Improving Accessibility and Inclusiveness in Scientific Events: Making Visa Processes easy to encourage Global South Participation

[seunolufemi123]

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

[seunolufemi123]

@aterrel @kamila-NF it seems I can't find the Adeyinka and Arya Github handles so I could tag them.

[Arya-AD]

@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

[adeyinkaoresanya]

Hi, all!

@seunolufemi123 This is my GitHub username!

[sanket7125]

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.

[seunolufemi123]

Hi @adeyinkaoresanya and @Arya-AD, I have assigned you both. I have also updated the original issue to reflect this.

[Likith-Yadav]

Hi, I’m interested in working on this issue! Could you provide more details on the expected implementation or any guidelines?

[melissawm]

I just bumped into this (maybe useful) resource for linking in this section: https://www.henleyglobal.com/passport-index/ranking

[kamila-NF]

I just added my comments + an extra section in the doc.

[seunolufemi123]

@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.

[kamila-NF]

Thank you @seunolufemi123! I hope to get back to you soon with some information on potential comments from lawyers.