Visiting Researchers Visiting Scholars

New Procedures14 February 2013

Visiting Researchers / Visiting Scholars

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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

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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

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Visiting Researcher/Scholar Identity WorkflowDepartmental 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