Visiting Researchers Visiting Scholars New Procedures

1. Visiting Researchers Visiting ScholarsNew Procedures 14 February 2013

2. External Perspectives Benefit Research/Scholarship • UGA welcomes contributions from visiting researchers & scholars … • Bringing visitors to work with UGA community benefits both hosts and guests • Research exchange programs are growing quickly; international exchange part of globalization strategy • New perspectives and cultural exchange enrich the UGA research enterprise, contribute to education and research training • … but, current procedures are flawed or confusing (or both) • Visitors who are not appointed, not compensated, and not enrolled fall through the cracks; lots of “reinventing the wheel” • Visiting researchers and scholars at UGA are not faculty, not staff, and not students; they fall into a murky, heretofore undefined category

3. Visiting Researchers / Visiting Scholars • OVPR and OIE partnered with EITS to create new procedures to assign Visiting Researchers/Scholars • Mid- to long-term visitors need access to services and facilities (e.g., library, research services, transportation, housing) • EITS created a new category of personnel in ID management system; visitors will have a UGAID, but will not be in HR; for international, UGAID precedes visa application • UGAID provides the key to access: UGACard, MyID, email, ability to apply for other services • OVPR provided web page with procedures, workflow, instructions, resources for visitors, etc. (ovpr.uga.edu/visiting/) • ID management provides the means to keep track of these visitors, many of whom are on campus as “ghosts” • This could lead to dealing with liability, export control, IP, other issues that are difficult to handle now

4. Visiting Researcher/Scholar Identity Workflow • Departmental staff will request access to IDM system for assignment • Faculty who have invited visitor will act as “host”; a unit leader must agree to be “sponsoring unit” • Unit HR staff apply online to be granted IDM access: • https://eits.uga.edu/support/request/idm_data_access • Once request is approved, EITS provides instructions for requesting UGAID for visitor, who could be at different levels: • Scholar in Residence (24 mo max) – postdoctoral level and above, no formal instructional role • Visiting Graduate Student Researcher (24 mo max) – non-UGA graduate students doing independent or collaborative research/scholarship • Undergraduate Intern (12 mo max) – non-UGA undergraduate doing collaborative research/scholarship