Research Titles – Visiting Researchers and Fellows

Short-term Visitors (in residence less than 10 days)

Non-student, non-employee visitors are allowed to participate in research laboratory activities as short-term visitors (less than 10 days in residence) under the following guidelines. The department chair or unit head shall be responsible for ensuring compliance with these guidelines for all research laboratories in the department. Any participation in lab activities involving minors must be approved by the university’s Youth Protection Program.

Guidelines

1. The faculty member responsible for the laboratory must invite the visitor to participate in the lab activities as an unpaid University Affiliate (Volunteer A008) appointed in Workday by a supervising department to engage a visitor to participate in research activities that benefit the University outside of traditional employment without financial compensation. The visitor appointment shall specify the time period for this participation, which must be less than 10 days.
2. The University requires the same compliance with rules and attention to responsibilities for visitors as it does for University employees, including background checks.
3. The faculty member is responsible for providing the visitor all the appropriate safety training and training specific to the operations of the laboratory in which the visitor will participate. The visitor must complete all training before participating in the laboratory activities and documentation of the nature, scope, and date of training shall be made and retained by the faculty member.
4. The visitor shall be provided appropriate supervision at all times while participating in the laboratory activities. Consistent with good laboratory safety practices, no visitor shall be permitted to work alone in a laboratory.
5. The visitor shall agree to these guidelines and complete the appropriate release and indemnification agreement. The responsible faculty member shall retain this form.

Release Agreement

Please print, complete, sign and return the release agreement to the responsible faculty member.

Release Agreement (Adult)

Nonemployee Research Affiliate (in residence 10 days or more)

“Research Affiliate” is a title accorded to nonemployee researchers or scholars temporarily in residence at The University of Texas at Austin. This is often referred to as Visiting Researchers and Scholars.

Research affiliates are individuals who are affiliated with an outside university, institution, business or government and seek to be temporarily in residence at The University of Texas at Austin to collaborate with University faculty, learn research techniques or use specialized facilities. Non-employee research affiliates are not appointed as employees of the University and generally do not receive financial support or compensation from the University. Non-employee research affiliates may also be referred to as visiting scholars, visiting researchers or visiting scientists.

Visitors to the University who need access to UT facilities and networks must be appointed in one of the following job categories as research affiliates (defined by HOP 7-1020):

• Research Affiliate – Visiting Researcher/Scholar (A006)
• Research Affiliate Senior Research Fellow (A012)
• Research Affiliate Research Fellow (A011)
• Research Affiliate Postdoctoral (A010)

These positions are differentiated from research positions appointed as employees of the University. See University HOP 7-1020 for further information.

Individuals meeting the following criteria are considered non-employee research affiliates requiring review by the Office of the Vice President for Research, Scholarship and Creative Endeavors prior to being appointed:

• Will be in residence for 10 days or more
• Will conduct work in a research lab or will conduct research-related activity using UT facilities and resources
• Will be assigned an Affiliate EID or Member EID
• Will be appointed to a temporary unpaid research affiliate position per HOP 7-1020 (Research Titles)

Nonemployee research affiliates must have a UT Austin Sponsor who will serve as the host. Sponsors are typically UT Austin faculty or others who have regular PI status at the University. Nonemployee research affiliates must also have an Organization Host who supports the appointment and signs the nonemployee research affiliate agreement on behalf of the University. The Organization Host role is typically held by a College Dean, Research Dean, Department Chair or Institute Director.

International Visiting Scholars and Researchers

The University of Texas welcomes international visitors to campus for academic pursuits and research collaborations. It is important to know that all nominations of non-U.S. citizens or lawful permanent residents must follow specific immigration guidelines. Contact Texas Global for more advice.

Departments may request a J-1 visa (DS-2019) through Texas Global for the Research Affiliate classification. However, note that other titles within the University Affiliates (Affiliated Worker) category are also eligible for this visa, but are not under the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) oversight. These titles are: Adjunct Clinical Worker, Independent Contractor, Visiting Student and Other Affiliated Worker. To determine the most appropriate title to use, view the HOP 7-1020.

Central Review and Appointment Process for Nonemployee Research Affiliates

Research Affiliates do not receive a stipend in their appointment, nor does their appointment imply tenure or continuation at the University. Privileges, such as ID cards and keys, will not be provided until the Research Affiliate’s assignment has received final approval.

The process originates in a department of the University with a nomination by a faculty member or researcher who will accept an active responsibility for sponsoring and helping the researchers/scholars while they are here. A departmental contact prepares and submits the Nonemployee Research Affiliate Request form to the OVPR. If the researcher/scholar is a foreign national and a DS-2019 will be requested for the researcher/scholar, a request should be made through the J-1 Online Request Form.

Once the nomination has been reviewed by the OVPR and confirmation to proceed is received, the department may send an offer letter to the researcher/scholar. Upon accepting the offer, all parties must sign the Nonemployee Research Affiliate Agreement. To finalize the appointment, a departmental contact prepares the appointment in Workday.

The visitor’s purpose of visit/benefit to the University should be stated when hiring a research/scholar into a supervisory org in Workday under the “Assignment Details” field. At the time of renewal, an active visa is not a guarantee of acceptance into the designation as Research Affiliate and should not be interpreted as implicit continuation of the official designation.

Resources

HOP 7-1020 Research Titles
Requirements for Research Titles and Procedures for Appointments (PDF)
Research Titles Offer Letters – Word version of all letters
Nonemployee Research Affiliate Request
Nonemployee Research Affiliate Agreement (DOC)
Research Affiliate Benefits (PDF)
How to Sponsor a Visiting Scholar - Quick Guide (PDF)