Visiting Scholar Program

Applicability

These procedures are adopted pursuant to authority granted to the Vice Provost for Research (VPR) under Policy No. 6370.

These procedures apply to all University faculty, staff, and external collaborators meeting the definition of Visiting Scholar.

As used in the governing policy, the capitalized terms in these procedures have the meanings ascribed to them by the Office of the Vice Provost for Research (OVPR) in the Definitions developed in support of this program. Defined terms are capitalized below.

Table of Contents

• Introduction
• Visitor and University Responsibilities
• Application Process
• Monitoring
• Records Management
• Non-Compliance and Enforcement
• References
• Related WSU Policies

Introduction

Visitors are significant contributors to research and operations at any academic institution. WSU faculty and staff may wish to invite persons to campus for reasons including, but not limited to, conducting research in a university facility, collaborating with university faculty on specific projects, or observing university instruction, administration, or research.

Likewise, individuals may seek to visit the University as a contributor or learner. Whether the relationship is initiated by the potential visitor or by faculty or staff at Wright State, a Host and Hosting Unit are required to facilitate and monitor the appointment of the Visitor.

Visitors are persons, whether domestic or international, who will be on University property or associated with University contracts or grants temporarily for the purpose of research or other academic or administrative activities.

Visiting Scholar status can apply to persons described as Visiting Faculty, Visiting Researchers, Visiting Scientists, or any other person meeting the definition.

Volunteers are persons who give their services at the University without any express or implied promise of remuneration or compensation. A Visiting Scholar may be a Volunteer or appointed to a paid position. Henceforth, Visiting Scholars and Volunteers are referenced as "Visitors" for this policy.

The University requires that certain Visitors be approved, undergo appropriate background checks, and execute certain agreements.

Exceptions

The act of volunteering outside of one's normal role does not necessarily invoke this policy. This policy is intended to address persons external to WSU or otherwise not associated with WSU. The following persons are not subject to the Visiting Scholar requirements:

• Individuals who are only visiting public areas at the University.
• Invited speakers or guest lecturers delivering a lecture open to the University community, the public, or a University class.
• WSU students, whether registered as degree or non-degree students.
• Independent contractors retained by the University.
• University employees.
• University retirees with emeritus status.
• Members of advisory boards organized and recognized by the University whose visits relate to their service on those boards.
• Employees of industry, academia, or government visiting the University pursuant to a sponsored research agreement between the third-party employer and the University, whose visit and identity are specifically referenced and governed by that agreement.
• Persons formally appointed to an established role, such as Adjunct Professor.
• Persons as determined, approved, and documented by OVPR, such as federal AFRL employees conducting approved research on WSU property.

University and Visitor Responsibilities

University Responsibilities

Hosts are required to obtain the approvals described in this policy and associated procedures before hosting persons meeting the definition of a Visitor and before the Visitor is present on campus.

Hosts are responsible for facilitating the visit and monitoring the activities of the Visitor to ensure compliance with University policies and these procedures. This includes administrative duties as designated by the Hosting Unit and Administrative Host.

The Hosting Unit may request that Visitors be provided with one or more of the following access privileges. Access must be limited to privileges directly related to and reasonably necessary for the purpose and duration of the visit:

1. Access to University facilities and resources, such as libraries and laboratories.
2. Office space, as available and required.
3. University email address, username, and electronic credentials.
4. University identification card.

Administrative Host: The designated University employee in a formal supervisory position within a college, department, unit, or campus where the Visiting Scholar will be present, typically a department chair.

Visiting Scholar Responsibilities

Visiting Scholars are responsible for adhering to the policies, rules, regulations, and requirements of the University and all applicable state and federal laws and regulations, including, but not limited to, conduct, confidentiality, conflicts of interest, ethical behavior, responsible conduct of research, equal opportunity, compliance, safety, and health.

Application Process

The OVPR is responsible for processing U.S. Persons invited or seeking to visit WSU as indicated by the Tier Level designation below. This process may require a formal background check conducted by the WSU Human Resources Department.

The University Center for International Education (UCIE) is responsible for initially receiving and processing applications from Non-U.S. Persons requiring a J-1 visa to visit WSU for an extended period. Non-U.S. Persons, in consultation with a potential Host or Hosting Unit, should follow the procedures on the International Visiting Scholars page.

Domestic Visitor Process

1. The prospective Visitor discusses potential collaboration with a WSU faculty Host.
2. The Host completes the Review Information Form in consultation with the potential Visitor.
3. The Host obtains a current CV or biosketch from the Visiting Scholar.
4. The Host discusses the collaboration with the relevant department chair(s) and prepares an Invitation Letter meeting the requirements in the Invitation Guidance Document. Once drafted, the letter is signed by the faculty Host and Chair (Administrative Host) and submitted to the relevant Dean for review and approval.
5. The Invitation Letter and Invitation Addendum are sent to the potential Visitor.
6. After review and discussion with the potential Visitor, and once final versions of the invitation and agreement are signed by all parties (Visitor, Host, Department Chair, and Dean), the Host or Chair sends the Invitation Packet to the Research Integrity Officer at neal.sullivan@wright.edu.

Invitation Packet Requirements

The Invitation Packet must include:

• The invitation letter or correspondence approved by the potential Volunteer, Host, and department chair.
• The Invitation Addendum.
• The completed Review Information Form.
• A current CV, resume, or biosketch.

Forms and Documents

• Invitation Guidance and Requirements (PDF)
• Commitments MOU (DOCX)
• Review Information Form (DOCX)

International Visitor Process

If the Visitor is sponsored by the University for a J-1 visa, the Hosting Unit is responsible for performing the duties required by the policy and procedures addressing U.S. State Department requirements for the exchange visitor program, in accordance with federal laws and regulations and University procedures managed by the University Center for International Education (UCIE).

For additional information, visit the International Visiting Scholars page. Forms and information collected for visa support will be copied to the Research Integrity Officer for Export Compliance review.

OVPR will determine the applicable Visitor Approval Tier based on the information provided in the Invitation Packet and distribute the application packet to the necessary reviewers, such as Export Compliance, research security, Human Resources, and the Provost's Office.

Visitor Approval Tiers

Approval abbreviations: AH = Administrative Host; HR = Human Resources; UCIE = University Center for International Education; ExCo = Export Compliance.

Monitoring

Hosts are responsible for monitoring the activities of Visiting Scholars. Hosts must:

1. Submit an annual status report to determine whether the Visiting Scholar designation should continue.
2. Report behaviors or concerns regarding activities of the Visitor outside those described in the invitation or appointment documents.
3. Submit a notice to the OVPR Research Integrity Officer when the Visitor is no longer present on campus or affiliated with WSU research and provide assurance to OVPR that access to WSU facilities and resources has been terminated.
4. Respond to all queries related to the Visitor from OVPR in a timely manner.

Note: Persons listed as Key Personnel or otherwise explicitly identified in research agreements are excluded from the definition of Visiting Scholar or Visitor. Therefore, this policy does not apply to those persons.

Records Management

Application and approval records will be forwarded to and retained by the Office of the Vice Provost for Research – Research Integrity Officer.

Applications and amendments for Non-U.S. Persons routed through UCIE require Export Control Officer review and approval. Applications and amendments for U.S. Persons routed through the Human Resources Department will be forwarded to the Research Integrity Office for centralized recordkeeping.

Non-Compliance and Enforcement

The University shall, in its sole discretion, take appropriate disciplinary action in response to noncompliance with this program, up to and including termination of employment or Visitor and Volunteer Agreements.

Violations of the Visitor Program include, without limitation:

• Intentionally or recklessly, by act or omission, providing incomplete, false, or misleading information.
• Failing to make all required disclosures in a timely manner.
• Failing to provide information requested by the University in a timely manner.
• Failing to abide by the terms of a policy.

Violations of this policy and associated procedures may result in:

• Disciplinary action up to and including termination of employment (for employees), expulsion (for students), or termination of contract (for contractors).
• Referral or reporting to non-University parties with an interest in such matters, potentially including research sponsors and collaborators.
• Referral to law enforcement agencies.
• Remediation or remedial training.
• Modification, suspension, limitation, or termination or cancellation of research projects and/or access to or use of research services or facilities.

References

These procedures implement WSU Policy 6370. Definitions applicable to the Visiting Scholars and Volunteers Policy Procedures and Guidance are available in the Research Compliance Definitions.

Related WSU Policies

List TBD