’s personal circumstances.

What if I cease work with the University before the end date of my HA?

If an employee ceases work with the University before the end date of the HA, they must immediately return the original HA and provide the reasons for cancellation.

How do I renew a hosting agreement?

The process for HA renewals is the same as the initial application. The same reference number will be used for extensions of research projects, or a new reference number will be issued if it is a new project.

How do I renew my IRP card ? 

https://www.irishimmigration.ie/transfer-of-all-nationwide-renewals-to-the-isd-online-portal/

With effect from 04 November 2024,  all renewals of permissions are going online and should be submitted using the ISD online renewal portal. Applicants will not need to attend the Burgh Quay Registration Office in person to renew an immigration permission unless it is deemed necessary.

Please see here for a guide on the renewal process. 

Does the hosting agreement replace a visa or registration with the Garda National Immigration Bureau (GNIB)?

No, the HA does not replace a visa or registration with the GNIB. The College cannot assist in securing visas. If necessary, a visa must be secured before travelling. Researchers with an HA must register upon arrival and annually with their local GNIB office.

How are hosting agreements tracked?

All HAs issued will be given a unique identifier and registered through the Researchers Mobility Office of the IUA with the Office of Science, Technology, and Innovation, Department of Business, Enterprise, and Innovation. This database will be accessible by immigration officers.

What should I do if my employment contract is terminated early?

Upon early termination of the researcher’s employment contract, the researcher and their PI must inform HR to cancel the HA.

What if the researcher will no longer take up the position offered?

If an HA has been issued and the researcher will no longer take up the position, the PI must inform HR to ensure the HA is cancelled.

My question isn’t answered above, who can I contact?

Please review Hosting Agreement FAQs - Euraxess, if your query isn’t answered here you can contact your recruitment consultant (who issued your contract) for advice. 

Hosting Agreement Application Form

Hosting Agreement Form (for PI to complete)