Chapter 12: Visiting Scholars and Researchers

12.1 Purpose

This policy facilitates the inviting and welcoming of Visiting Scholars and Researchers (Visitors) to The University of Texas at El Paso (University) and fosters positive visits. It provides Hosts and Host Units with a transparent process to navigate through the administrative and regulatory steps associated with a prospective visit and outlines the responsibilities, requirements, and other costs associated with the visit. It also helps Visitors to better understand the University’s expectations during these visits.

12.2 Policy Statement

The University recognizes the value that Visitors bring to the University. Such visits foster collaboration and professional relationships, enrich the academic environment, and enhance the University’s mission of excellence and innovation in teaching, research and community service. Accordingly, this policy sets standards for Visitors who visit the University on a temporary basis in order to conduct scholarship activities or to perform research including, without limitation, observing laboratory techniques or practices. For purposes of this policy, Visitors are generally recognized experts in their field and/or are qualified to conduct advanced level research or scholarship and are not the University’s employees or students.

12.3 Applicability

This policy applies to all Visitors (as defined by this policy) and to all University faculty, staff, officers, and organizational units that play a role in screening, inviting, welcoming, training, and overseeing Visitors or their visits.

12.4 Responsibilities

12.4.1 Vice President for Research & Innovation (VPRI) or their Designee

Responsible for the oversight and development of this policy and its associated guidelines and procedures;
Grants exceptions to this policy’s guidelines/procedures; and
Makes decisions about additional routing and screening of prospective Visitors/visits.

12.4.2 Host Unit/Host

Coordinates with relevant University personnel to obtain appropriate approvals and screenings and once obtained, extends formal invitation to Visitor.
Forwards appropriate forms (including all required screening forms, release, and any applicable Visitor agreements) to Visitor and coordinates with Visitor for prompt return of these documents.
If the Visitor is a non-U.S. Person, forwards information relating to approved prospective Visitor and visit to the Office of International Programs (OIP) for further screening and approval, as required by law, and works with OIP to finalize visa paperwork (if applicable).
Cooperates with Research & Innovation to assess whether any technology or information in the facilities is subject to Export Control laws and regulations.
Ensures that Visitor undergoes a criminal background check and receives a proper appointment, as applicable, at the University and proper training before accessing the Host Facility/Laboratory.
Cooperates with Research & Innovation and other the University offices when applicable to determine what agreements will need to be in place before the visit begins.
Maintains records relating to a visit and Visitor as required by the University’s record retention policy.
Ensures that Visitor fulfills compliance and training obligations.

12.4.3 Visitor

Submits to the Host in a timely manner, prior to the visit, all required and requested information, including a signed invitation letter and any applicable Visitor agreements.
Complies with all terms and conditions associated with their visit, including (without limitation) following all applicable laws, regulations, The University of Texas System (UTS) Board of Regents’ Rules and Regulations, UTS policies, and University policies.
Makes adequate progress on scholarly or research activities.

12.5 Procedures

These procedures must be followed for each visit, even if the Visitor is a repeat Visitor and/or the intended visit is similar to a prior visit.

12.5.1 Inviting a Visitor

12.5.1.1 Eligibility Criteria: Unless an exception is approved by the VPRI or their designee, a potential Visitor must meet the eligibility criteria established by the VPRI or their designee in the guidelines and processes relating to Visitors.

12.5.1.2 Preliminary Information Documentation: With at least ten (10) business days’ notice, Visitor shall supply Host with information and documents necessary to show that Visitor meets the eligibility requirements and to allow the University to conduct screenings and to make internal decisions about the prospective visit.

12.5.1.3 Screenings and Approvals

Mandatory Preliminary Screenings/Approvals: The Host must ensure that the following screenings/approvals occur before a Visitor receives an invitation or visits the University:

Approval from the Supervisor of the Host Facility/Laboratory (only if the Supervisor is not also the Host).
Screening by Research & Innovation for export control concerns.
Screening by the Office of International Programs, if applicable.
Criminal background check.

Additional Screenings/Approvals: After all mandatory screenings/approvals are completed, the VPRI or their designee will determine if any additional screenings/approvals are necessary (e.g., related to human subjects research, animal care and use, or biosafety requirements).

12.5.1.4 Issuing the Invitation

The Host Unit will issue all formal invitation letters to potential Visitors after all screenings and approvals in 12.5.1.3 above have been completed.
Because the invitation letter gives the Visitor notice about requirements or conditions relating to the prospective visit, the letter must be signed and returned in advance of the visit.

12.5.2 Hosting a Visitor

The Host and Host Unit must follow Research & Innovation guidelines and processes relating to Visitors.

12.6 Definitions

Host: The University faculty or staff members with primary responsibilities for facilitating the potential or actual visits and serving as the administrative liaison between the University and a prospective Visitor or to an actual Visitor during their visit.

Host Facility/Laboratory: The physical location at the University that will house a Visitor when performing day-to-day activities associated with their research or scholarship.

Host Unit: The Host’s Department, College, Institute or Center at the University, which shoulders the costs, and the administrative and regulatory responsibilities associated with a particular Visitor and visit.

Non-U.S. Person: Anyone who does not meet the definition of a U.S. person in the Export Administration Regulations (EAR: 15 CFR § 772.1) or the International Traffic in Arms Regulations (ITAR: 22 CFR §120.15) and so may require additional immigration documentation. A U.S. person is a U.S. citizen, a lawfully admitted permanent resident (LAPR) of the U.S., or a refugee or someone in the U.S. under an immigration-protected status. Any non-U.S. corporation, business association, partnership, trust, society or any other foreign entity or group as well as international organizations and foreign governments are considered “non-U.S. person(s)”.

Sponsored Programs: Internally or externally funded activities conducted in research, instruction, training, or public service as a result of a formal written agreement (such as a grant, contract, or cooperative agreement), which agreement is typically obtained as result of a formal application and approval process.

Visitor: An individual who conducts scholarship activities or performs research (including observing laboratory techniques or practices) at the University on a temporary basis.

A Visitor is not any of the following:

A guest visiting the University solely as vendor, commercial representative, or non-laboratory based educational trainer.
A University employee (faculty or staff).
A faculty member receiving a Visiting Faculty title listed in the University Handbook of Operating Procedures (HOP) policy Section III, Chapter 1.2.2.7.
A registered University student.
A non-University student participating in an organized educational program governed by another HOP policy.