Visiting Researchers / Scholars

Definition of the Visiting Researcher/Scholar Status

Visiting Researcher/Scholar (VRS) refers to non-minor and non-high school visitors who are not UGA employees or enrolled students, are not contracted for services or performing a service, but are physically coming to UGA to visit with a UGA faculty member to observe or collaborate in research.  A VRS must have a UGA Faculty Sponsor.

Who is NOT a Visiting Researcher/Scholar: 

• Persons that are not physically coming to visit a UGA campus. (See next accordion for persons that will remotely collaborate in research with a UGA faculty member – Remote VRS.)
• Minors and persons still enrolled in highschool. (A VRS must be at least at the undergraduate student level or above.)
• Visitors who are not observing/collaborating/participating/ in research.
• Individuals currently enrolled at UGA for the current semester.
• Individuals compensated or contracted by UGA for expected work or services performed.
• Individuals that come onto campus as part of their regular work (for example, deliveries, contractors, etc.)
• Individuals provided a stipend through/by UGA.
• Adjunct faculty or others involved in formal instructional roles (support is offered by the Office of Faculty Affairs)
• Postdoctoral Research Scholars (support is offered by the Office of Postdoctoral Affairs)

If you need assistance determining if your visitor is a Visiting Researcher/Scholar, please email vrs@uga.edu.

For each VRS, the Faculty Sponsor should initiate the hosting procedures described below in the Visiting Researcher/Scholar Hosting Procedures section. If at any time an individual who is already on campus meets any of the criteria above, then they are a VRS, and the Faculty Sponsor should initiate the VRS process if they have not already done so.

 

Definition of the Remote Visiting Researcher/Scholar Status

Remote Visiting Researcher/Scholar (Remote VRS) refers to non-minor and non-high school collaborators who are not UGA employees or enrolled students, are not contracted for services or performing a service, but are collaborating with a UGA faculty member to observe/participate in research.

A Remote VRS must have a UGA Faculty Sponsor.

Who is NOT a Remote Visiting Researcher/Scholar: 

• Persons that are physically coming to visit a UGA campus. (See the information above for persons that will physically come to a UGA campus to collaborate in research with a UGA faculty member – VRS.)
• Minors and persons still enrolled in highschool. (A Remote VRS must be at least at the undergraduate student level or above.)
• Visitors who are not observing/collaborating/participating/ in research.
• Individuals currently enrolled at UGA for the current semester.
• Individuals compensated or contracted by UGA for expected work or services performed.
• Individuals that come onto campus as part of their regular work (for example, deliveries, contractors, etc.)
• Individuals provided a stipend through/by UGA.
• Adjunct faculty or others involved in formal instructional roles (support is offered by the Office of Faculty Affairs)
• Postdoctoral Research Scholars (support is offered by the Office of Postdoctoral Affairs)

If you need assistance determining if a person qualifies for Remote Visiting Researcher/Scholar status, please email vrs@uga.edu.

For each Remote VRS, the Faculty Sponsor should initiate the procedures described below in the Remote VRS Registration and Hosting Procedures section.

If at any time an individual who is a Remote VRS will physically come to a UGA campus, then the Faculty Sponsor (or staff proxy) should initiate a VRS registration request before the person comes to campus.

Why should I register my VRS/Remote VRS?

Through the UGA VRS/Remote VRS registration procedures in the Office of Research, UGA visiting researchers and scholars and Remote VRS will be assigned a UGAID and have appropriate “standing” at UGA.

Visitors/Remote VRS registered with the Visiting Researcher/Scholar program will be assigned a UGAID (81x number). VRS can then acquire a UGACard to access services such as buses and building or lab access.  Hosting units can request a MyID for the VRS/Remote VRS and use this to access any necessary online training. Instructions on how to obtain a MyID and UGACard are included when the Office of Research transmits the assigned UGAID back to the Faculty Sponsor.

Registration through the Office of Research also helps ensure liability coverage and clarifies intellectual property and data use agreements.

Visiting Researcher/Scholar Types and Associated Time Limits

• There are three distinct types of Visiting Researchers/Scholars that relate to the professional level of the visitor, and each type carries a maximum duration for the visit.
• • Scholar in Residence.  Visitors at the postdoctoral level or above who will be involved in temporary research or scholarship, independent or collaborative; a Scholar in Residence may stay in this role for up to 24 months.
  • Visiting Graduate Student Researcher.  Visitors at the graduate student level who are not enrolled at UGA and who are temporarily involved in research or scholarship, independent or collaborative; a Visiting Graduate Student Researcher may stay in this role for up to 24 months.
  • Undergraduate Interns.  Visitors at the undergraduate level who are not enrolled at UGA; an Undergraduate Intern may stay in this role for up to 12 months.

• Remote VRS. Remote Visiting Researcher/Scholar status may be requested and granted for up to 12 months.

If a Faculty Sponsor wishes to extend the visit/status past the original end date, please see the “Instructions for Extension of Visit” section.

Visiting Researcher/Scholar Registration and Hosting Procedure

Please note that visa sponsorship through UGA is a separate process through the Office of Global Engagement-Immigration Services.  All visa questions should be directed to that office.  Units hosting foreign national VRS that require a visa sponsored through UGA should initiate the visa process through Immigration Services as soon as possible.  The visa process can be conducted in tandem with the VRS registration process and the UGAID is not required to start the visa sponsorship procedures.

VRS Registration Procedure

1. VISIT DETAILS: Visit details should first be agreed upon between the UGA faculty sponsor, the visitor, and the hosting UGA unit (via the unit head) before initiating the Office of Research VRS Registration Procedure.
2. COLLECT REQUIRED DOCUMENTS: The faculty sponsor or staff proxy should obtain the required documents from the visitor.  See the Required Documents section below.  The specific required documents will depend on the visitor’s employment status and citizenship status.  The faculty sponsor or staff proxy should upload the required documents in the VRS Registration Request Form (see next step, #3).
3. COMPLETE THE VRS REGISTRATION REQUEST FORM: The faculty sponsor or staff proxy should complete VRS/Remote VRS Registration Request Form. The online form requires information about the visitor, the visit details and uploading of the required documents. As of January 2025, the request form is through UGA’s InfoReady Portal and “Save as Draft” is now available. See the Timeline Guidelines for VRS Registration Request Submission section below for important submission timing guidance.
4. OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: Office of Research staff will collect and review the request.  A request may also require review by Export Control and/or OGE-Immigration Services.  If there are no questions or concerns, the Office of Research will assign and send the visitor’s UGAID to the Faculty Sponsor, staff contact and the VRS as soon as possible. Those that receive preliminary approval will be given final registration when the visit start date is within two months AND visit start date confirmation is received from the Faculty Sponsor/staff. Important: Changes to the VRS request (especially visit date changes) should be communicated to the Office of Research as soon as possible by emailing vrs@uga.edu.
5. VRS ONBOARDING PACKET: Office of Research staff will create and send a VRS OnBoarding packet soon after the UGAID is assigned. It is the sponsoring unit’s responsibility to ensure the visitor completes the VRS OnBoarding module soon after they arrive on campus.  It is also the Faculty Sponsor’s responsibility to ensure that the VRS completes any needed Lab Safety Training.
6. REVIEW IMPORTANT VRS INFO: The Faculty Sponsor and staff contact should review the “Other Important VRS Information” section.

 

Required Documents

The following documents are required to complete the VRS Registration Request:

1. Visitor Agreement: ALL VRS must sign a visitor agreement in order to be registered with the Office of Research VRS program. Other documents (travel approvals, funding letters from home institutions, etc) are not acceptable in lieu of a signed visitor agreement. The UGA Faculty Sponsor is also required to sign the agreement.  Given that updates to VRS/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement each time you need an agreement.  Please choose one of the following options for the agreement:
   1. If the visitor is employed by, enrolled in, or associated with any university, company, or government organization, they should sign the Standard Visitor Agreement with Employer/Institution Signature.
   2. If the visitor is not employed by, enrolled in, or associated with any university, company, or government organization, they should sign the Standard Visitor Agreement – No Employer/Institution.

 

INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT

If the visitor or visitor’s institution requests a custom Intellectual Property Agreement, please contact Dr. Derek Eberhart, Executive Director, Innovation Gateway (dereke@uga.edu). Please indicate the rationale for a custom IP agreement as well as other pertinent information, e.g. the funding source for the research to be conducted at UGA.  The resulting signed custom IP agreement should be included with the signed Standard VRS Agreement and uploaded when completing the VRS Registration Request.

INFORMATION REGARDING A CUSTOM DATA USE AGREEMENT

If a custom data use agreement is needed in addition to the required standard VRS Agreement, the Faculty Sponsor may submit a request here. For any questions regarding this process, please email eric.sanderson@uga.edu. The resulting signed data use agreement should be included with the signed Standard VRS Agreement and uploaded when completing the VRS Registration Request.

Please note: Only a person who is permitted to sign on behalf of the visitor’s institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor’s institution’s policies. After signatures are obtained on the agreement, the individual signing as VRS remains subject to additional review and processing. The individual’s signature on this document is not a guarantee that VRS status will be conferred. VRS status is effective only with the issuance of a UGAID.

Given that updates to VRS/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement each time you need an agreement.

 

2. Citizenship-based Document:
   1. If the visitor is a US citizen/permanent resident of the United States: a background investigation approval is required. The sponsor must initiate a background investigation by requesting the visitor complete the UGA Human Resources Background Check Request Form. The form is submitted to University Human Resources (HR) to conduct the background investigation.  HR will return the background investigation result to the unit, and it is this result that should be uploaded to the VRS Registration Request.
   2. If the visitor is a non-U.S. citizen/non-permanent resident, please obtain a scan of his/her passport to upload to the VRS Registration Request. The passport information is required to assign a UGAID to non-U.S. citizens/non-permanent residents.

 

Timeline Guidelines for VRS Registration Request Submission

Recommended timeframe to submit VRS Questionnaire: One month in advance of the visit start date to ensure timely processing.

Preliminary Approval for VRS requests two months or more in advance of the start date: Given that travel dates and itineraries have a greater chance of change, requests over two months in advance of the visit start date will be given preliminary approval upon completing all required reviews.  Assignment of the UGAID will be placed on hold until visit dates are confirmed within two months prior to the visit start date.

Maximum timeframe to submit VRS Questionnaire: Six months in advance.  Due to the high probability that changes will occur this far in advance of the visit, VRS registration requests submitted more than six months in advance will be returned for resubmission within this maximum time frame from the requested start date.

Remote Visiting Researcher/Scholar Registration Procedure

1. COLLABORATION DETAILS: Collaboration details should first be agreed upon between the UGA faculty sponsor, the remote collaborator, and the Faculty Sponsor’s unit (via the unit head) before initiating the Office of Research VRS/Remote VRS Registration Procedure.
2. COLLECT REQUIRED SIGNED AGREEMENT: The faculty sponsor or staff proxy should obtain the required signed Remote VRS Agreement from the remote collaborator.  See the Required Signed Remote VRS Agreement section below.  The specific required agreement will depend on the remote collaborator’s employment or student enrollment status.  The UGA Faculty Sponsor is also required to sign the agreement.  The faculty sponsor or staff proxy will upload the signed agreement to the VRS/Remote VRS Registration Request form (see next step, #3).
3. COMPLETE THE VRS/REMOTE VRS REGISTRATION REQUEST FORM: The faculty sponsor or staff proxy should complete VRS/Remote VRS Registration Request Form. The online form requires information about the remote collaborator, the collaboration details and uploading of the required documents. The request form is now through UGA’s InfoReady Portal and “Save as Draft” is now available. See the Timeline Guidelines for VRS/Remote VRS Registration Request Submission section below for important submission timing guidance.
4. OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: Office of Research staff will collect and review the request.  A request may also require review by Export Control. If there are no questions or concerns, the Office of Research will assign and send the remote collaborator’s UGAID to the Faculty Sponsor, staff contact and the Remote VRS as soon as possible.  Those that receive preliminary approval will be given final registration when the start date is within two months and start date confirmation is received from the Faculty Sponsor/staff. Important: Changes to the Remote VRS request (especially date changes) should be communicated to the Office of Research as soon as possible by emailing vrs@uga.edu.

Required Signed Remote VRS Agreement

ALL Remote VRS must sign a Remote VRS agreement in order to be registered with the Office of Research VRS program. Given that updates to VRS/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement each time you need an agreement. Please choose one of the following options for the agreement:

1. If the remote collaborator is employed by, enrolled in, or associated with any university, company, or government organization, they should sign the Standard Remote Visitor Agreement with Employer/Institution Signature.
2. If the remote collaborator is not employed by, enrolled in, or associated with any university, company, or government organization, they should sign the Standard Remote Visitor Agreement – No Employer/Institution.

 

INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT

If the remote collaborator or his/her institution requests a custom Intellectual Property Agreement, please contact Dr. Derek Eberhart, Executive Director, Innovation Gateway (dereke@uga.edu). Please indicate the rationale for a custom IP agreement as well as other pertinent information, e.g. the funding source for the research to be conducted at UGA.  The resulting signed custom IP agreement should be included with the signed Standard Remote VRS Agreement and uploaded when completing the VRS/Remote VRS Registration Request.

INFORMATION REGARDING A CUSTOM DATA USE AGREEMENT

If a custom data use agreement is needed in addition to the required standard Remote VRS Agreement, the Faculty Sponsor may submit a request here. For any questions regarding this process, please email eric.sanderson@uga.edu. The resulting signed data use agreement should be included with the signed Standard VRS Agreement and uploaded when completing the VRS/Remote VRS Registration Request.

Please note: Only a person who is permitted to sign on behalf of the visitor’s institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor’s institution’s policies. After signatures are obtained on the agreement, the individual signing as Remote VRS remains subject to additional review and processing. The individual’s signature on this document is not a guarantee that Remote VRS status will be conferred. Remote VRS status is effective only with the issuance of a UGAID.

Given that updates to VRS/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement each time you need an agreement.

 

Timeline Guidelines for Remote VRS Registration Request Submission

Recommended timeframe to submit VRS Questionnaire: At least two weeks in advance of the start date to ensure timely processing.

Preliminary Approval for Remote VRS requests two months or more in advance of the start date: Given that plans have a greater chance of change, requests over two months in advance of the visit start date will be given preliminary approval upon completing all required reviews.  Assignment of the UGAID will be placed on hold until dates are confirmed within two months prior to the start date.

Maximum timeframe to submit Remote VRS Questionnaire: Four months in advance.  Due to the high probability that changes will occur this far in advance, Remote VRS registration requests submitted more than four months in advance of the status start date will be returned.  They should then be resubmitted within the four months in advance time frame when the information in the request has been confirmed.

INSTRUCTIONS FOR EXTENSION OF VISIT/REMOTE COLLABORATION FOR AN EXISTING VRS/REMOTE VRS

If a Faculty Sponsor has an existing VRS or Remote VRS and wishes to extend the affiliate status past the original end date, please submit a request via the VRS/Remote VRS Extension Request Form.  (Please email vrs@uga.edu to inquire if you are unsure if your affiliate is currently a VRS or Remote VRS.)

Should the extension be approved, the Office of Research will request the UGAID be reactivated. Extensions are for a maximum of 12 months at a time.

IMPORTANT INFORMATION REGARDING EXTENSIONS: 

• Extensions must be requested prior to the original end date. A new request should be submitted if the end date has already passed.
• Remote access extensions for existing VRS once they leave campus may be granted through this program for a limited time (usually no more than 6 months) to help facilitate certain needs.
• Note that an individual is considered a visiting researcher/scholar, and subject to the terms of his/her Visiting Researcher Agreement, throughout the full period of any extension, whether the VRS is working on a UGA campus or remotely through UGAID access.

Timeline Guidelines for VRS Registration Request Submission

Recommended timeframe to submit VRS Questionnaire: One month in advance of the visit start date to ensure timely processing.

Preliminary Approval for VRS requests two months or more in advance of the start date: Given that travel dates and itineraries have a greater chance of change, requests over two months in advance of the visit start date will be given preliminary approval upon completing all required reviews.  Assignment of the UGAID will be placed on hold until visit dates are confirmed within two months prior to the visit start date.

Maximum timeframe to submit VRS Questionnaire: Six months in advance.  Due to the high probability that changes will occur this far in advance of the visit, VRS registration requests submitted more than six months in advance will be returned for resubmission within this maximum time frame from the requested start date.

 

Timeline Guidelines for Remote VRS Registration Request Submission

Recommended timeframe to submit VRS Questionnaire: At least two weeks in advance of the start date to ensure timely processing.

Preliminary Approval for Remote VRS requests two months or more in advance of the start date: Given that plans have a greater chance of change, requests over two months in advance of the visit start date will be given preliminary approval upon completing all required reviews.  Assignment of the UGAID will be placed on hold until dates are confirmed within two months prior to the start date.

Maximum timeframe to submit Remote VRS Questionnaire: Four months in advance.  Due to the high probability that changes will occur this far in advance, Remote VRS registration requests submitted more than four months in advance of the status start date will be returned.  They should then be resubmitted within the four months in advance time frame when the information in the request has been confirmed.

Identifier	Description
UGAID	Your UGA identification number begins with 81. It’s used instead of your Social Security number to access personal data. Your UGA ID number appears on the back of your UGACard.
MyID	Your MyID is the username that’s required to log in to a number of online university resources and other functions.
UGA Card	Your UGA card is a physical card and gives you access to various UGA buildings and programs. You acquire your UGA Card at the UGA Card Office.

Other important VRS information after the hosting procedures are completed:

1. Once the UGAID has been assigned, the visitor can set up a UGA MyID through the Sponsoring Unit Staff Contact. The visitor will use the MyID to access a wide range of online services at UGA.
2. Upon arrival on campus, if the visitor needs to obtain a UGA OneCard, follow the instructions listed here under the Visiting Researcher/Scholar section. This card will provide the visitor with access to various other services (including buses).
3. The visitor can apply for library access.

Other Support Disclosure Requirements:

• Many federal agencies require specific disclosures in the Biographical Sketch, Other Support/Current and Pending Support and Facilities, Equipment, and Other Resources at the time of proposal and throughout the lifespan of active sponsored projects. The required disclosures vary by sponsor; however, several agencies require the disclosure of Postdoctoral scholars, students, or visiting scholars who are supported by a non-UGA entity regardless of the individual’s involvement on the proposed or active project. To aid in identifying each agency’s requirements for disclosure, please carefully review SPA’s Pre and Post Award Disclosures: Other Support document found here.

Office of Research expects the Sponsoring Unit to assist the VRS with the following items: 

• The Staff Contact and Faculty Sponsor should assist with housing arrangements. Housing arrangements may take different forms, depending on the needs of the visitor and family. See this section for a link to Apartment Finder and a list of hotels in Athens.
• The Staff Contact and Faculty Sponsor should also help arrange family support. A visitor who is coming with family may need help with issues such as schools, transportation, language, banking, etc.
• The Staff Contact should assist them in MyID creation and it is the responsibility of the Faculty Sponsor and Sponsoring Unit to ensure his/she completes OnBoarding.