numfocus
Improving Accessibility and Inclusiveness in Scientific Events: Making Visa Processes easy to encourage Global South Participation
Based on our conversations during the DISC Unconference. We discussed the need to improve the visa processes to encourage participation from people in the global south, and that it would make a great component of the DISCOVER Cookbook. @kamila-NF, @seunolufemi123, @adeyinkaoresanya @Arya-AD , met to have a reflection on the entire visa application, majorly on:
- ways by which the organizers could visa application process
- the time frame for the letter of invitation and support should go out
- documents that are usually required during the application process
- and other types of support that the organizers could provide to the selected applicants
We acknowledged that this is based on reflection on people's experiences traveling to Brazil for the DISC Unconference, and there might be some sort of additional support (in terms of documents needed and other requirements) when traveling to another country. It was with this in mind that I was able to put together this book chapter to serve as part of our accessibility guide as we are working towards the release of the next edition of the DISCOVER Cookbook.
Please feel free to edit and make comments. Thanks
@aterrel @kamila-NF it seems I can't find the Adeyinka and Arya Github handles so I could tag them.
@aterrel @kamila-NF it seems I can't find the Adeyinka and Arya Github handles so I could tag them.
Hi @seunolufemi123 ! My tag is @Arya-AD and Adeyinka's one is @adeyinkaoresanya
Step1: Identifying the Problem: Scientific events often have participants from all around the world, but visa processes can be cumbersome, lengthy, and sometimes prohibitive for individuals from the Global South (e.g., regions in Africa, Latin America, and Southeast Asia). This creates barriers to participation. This issue may lead to inequities in representation, preventing many researchers and scientists from contributing to important discussions and collaborations.
Step2: Proposed Solutions: Streamlining Visa Processes: Work with event organizers and local governments to create simplified visa application processes for scientists attending international conferences and scientific events. Pre-Approved Visa Programs: Explore the creation of visa programs or agreements that allow scientists from the Global South to more easily obtain visas without as many bureaucratic hurdles. Funding for Visa Costs: Many researchers from the Global South may not have the financial resources to cover visa application fees, flight costs, and other related expenses. Providing financial assistance or stipends for visa applications could ease this burden. Liaison Services: Provide support services for visa application processes, including direct liaison with embassies or consulates to navigate paperwork, interviews, and documentation. Promoting Virtual Participation: While physical presence is important, making virtual participation an option for those who cannot obtain a visa due to time constraints or complex processes can help maintain inclusiveness.
Step3: Action Plan: Collaborate with Local Governments and International Agencies: Work towards diplomatic agreements or partnerships that simplify visa access for scientific professionals. Raise Awareness and Advocacy: Use platforms like GitHub or other scientific communities to raise awareness about the importance of inclusiveness in international events. Gather Data on Barriers: Collect and analyze data on the specific barriers Global South participants face in obtaining visas, and make this information publicly available to drive change. Pilot Programs: Work with scientific conference organizers to implement pilot programs in which visa processes are simplified for participants from the Global South.
Step4: Expected Impact: Greater participation from underrepresented regions, leading to more diverse perspectives, knowledge sharing, and collaboration. Increased international collaboration and stronger connections between scientists, researchers, and communities worldwide. A more equitable and inclusive scientific ecosystem that values contributions from all regions.
Hi @adeyinkaoresanya and @Arya-AD, I have assigned you both. I have also updated the original issue to reflect this.
Hi, I’m interested in working on this issue! Could you provide more details on the expected implementation or any guidelines?
I just bumped into this (maybe useful) resource for linking in this section: https://www.henleyglobal.com/passport-index/ranking
@kamila-NF, many thanks for the thoughtful review and comments. I have acted on the comments and have left the ones that might need a little more deliberation by the editorial before accepting changes.
Thank you @seunolufemi123! I hope to get back to you soon with some information on potential comments from lawyers.
Hii , I noticed this is already assigned, but I'm interested in contributing too. If there are smaller parts of this issue that I could help with , I'd happy to collaborate .
Opened PR #403 to address this issue by adding visa application support guidelines for Global South participants. Feedback welcome!
Improving the visa process is very vital for encouraging participation from colleagues in the Global South. This section outlines the necessary steps, required documents, and timelines to ensure a smoother application experience for participants from African countries and other nations requiring a visa for entry into Brazil.
The first step is for DISC organizers to understand the diverse requirements based on nationality, as visa rules operate on a principle of reciprocity. For instance, citizens of certain African countries, such as South Africa, are exempt from the visa requirement for stays up to 90 days for tourism/conference purposes, but they must still present a valid passport, proof of onward travel, and sufficient funds upon entry. Conversely, citizens from many other African nations, including Nigeria, Angola, Ghana, and Senegal, typically require a Visitor Visa for short-term stays, which must be obtained from a Brazilian Embassy or Consulate before traveling.
The application process generally begins by filling out the electronic visa form on the Brazilian government's official platform: https://formulario-mre.serpro.gov.br. After this online step, applicants often need to book an in-person appointment at the nearest Brazilian Consulate or through an official third-party service provider like VFS Global, which manages applications in several countries. It is crucial to check the specific process for the country of residence by visiting the website of the relevant Brazilian Embassy or Consulate, for example, the Embassy of Brazil in Ghana (http://acra.itamaraty.gov.br/) will have local-specific instructions and links to their e-consular appointment system.
The core documents universally required for a Visitor Visa application, which covers participation in conferences and non-paid activities, include: a passport valid for at least six months from the intended date of entry and having at least two blank pages; the printed and signed application receipt generated after completing the online form; a recent, passport-style photograph; a detailed round-trip flight reservation; and a Letter of Invitation from the DISC organizers. Proof of sufficient funds to cover the stay is another mandatory requirement, often demonstrated through personal bank statements for the last two to three months, although this can be supplemented significantly by a Letter of Support or Sponsorship from the organizers confirming who is covering expenses like accommodation and airfare. Proof of accommodation, such as a confirmed hotel reservation or a notarized invitation letter from a Brazilian host, is also necessary. For applicants from certain countries, or if they have recently visited regions with health risks, a valid International Yellow Fever Certificate may also be requested.
To effectively support participants, DISC organizers must strictly adhere to an expedited timeline. The Letter of Invitation , which is the most essential document for a visa, must be issued and sent to the selected applicant within a maximum of seven days following their acceptance or selection. This promptness is vital because many applicants, especially those in the Global South, face significantly longer visa processing times and must book their required in-person appointments weeks or even months in advance. The LoI should be on official letterhead, clearly state the applicant's purpose of travel (attending the conference), the precise dates of the event, the full address of the accommodation (if provided by the organizers), and a clear statement of financial responsibility detailing the costs the organizers are covering. Providing this Letter of Support immediately alongside the LoI is the single most effective support measure an organizer can offer.
The DISC organizers should also provide additional support by creating a comprehensive, country-specific visa checklist, where possible, and offering to reimburse the non-refundable visa application fee. Applicants should be consistently directed to the official government websites for the most accurate and up-to-date information, and advised to start the process at least three months before their intended travel date to account for potential delays at the consulate. The official information portal for the Ministry of Foreign Affairs of Brazil, which serves as the ultimate resource for all visa-related inquiries, can be found here: https://www.gov.br/mre/en.
