Visiting Researchers Visiting Scholars

New Procedures

14 February 2013

Visiting Researchers / Visiting Scholars

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

Visiting Researchers / Visiting Scholars

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

Visiting Researchers / Visiting Scholars

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