1. Purpose

This policy sets out Participant and Sponsor responsibilities for visas, travel permissions, security requirements and Technical Visit access. It supports the Programme Terms and Conditions and reflects the fact that WNU Programmes may involve international travel, third-party host organisations, secure facilities and site-specific access rules.

2. Scope

This policy applies to all Participants and Sponsors where a Programme includes travel, Technical Visits, site access, facility tours, external host activities, secure premises, or any requirement for visas, entry clearance, transit permission, identity documents, security checks, host approval or other Travel Permission.

3. Participant and Sponsor Responsibility

Participants and Sponsors are responsible for ensuring that the Participant can lawfully travel to, enter, remain in and participate in the Programme location and any relevant Technical Visit location.

• Participants must hold a valid passport and any visa, entry clearance, transit permission, travel authorisation or other permission required for the Programme.
• Participants and Sponsors must apply for visas and Travel Permissions in sufficient time and must not assume that late applications can be accommodated.
• Participants and Sponsors are responsible for the accuracy and completeness of all information submitted to WNU, immigration authorities, host organisations and Technical Visit sites.
• Participants and Sponsors are responsible for travel, insurance, medical, accommodation and third-party arrangements except where WNU confirms otherwise in writing.
• Failure to obtain a visa, Travel Permission or other approval will be treated in accordance with the Programme Terms and Conditions.

4. WNU Support

WNU may provide reasonable supporting documentation for visa or Travel Permission applications, including invitation letters, confirmation of participation or Programme information. WNU cannot guarantee the outcome, timing or approval of any visa, Travel Permission, security clearance, host approval or site access decision.

5. Required Information and Deadlines

WNU may require Participants to provide passport details, nationality, employer details, job role, date of birth, contact information, dietary requirements, medical or access information, emergency contacts, security information or other details required for Programme administration, travel, accommodation, Technical Visits or host approval.

Participants must provide required information by the deadlines set by WNU. Failure to provide complete and accurate information by the relevant deadline may result in exclusion from travel, Technical Visits or other Programme activities without refund.

6. Technical Visit Access

Participation in any Technical Visit is subject to approval by the host organisation, site security, relevant authorities and applicable laws, regulations and site rules. WNU cannot guarantee that every Participant will be able to attend every Technical Visit.

Access may be refused, restricted or changed for reasons including, but not limited to, nationality, citizenship, employer, role, security clearance, export control, sanctions, host country rules, identity document requirements, health and safety, operational conditions, emergency response, site capacity, weather, transport disruption, or decisions made by the host organisation.

7. Changes and Substitutions

Technical Visits may be changed, substituted, restricted, cancelled or rescheduled at short notice. WNU will use reasonable efforts to provide a suitable learning experience but is not obliged to provide an identical alternative where a Technical Visit changes or where a Participant cannot access a particular site.

8. Conduct During Technical Visits

Participants must comply with all instructions from WNU, hosts, security personnel, transport providers and venue staff. Participants must bring required identification, arrive on time, follow safety and security rules, wear required protective equipment, respect confidentiality restrictions, and refrain from photography, recording or publication unless expressly permitted.

Breach of Technical Visit rules may result in immediate exclusion from the site, removal from the Programme, ineligibility to graduate, notification to the Sponsor or employer, and referral to relevant authorities where appropriate.

9. Health, Accessibility and Fitness to Participate

Participants are responsible for ensuring that they are medically and practically fit to participate in Programme travel and Technical Visits. Technical Visits may involve long days, early starts, walking, standing, stairs, industrial environments, security checks, protective equipment, restrictions on personal items and limited access to rest facilities.

Participants should inform WNU as early as possible of any medical condition, disability, access need or other circumstance that may affect participation. WNU will consider reasonable accommodation requests in good faith, but cannot guarantee that all venues, hosts or sites can accommodate every request.

10. No Automatic Refund or Deferral

A Participant's inability to obtain a visa, Travel Permission or site access approval, or inability to attend a Technical Visit, does not automatically entitle the Participant or Sponsor to a refund, deferral, credit, replacement activity or release from financial obligations. Any exception will be considered at WNU's sole discretion and in accordance with the Programme Terms and Conditions.

11. Review and Modification

This policy is subject to periodic review and may be updated by WNU where required for legal, operational, safeguarding, safety, security, academic or Programme quality reasons. Any material changes affecting current Participants will be communicated promptly.