The University of Texas at Dallas

Procedure for Inviting and Hosting Visitors

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Evaluation Process Overview

Submit Evaluation

Departments seeking to invite a visitor must request a Research Integrity evaluation using our web form. Please include copies of the visitor’s CV, and any grant/funding agreements. The form will automatically route to the Faculty Host, Department, and Research office for approval. Visitor Request Form

Identify Approvals

The Research Integrity office will review the proposed arrangement for policy compliance and access to sensitive UTD resources. Research Integrity will assist the department to complete necessary approvals and/or reports.

Examples include:

  • Government funding agency reports
  • National security authorizations
  • Industry sponsor approval
  • Home institution agreement

Visitor Compliance

The Research Integrity office will provide the department an assessment that identifies the actions needed from the visitor and/or department to manage policy compliance. In addition to the approvals from Step 2, the Research office may request:

  • Conflict of Interest Forms
  • Visiting Scholar Agreements
  • Policy Training

Sec. 1 Applicability

This procedure applies to faculty members inviting and hosting (“Faculty Host”) Visitors at the University of Texas at Dallas (“UTD”). This procedure also applies to such persons approved as Visitors under Section 8 of this procedure. Short-term Campus Visitors and Guest Lecturers do not need to be approved as a Visitor (see Section 9 of this procedure for more information). 

Sec. 2 Purpose

As a public research institution, UTD recognizes the value of inviting and hosting fellow scientists, scholars, and academics from external organizations to participate in our research endeavors because such relationships and collaborations promote openness in research, advance UTD research, and enhance the reputation of UTD. However, the involvement of such persons in UTD research cannot not compromise the research missions of the institution, nor interfere with UTD responsibilities to comply with state laws, federal regulations, and contractual obligations. This procedure is intended to provide a framework for UTD Faculty Hosts to invite and host Visitors to participate in UTD research and academic endeavors.

Sec. 3 Institutional Oversight

This procedure is implemented by the Office of Research Integrity and Outreach under the oversight of the Office of the Provost, the University Research Integrity Committee, and the University Export Control Officer.

Sec. 4 Conflicts Prohibited

UTD employees may not invite and host Visitors in violation of UTD policy, regulatory, and/or contractual obligations. Potential instances of noncompliance must be mitigated or resolved before the Visitor can be invited and/or participate in UTD academic or research affairs. 

Sec. 5 Host and Department Official Responsibilities

5.1  The Faculty Host shall provide appropriate mentoring and/or supervision for the Visitor and ensure the Visitor’s activities comply with applicable policy, regulatory, and contractual obligations.

5.2  Prior to formally extending an offer to a Visitor, the Faculty Host shall request institutional approval for the Visitor by submitting the Visitor Request Form. In submitting the Request Form, the Faculty Host accepts their responsibilities to properly mentor and/or supervise the Visitor, and document the nature and extent of the Visitor’s activities at UTD, including but limited to the following information.

  1. a description of the Visitor’s assigned duties and responsibilities; 
  2. a description of the UTD resources (i.e., funding, facilities, equipment, supplies, and/or services) to be accessed and/or used by the Visitor; 
  3. a description of the other resources that will support the Visitor; 
  4. the start date, length, and time commitment of the Visitor’s appointment; and, 
  5. a description of any activities to be undertaken by the Visitor that require policy, regulatory, or contractual compliance. 

5.3  Prior to the start of the Visitor’s tenure at UTD, and during the course of the Visitor’s tenure at UTD, the Faculty Host shall coordinate with department and institution officials to address and/or obtain the following research resources and authorizations, and inform the Visitor of their obligations concerning these issues as necessary.

  1. Participation in externally funded research and other sponsored activities;
  2. Use of UTD resources, including occupational and safety training; 
  3. Access to proprietary or confidential technical information; 
  4. University Data management controls; 
  5. Export licensing and/or authorization to engage in export-controlled research; 
  6. Disclosure and assignment of intellectual property resulting from the Visitor’s activities at UTD; and, 
  7. Reports and arrangements necessary to conclude the Visitor’s tenure at UTD. 

5.4 The Faculty Host shall request prior approval for material changes in the nature and extent of the Visitor’s activities by submitting a new Visitor Request Form. The Faculty Host shall also report changes in the Visitor’s status at UTD to their department or unit head and the Office of Research Integrity and Outreach, including requests for employment by UTD, temporary leave, and termination of their relationship with UTD.

5.5 Academic deans, department heads, and directors are responsible for overseeing compliance with this procedure in their respective schools, departments, centers and institutes and supporting the Office of Research Integrity and Outreach in implementing the procedures and forms deemed necessary to ensure policy, regulatory, and contractual compliance. These responsibilities also include ensuring Faculty Hosts and Visitor are properly discharging their responsibilities under this procedure, and report potential instances of noncompliance to the Office of Research Integrity and Outreach.

Sec. 6 Visiting Scholar Agreement

Prior to starting their activities at UTD, the Visitor must certify their understanding of their obligations to UTD by executing a Visiting Scholar Agreement with UTD. If the Visitor will be representing an outside company or institution, or if their activities as a Visitor will be subject to employment or contractual requirements imposed by that company or institution, the agreement must be co-signed by an appropriate representative who is authorized to execute agreements and bind the company or institution. The Faculty Host must require that the Visitor execute a Visiting Scholar Agreement prior to the arrival of the Visitor on campus.

Sec. 7 Visitor Qualifications

A Visitor is a person who will have ongoing, hands-on access to UTD research, facilities, and/or resources that are not otherwise available to the public. A Visitor must possess a terminal degree appropriate for their assigned activities and roles at UTD. A Visitor may also be a student enrolled in a degree-granting program or equivalent at an institution of higher education other than one of the University of Texas System institutions. Persons who have an active appointment, employment, or enrollment with the University of Texas System may also be appointed as a Visitor.

Sec. 8 Visitor Approval Standards

8.1 The approval of a Visitor shall be subject to the following conditions, and any other conditions deemed necessary by the Institutional Oversight officials. Re-approval is permitted and must be initiated by the Faculty Host submitting the Visitor Request Form.

  1. A Visitor will be approved to engage in research at or on behalf of UTD for short periods not to exceed one year (12 months). The approval is self-terminating. 
  2. A Visitor may be eligible for reimbursement of expenses including official UTD business travel and incidental research expenses, as well as health insurance and/or malpractice insurance if appropriate or required. 
  3. A Visitor is bound by the rules and policies of the University of Texas System and UTD, including but not limited to, those governing conflicts of interest and commitment, ownership of intellectual property rights, safety, and harassment. A Visitor must engage in their assigned duties and responsibilities in compliance with applicable regulatory and contractual obligations. 

8.2 Uncompensated Visitors. An uncompensated Visitor is not employed by nor enrolled as a student at UTD, and does not receive compensation, payments, or benefits from UTD. Uncompensated Visitors should be granted a title of Research Guest, Faculty Guest, or Staff Guest, as appropriate to the person’s duties at UTD.

8.3 Compensated Visitors. A compensated Visitor is temporarily employed by UTD, may also be enrolled as a student, and therefore is eligible to receive compensation, payments, or benefits from UTD. Compensated Visitors are generally granted an employee title of Visiting Scientist, Visiting Professor, Visiting Research Associate, or other similar title as appropriate to the person’s duties at UTD.

8.4 Exchange Students. An Exchange Student is a foreign person sponsored on a J-1 visa by UTD and enrolls as a student. If an Exchange Student works for UTD outside their coursework, the person may also qualify an uncompensated or compensated Visitor under Section 8.2 or 8.3 above. An Exchange Student who is enrolled in a doctoral degree program automatically qualifies as an Uncompensated Visitor involved in UTD research.

Sec. 9 Campus Visitors and Guest Lecturers

9.1 A Campus Visitor is a person who is employed or affiliated with another organization and has been invited by a UTD employee to come to campus for a short period of time to benefit from observing UTD research or academic activities. A Campus Visitor may visit UTD for the purpose of a campus tour, conference, collaboration meeting, presentation of a paper, etc. A Campus Visitor is a person whose visit to UTD meets the following conditions.

  1. The person will be accompanied by responsible University employees at all times while in research laboratories or other non-public facilities; 
  2. The person does not need access to nonpublic UTD resources, or intellectual property; 
  3. The person is not performing hands-on research or teaching; 
  4. The person is visiting only for a short duration of time (less than 14 consecutive days); and, 
  5. The person will pay for their own expenses throughout their visit. 

9.2 A Guest Lecturer is a person who is employed or affiliated with another organization and has been invited by a UTD employee to come to campus fewer than four (4) times in a 12-month period to provide lecturing or teaching services. A Guest Lecturer may receive payment for their services and/or reimbursement for travel expenses related to their visit to UTD. A Guest Lecturer is a person whose activities at UTD meet the following conditions.

  1. The person does not need access to nonpublic UTD research, laboratories, or intellectual property; 
  2. The person is not performing hands-on research; 
  3. The person is visiting only for a short duration of time (less than 14 consecutive days); and 
  4. The person is not an employee of UTD. 

9.3 Campus Visitors and Guest Lecturers do not need to be approved as a Visitor under this procedure. However, a Campus Visitor or Guest Lecturer who is representing a foreign government, agency, and/or institution must be reported to Export Control Office before the Campus Visitor or Guest Lecturer is formally invited to campus to identify potential export control compliance issues related to interacting with the person and/or their home institution. 

Sec. 10 Noncompliance and Enforcement

10.1 Noncompliance with this procedure may subject an individual to discipline in accordance with applicable policies. 

10.2 The Faculty Host shall monitor the Visitor’s activities for policy, regulatory, and contractual compliance and report potential instances of noncompliance to the Office of Research Integrity and Outreach.

10.3 The Faculty Host shall promptly alert their department or unit head and the Office of Research Integrity and Outreach in the event the Faculty Host believes the Visitor is misusing their access or relationship with UTD. 

10.4 The Vice President for Research may rescind approval for a Visitor upon receipt of information indicating that the Visitor’s activities are not consistent with this procedure, or any applicable law, or UT Dallas or UT System policy. 

10.5 The Vice President for Research, in coordination with the appropriate department, may rescind approval for a Faculty Host to host Visitors upon receipt of information indicating that the Faculty Host’s actions regarding a Visitor are not consistent with this procedure, or any applicable law, or UT Dallas or UT System policy. The Faculty Host shall be given written notice of the rescission and the rationale for the rescission, as well as an opportunity to respond.

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