{"id":120,"date":"2014-08-03T20:13:07","date_gmt":"2014-08-03T20:13:07","guid":{"rendered":"https:\/\/research.uga.edu\/visiting\/?page_id=120"},"modified":"2026-04-13T13:15:49","modified_gmt":"2026-04-13T13:15:49","slug":"procedures","status":"publish","type":"page","link":"https:\/\/research.uga.edu\/visiting\/procedures\/","title":{"rendered":"Procedures"},"content":{"rendered":"<div class=\"wpb-content-wrapper\">[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1776085241707{margin-bottom: 30px !important;}&#8221;]\n<h3 class=\"hide\"><\/h3>\n<p><span style=\"font-size: 16px;\">The information below includes the definitions of a <strong>Visiting Researcher\/Scholar (VRS)<\/strong> and a <strong>Remote Visiting Researcher\/Scholar (Remote VRS or RVRS)<\/strong>, why a unit should register a VRS or Remote VRS through the Office of Research, procedures for registration and other important information.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Please<\/strong> <strong>note<\/strong> that visa sponsorship through UGA is a separate process through the\u00a0<a href=\"https:\/\/globalengagement.uga.edu\/immigration\/about-us\" target=\"_blank\" rel=\"noopener\">Office of Global Engagement-Immigration Services<\/a>.\u00a0 All visa questions should be directed to that office.\u00a0 Units hosting a foreign national VRS that require a visa sponsored through UGA should initiate the visa process through Immigration Services as soon as possible.\u00a0 The visa process can be conducted in tandem with the VRS registration process.\u00a0 The UGAID is not required to start the visa sponsorship procedures.<\/span><\/p>\n<p><span style=\"font-size: 14px;\">Given that updates to VRS\/Remote VRS Agreements may occur, please check back at this webpage to download the appropriate agreement <strong><em>each time<\/em><\/strong> you need an agreement.<\/span>[\/vc_column_text][vc_column_text css=&#8221;.vc_custom_1776086148256{margin-bottom: 30px !important;}&#8221;]\n<h2>(VRS\/RVRS) registration process<\/h2>\n<h3>FAQ<\/h3>\n[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_tta_accordion shape=&#8221;square&#8221; spacing=&#8221;5&#8243; gap=&#8221;5&#8243; active_section=&#8221;999&#8243; no_fill=&#8221;true&#8221; collapsible_all=&#8221;true&#8221; el_class=&#8221;accordionResearch&#8221;][vc_tta_section tab_id=&#8221;1494894187995-b909e149-7c47&#8243; title=&#8221;Definitions of Visiting Researcher\/Scholar Status and Remote Visiting Researcher\/Scholar Status&#8221;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>Definition of the Visiting Researcher\/Scholar Status<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Visiting <span style=\"color: #000000;\">Researcher\/Scholar<\/span> (VRS)<\/strong> 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 engaging in-person with a UGA faculty member to observe, collaborate or participate in research at any location, whether at UGA or any other site.\u00a0 A VRS must have a UGA Faculty Sponsor.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Who is\u00a0<em>NOT<\/em>\u00a0a Visiting Researcher\/Scholar:\u00a0<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">Visitors who are not observing\/collaborating\/participating in research<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Persons that are not engaging in-person in research at any location. (<em>See next accordion for persons that will remotely collaborate in research with a UGA faculty member \u2013 Remote VRS.)<\/em><\/span><\/li>\n<li><span style=\"font-size: 16px;\">Minors and persons still enrolled in highschool. (A VRS must be at least at the undergraduate student level or above.)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals currently enrolled at UGA for the current semester.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals compensated or contracted by UGA for expected work or services performed.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals that come onto campus as part of their regular work (for example, deliveries, contractors, etc.)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals provided a stipend through\/by UGA.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Adjunct faculty or others involved in formal instructional roles (support is offered by the\u00a0<a href=\"https:\/\/provost.uga.edu\/index.php\/faculty-affairs\/\">Office of Faculty Affairs<\/a>)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Postdoctoral Research Scholars (support is offered by the\u00a0<a href=\"https:\/\/research.uga.edu\/opa\/\">Office of Postdoctoral Affairs<\/a>)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-size: 16px;\"><em>If you need assistance determining if your visitor is a Visiting Researcher\/Scholar, please<\/em><em>\u00a0email\u00a0<\/em><a href=\"mailto:vrs@uga.edu\"><em>vrs@uga.edu<\/em><\/a><em>.<\/em><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>For each VRS, the Faculty Sponsor should initiate the hosting procedures described below in the Visiting Researcher\/Scholar Hosting Procedures section.<\/strong>\u00a0If 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.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>\u00a0<\/strong><\/span><\/p>\n<p><span style=\"color: #c00000; font-size: 16px;\"><strong>Definition of the Remote Visiting Researcher\/Scholar Status<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Remote Visiting Researcher\/Scholar (Remote VRS)<\/strong> 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 electronically without engaging in person at any location, whether at UGA or any site. <\/span><span style=\"font-size: 16px;\">Remote VRS must have a UGA Faculty Sponsor.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Who is\u00a0<em>NOT<\/em>\u00a0a Remote Visiting Researcher\/Scholar:\u00a0<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">Visitors who are not collaborating\/participating in research.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Persons that are engaging in research in-person at UGA or any other site. (<em>See the information above for persons that will physically come to a UGA campus to collaborate in research with a UGA faculty member \u2013 VRS.)<\/em><\/span><\/li>\n<li><span style=\"font-size: 16px;\">Minors and persons still enrolled in highschool. (A Remote VRS must be at least at the undergraduate student level or above.)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals currently enrolled at UGA for the current semester.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals compensated or contracted by UGA for expected work or services performed.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals that come onto campus as part of their regular work (for example, deliveries, contractors, etc.)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Individuals provided a stipend through\/by UGA.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Adjunct faculty or others involved in formal instructional roles (support is offered by the\u00a0<a href=\"https:\/\/provost.uga.edu\/index.php\/faculty-affairs\/\" target=\"_blank\" rel=\"noopener\">Office of Faculty Affairs<\/a>)<\/span><\/li>\n<li><span style=\"font-size: 16px;\">Postdoctoral Research Scholars (support is offered by the\u00a0<a href=\"https:\/\/research.uga.edu\/opa\/\" target=\"_blank\" rel=\"noopener\">Office of Postdoctoral Affairs<\/a>)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-size: 16px;\"><em>If you need assistance determining if a person qualifies for Remote Visiting Researcher\/Scholar status, please email\u00a0<\/em><a href=\"mailto:vrs@uga.edu\"><em>vrs@uga.edu<\/em><\/a><em>.<\/em><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>For each Remote VRS, the Faculty Sponsor should initiate the procedures described below in the Remote VRS Registration and Hosting Procedures section.<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">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.<\/span>[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Why should I register my VRS\/Remote VRS?&#8221; tab_id=&#8221;1596740988226-c3579d49-3270&#8243;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>Why should I register my VRS\/Remote VRS?<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">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 \u201cstanding\u201d at UGA.<\/span><\/p>\n<p><span style=\"font-size: 16px;\">Visitors\/Remote VRS registered with the Visiting Researcher\/Scholar program will be assigned a UGAID (81x number). VRS can then acquire a\u00a0<a href=\"https:\/\/tate.uga.edu\/ugacard\/\" target=\"_blank\" rel=\"noopener\">UGACard<\/a>\u00a0to access services such as buses and building or lab access.\u00a0 Hosting units can\u00a0request 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.<\/span><\/p>\n<p><span style=\"font-size: 16px;\">Registration through the Office of Research also helps ensure liability coverage and clarifies intellectual property and data use agreements.<\/span>[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Visiting Researcher\/Scholar Types and Associated Time Limits&#8221; tab_id=&#8221;1596741016829-9fe40af9-f57e&#8221;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>Visiting Researcher\/Scholar Types and Associated Time Limits<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">There are three distinct types of <strong>Visiting Researchers\/Scholars<\/strong> that relate to the professional level of the visitor, and each type carries a maximum duration for the visit.<\/span>\n<ul>\n<li><span style=\"font-size: 16px;\"><strong>Scholar in Residence<\/strong>.\u00a0 Non-student visitors involved in research who will be involved in temporary research or scholarship at UGA, independent or collaborative; a Scholar in Residence may stay in this role for up to 24 months.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>Visiting Graduate Student Researcher<\/strong>.\u00a0 Visitors involved in temporary research or scholarship at UGA, independent or collaborative, who are pursuing a graduate degree or certificate at a non-UGA institution; a Visiting Graduate Student Researcher may stay in this role for up to 24 months.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>Undergraduate Interns<\/strong>.\u00a0 Visitors involved in temporary research or scholarship at UGA, independent or collaborative, who are pursuing an undergraduate degree\u00a0 at a non-UGA institution; an Undergraduate Intern may stay in this role for up to 12 months.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-size: 16px;\"><strong>Remote VRS<\/strong>. Remote Visiting Researcher\/Scholar status may be requested and granted for up to 12 months.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-size: 16px;\"><em>If a Faculty Sponsor wishes to extend the visit\/status past the original end date, please see the\u00a0<strong>\u201cInstructions for Extension of Visit\u201d\u00a0<\/strong>section<strong>.<\/strong><\/em><\/span>[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;VRS Registration and Hosting Procedure&#8221; tab_id=&#8221;1596741034363-bf757fe5-4cd4&#8243;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>Visiting Researcher\/Scholar Registration and Hosting Procedure<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">Please note that visa sponsorship through UGA is a separate process through the\u00a0<a href=\"https:\/\/globalengagement.uga.edu\/immigration\/about-us\" target=\"_blank\" rel=\"noopener\">Office of Global Engagement-Immigration Services<\/a>.\u00a0 All visa questions should be directed to that office.\u00a0 Units hosting foreign national VRS that require a visa sponsored through UGA should initiate the visa process through Immigration Services as soon as possible.\u00a0 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.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>VRS Registration Procedure<\/strong><\/span><\/p>\n<ol>\n<li><span style=\"font-size: 16px;\"><strong>VISIT DETAILS: <\/strong>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.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>COLLECT REQUIRED DOCUMENTS: <\/strong>The faculty sponsor or staff proxy should obtain the required documents from the visitor.\u00a0 See the\u00a0<strong>Required Documents<\/strong> section below.\u00a0 The specific required documents will depend on the visitor\u2019s employment status and citizenship status.\u00a0 The faculty sponsor or staff proxy should upload the required documents in the <strong>VRS Registration Request Form (see next step, #3).<\/strong><\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>COMPLETE THE VRS REGISTRATION REQUEST FORM: <\/strong>The faculty sponsor or staff proxy should complete\u00a0<a href=\"https:\/\/uga.infoready4.com\/#freeformCompetitionDetail\/1957071\" target=\"_blank\" rel=\"noopener\">VRS\/Remote VRS Registration Request Form<\/a>.\u00a0The 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\u2019s InfoReady Portal and \u201cSave as Draft\u201d is now available. See the <strong>Timeline Guidelines for VRS Registration Request Submission section below for important submission timing guidance.<\/strong><\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: <\/strong>Office of Research staff will collect and review the request.\u00a0 A request may also require review by Export Control and\/or OGE-Immigration Services. \u00a0If there are no questions or concerns, the Office of Research will assign and send the visitor\u2019s\u00a0<strong>UGAID<\/strong>\u00a0to 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. <strong>Important:<\/strong> Changes to the VRS request (especially visit date changes) should be communicated to the Office of Research as soon as possible by emailing\u00a0<a href=\"mailto:vrs@uga.edu\">vrs@uga.edu<\/a>.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>VRS ONBOARDING PACKET:\u00a0<\/strong>Office of Research staff will create and send a VRS OnBoarding packet soon after the UGAID is assigned. It is the sponsoring unit\u2019s responsibility to ensure the visitor completes the VRS OnBoarding module soon after they arrive on campus.\u00a0 It is also the Faculty Sponsor\u2019s responsibility to ensure that the VRS completes any needed Lab Safety Training.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>REVIEW IMPORTANT VRS INFO: <\/strong>The Faculty Sponsor and staff contact should review the \u201c<a href=\"https:\/\/research.uga.edu\/visiting\/procedures\/#1510606552747-95081d37-00df\" target=\"_blank\" rel=\"noopener\">Other Important VRS Information<\/a>\u201d section.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-size: 16px;\"><strong><u>\u00a0<\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong><u>Required Documents<\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">The following documents are required to complete the VRS Registration Request:<\/span><\/p>\n<ol>\n<li><span style=\"font-size: 16px;\"><strong>Visitor Agreement: <\/strong>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. <strong>The UGA Faculty Sponsor is also required to sign the agreement.\u00a0 <\/strong>Given that updates to VRS\/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement <strong><em>each time<\/em><\/strong> you need an agreement.\u00a0 Please choose\u00a0<strong>one of the following options<\/strong>\u00a0for the agreement:<\/span>\n<ol>\n<li><span style=\"font-size: 16px;\"><strong>If <\/strong>the visitor is\u00a0<strong>employed by, enrolled in, or associated with<\/strong>\u00a0any university, company, or government organization, they should sign the\u00a0<a href=\"https:\/\/research.uga.edu\/docs\/forms\/visiting\/VRS_with_Home_Employer_Agreement.pdf\" target=\"_blank\" rel=\"noopener\">Standard Visitor Agreement with Employer\/Institution Signature<\/a>.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>If <\/strong>the visitor is\u00a0<strong><em>not<\/em><\/strong>\u00a0employed by, enrolled in, or associated with any university, company, or government organization, they should sign the\u00a0<a href=\"https:\/\/research.uga.edu\/docs\/forms\/visiting\/VRS_Agreement_No_Employer.pdf\" target=\"_blank\" rel=\"noopener\">Standard Visitor Agreement \u2013 No Employer\/Institution<\/a>.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 16px;\"><strong>INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">If\u00a0the visitor or visitor\u2019s institution requests a custom Intellectual Property Agreement, please contact Dr. Derek Eberhart, Executive Director, Innovation Gateway (<a href=\"mailto:dereke@uga.edu\">dereke@uga.edu<\/a>). 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.\u00a0 The resulting signed custom IP agreement should be <strong><em>included<\/em><\/strong> with the signed Standard VRS Agreement and uploaded when completing the VRS Registration Request.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>INFORMATION REGARDING A CUSTOM DATA USE AGREEMENT<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>If<\/strong>\u00a0a custom data use agreement is needed in addition to the required standard VRS Agreement, the Faculty Sponsor may submit a request\u00a0<a href=\"https:\/\/sso.uga.edu\/cas\/login?service=https%3A%2F%2Fsso.uga.edu%2Fcas%2Fidp%2Fprofile%2FSAML2%2FCallback%3Fsrid%3D_2cf8c8f893f3dd4ad344021515c740c031580b1bf5%26entityId%3Dhttps%253A%252F%252Fuga.wellspringsoftware.net%252Fsimplesaml%252Fmodule.php%252Fsaml%252Fsp%252Fmetadata.php%252Fdb4ebf0c-37f1-4d9f-a2a8-d231f82be2f4\" target=\"_blank\" rel=\"noopener\">here<\/a>. For any questions regarding this process, please email\u00a0<a href=\"mailto:eric.sanderson@uga.edu\">eric.sanderson@uga.edu<\/a>. The resulting signed data use agreement should be <strong><em>included<\/em><\/strong> with the signed Standard VRS Agreement and uploaded when completing the VRS Registration Request.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Please note:<\/strong> Only a person who is permitted to sign on behalf of the visitor\u2019s institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor\u2019s institution\u2019s policies. After signatures are obtained on the agreement, the individual signing as VRS remains subject to additional review and processing. The individual\u2019s 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.<\/span><\/p>\n<p><span style=\"font-size: 16px;\">Given that updates to VRS\/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement <strong><em>each time<\/em><\/strong> you need an agreement.<\/span><\/p>\n<p>&nbsp;<\/p>\n<ol start=\"2\">\n<li><span style=\"font-size: 16px;\"><strong>Citizenship-based Document:<\/strong><\/span>\n<ol>\n<li><span style=\"font-size: 16px;\">If\u00a0the visitor is a <strong>US citizen\/permanent resident of the United States<\/strong>: a background investigation\u00a0<em>approval <\/em>is required. The sponsor must initiate a background investigation by requesting the visitor complete the\u00a0<a href=\"https:\/\/hr.uga.edu\/_resources\/pdf\/background_request_form.pdf\" target=\"_blank\" rel=\"noopener\">UGA Human Resources Background Check Request Form<\/a>. The form is submitted to\u00a0<strong><em>University Human Resources (HR)<\/em><\/strong>\u00a0to conduct the background investigation.\u00a0 HR will return the background investigation result to the unit, and it is this result that should be uploaded to the VRS Registration Request.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">If\u00a0the 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.<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 16px;\"><strong><u>Timeline Guidelines for VRS Registration Request Submission<\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Depending on the type of review required, finalization of registration may take up to or longer than one month from date of request submission.\u00a0 <\/strong>Therefore, the r<\/span><span style=\"font-size: 16px;\">ecommended timeframe to submit VRS Questionnaire is at least one month in advance of the visit start date to ensure timely processing.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Preliminary Approval for VRS requests two months or more in advance of the start date:<\/strong>\u00a0Given 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.\u00a0 Assignment of the UGAID will be placed on hold until visit dates are confirmed within two months prior to the visit start date.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Maximum timeframe to submit VRS Questionnaire:<\/strong>\u00a0Six months in advance.\u00a0 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.<\/span><\/p>\n[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Remote VRS Registration Procedure&#8221; tab_id=&#8221;1735599555925-9a84c629-52c3&#8243;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>Remote Visiting Researcher\/Scholar Registration Procedure<\/strong><\/span><\/p>\n<ol>\n<li><span style=\"font-size: 16px;\"><strong>COLLABORATION DETAILS: <\/strong>Collaboration details should first be agreed upon between the UGA faculty sponsor, the remote collaborator, and the Faculty Sponsor\u2019s unit (via the unit head) before initiating the Office of Research VRS\/Remote VRS Registration Procedure.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>COLLECT REQUIRED SIGNED AGREEMENT: <\/strong>The faculty sponsor or staff proxy should obtain the required signed Remote VRS Agreement from the remote collaborator.\u00a0 See the\u00a0<strong>Required Signed Remote VRS Agreement<\/strong>\u00a0section below.\u00a0 The specific required agreement will depend on the remote collaborator\u2019s employment or student enrollment status.\u00a0 <strong>The UGA Faculty Sponsor is also required to sign the agreement.\u00a0 <\/strong>The faculty sponsor or staff proxy will upload the signed agreement to the <strong>VRS\/Remote VRS Registration Request form (see next step, #3).<\/strong><\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>COMPLETE THE VRS\/REMOTE VRS REGISTRATION REQUEST FORM: <\/strong>The faculty sponsor or staff proxy should complete\u00a0<a href=\"https:\/\/uga.infoready4.com\/#freeformCompetitionDetail\/1957071\" target=\"_blank\" rel=\"noopener\">VRS\/Remote VRS Registration Request Form<\/a>.\u00a0The online form requires information about the remote collaborator, the collaboration details and uploading of the required documents. The request form is now through UGA\u2019s InfoReady Portal and \u201cSave as Draft\u201d is now available. See the <strong>Timeline Guidelines for VRS\/Remote VRS Registration Request Submission section below for important submission timing guidance.<\/strong><\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: <\/strong>Office of Research staff will collect and review the request.\u00a0 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\u2019s\u00a0<strong>UGAID<\/strong>\u00a0to the Faculty Sponsor, staff contact and the Remote VRS as soon as possible.\u00a0 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. <strong>Important:<\/strong> Changes to the Remote VRS request (especially date changes) should be communicated to the Office of Research as soon as possible by emailing\u00a0<a href=\"mailto:vrs@uga.edu\">vrs@uga.edu<\/a>.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-size: 16px;\"><strong><u>Required Signed Remote VRS Agreement<\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">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 <strong><em>each time<\/em><\/strong> you need an agreement. Please choose\u00a0<strong>one of the following options<\/strong>\u00a0for the agreement:<\/span><\/p>\n<ol>\n<li><span style=\"font-size: 16px;\"><strong>If <\/strong>the remote collaborator is\u00a0<strong>employed by, enrolled in, or associated with<\/strong>\u00a0any university, company, or government organization, they should sign the\u00a0<a href=\"https:\/\/research.uga.edu\/docs\/forms\/visiting\/Remote_VRS_with_Home_Employer_Agreement.pdf\" target=\"_blank\" rel=\"noopener\">Standard Remote Visitor Agreement with Employer\/Institution Signature<\/a>.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong>If <\/strong>the remote collaborator is\u00a0<strong><em>not<\/em><\/strong>\u00a0employed by, enrolled in, or associated with any university, company, or government organization, they should sign the\u00a0<a href=\"https:\/\/research.uga.edu\/docs\/forms\/visiting\/Remote_VRS_with_NO_Home_Employer_Agreement.pdf\" target=\"_blank\" rel=\"noopener\">Standard Remote Visitor Agreement \u2013 No Employer\/Institution<\/a>.<\/span><\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 16px;\"><strong>INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">If\u00a0the remote collaborator or his\/her institution requests a custom Intellectual Property Agreement, please contact Dr. Derek Eberhart, Executive Director, Innovation Gateway (<a href=\"mailto:dereke@uga.edu\">dereke@uga.edu<\/a>). 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.\u00a0 The resulting signed custom IP agreement should be <strong><em>included<\/em><\/strong> with the signed Standard Remote VRS Agreement and uploaded when completing the VRS\/Remote VRS Registration Request.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>INFORMATION REGARDING A CUSTOM DATA USE AGREEMENT<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>If<\/strong>\u00a0a custom data use agreement is needed in addition to the required standard Remote VRS Agreement, the Faculty Sponsor may submit a request\u00a0<a href=\"https:\/\/sso.uga.edu\/cas\/login?service=https%3A%2F%2Fsso.uga.edu%2Fcas%2Fidp%2Fprofile%2FSAML2%2FCallback%3Fsrid%3D_2cf8c8f893f3dd4ad344021515c740c031580b1bf5%26entityId%3Dhttps%253A%252F%252Fuga.wellspringsoftware.net%252Fsimplesaml%252Fmodule.php%252Fsaml%252Fsp%252Fmetadata.php%252Fdb4ebf0c-37f1-4d9f-a2a8-d231f82be2f4\" target=\"_blank\" rel=\"noopener\">here<\/a>. For any questions regarding this process, please email\u00a0<a href=\"mailto:eric.sanderson@uga.edu\">eric.sanderson@uga.edu<\/a>. The resulting signed data use agreement should be <strong><em>included<\/em><\/strong> with the signed Standard VRS Agreement and uploaded when completing the VRS\/Remote VRS Registration Request.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Please note:<\/strong> Only a person who is permitted to sign on behalf of the visitor\u2019s institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor\u2019s institution\u2019s policies. After signatures are obtained on the agreement, the individual signing as Remote VRS remains subject to additional review and processing. The individual\u2019s 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.<\/span><\/p>\n<p><span style=\"font-size: 16px;\">Given that updates to VRS\/Remote VRS Agreements may occur, please check back at these links to download the appropriate agreement <strong><em>each time<\/em><\/strong> you need an agreement.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 16px;\"><strong><u>Timeline Guidelines for Remote VRS Registration Request Submission<\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Depending on the type of review required, finalization of registration may take up to or longer than one month from date of request submission.\u00a0 <\/strong>Therefore, the r<\/span><span style=\"font-size: 16px;\">ecommended timeframe to submit VRS Questionnaire is at least one month in advance of the visit start date to ensure timely processing.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Preliminary Approval for Remote VRS requests two months or more in advance of the start date:<\/strong>\u00a0Given 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.\u00a0 Assignment of the UGAID will be placed on hold until dates are confirmed within two months prior to the start date.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Maximum timeframe to submit Remote VRS Questionnaire:<\/strong>\u00a0Four months in advance.\u00a0 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.\u00a0 They should then be resubmitted within the four months in advance time frame when the information in the request has been confirmed.<\/span>[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Instructions for Extension of Visit for an Existing VRS\/Remote VRS&#8221; tab_id=&#8221;1596741106284-b2b451d7-d54a&#8221;][vc_column_text css=&#8221;&#8221;]<span style=\"color: #c00000; font-size: 16px;\"><strong>INSTRUCTIONS FOR EXTENSION OF VISIT\/REMOTE COLLABORATION FOR AN EXISTING VRS\/REMOTE VRS<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\">If a Faculty Sponsor has an <strong>existing<\/strong> VRS or Remote VRS and wishes to extend the affiliate status past the original end date, please submit a request via the <a href=\"https:\/\/uga.infoready4.com\/#freeformCompetitionDetail\/1959416\" target=\"_blank\" rel=\"noopener\">VRS\/Remote VRS Extension Request Form<\/a>.\u00a0 (Please email <a href=\"mailto:vrs@uga.edu\" target=\"_blank\" rel=\"noopener\">vrs@uga.edu<\/a> to inquire if you are unsure if your affiliate is currently a VRS or Remote VRS.)<\/span><\/p>\n<p><span style=\"font-size: 16px;\">Should the extension be approved, the Office of Research will request the UGAID be reactivated.\u00a0<strong>Extensions are for a maximum of 12 months at a time.<\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>IMPORTANT INFORMATION REGARDING EXTENSIONS:\u00a0<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">Extensions must be requested <strong><em>prior to the original end date<\/em><\/strong>. A new request should be submitted if the end date has already passed.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">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.<\/span><\/li>\n<li><span style=\"font-size: 16px;\"><strong><em>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.<\/em><\/strong><\/span><\/li>\n<\/ul>\n[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Timeline Guidelines for VRS\/Remote VRS Registration Request Submission&#8221; tab_id=&#8221;1735927800169-04b350d7-a91a&#8221;][vc_column_text css=&#8221;&#8221;]<span style=\"font-size: 16px;\"><strong><u><span style=\"color: #c00000; font-size: 16px;\">Timeline Guidelines for VRS Registration Request Submission<\/span><\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Recommended timeframe to submit VRS Application:<\/strong>\u00a0One month in advance of the visit start date to ensure timely processing.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Preliminary Approval for VRS requests two months or more in advance of the start date:<\/strong>\u00a0Given 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.\u00a0 Assignment of the UGAID will be placed on hold until visit dates are confirmed within two months prior to the visit start date.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Maximum timeframe to submit VRS Application:<\/strong> Do not submit an application more than six months in advance.\u00a0 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.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 16px; color: #c00000;\"><strong><u><span style=\"font-size: 16px;\">Timeline Guidelines for Remote VRS Registration Request Submission<\/span><\/u><\/strong><\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Recommended timeframe to submit VRS Application:<\/strong>\u00a0At least two weeks in advance of the start date to ensure timely processing.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Preliminary Approval for Remote VRS requests two months or more in advance of the start date:<\/strong>\u00a0Given 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.\u00a0 Assignment of the UGAID will be placed on hold until dates are confirmed within two months prior to the start date.<\/span><\/p>\n<p><span style=\"font-size: 16px;\"><strong>Maximum timeframe to submit Remote VRS Application:<\/strong> Do not submit an application more than four months in advance.\u00a0 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.\u00a0 They should then be resubmitted within the four months in advance time frame when the information in the request has been confirmed.<\/span>[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;UGAID, MyID and UGA Card &#8211; Know the Differences&#8221; tab_id=&#8221;1596741066709-1f2e17d6-eeb4&#8243;][vc_column_text]\n<table class=\" aligncenter\" style=\"width: 100%; border-collapse: collapse; border-color: #fa0505; background-color: #faf7f7; border-style: double;\">\n<tbody>\n<tr>\n<td style=\"width: 289.5px;\"><strong>Identifier<\/strong><\/td>\n<td style=\"width: 289.5px;\"><strong>Description<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 289.5px;\">UGAID<\/td>\n<td style=\"width: 289.5px;\">Your UGA identification number begins with 81. It\u2019s used instead of your Social Security number to access personal data. Your UGA ID number appears on the back of your UGACard.<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 289.5px;\">MyID<\/td>\n<td style=\"width: 289.5px;\">Your MyID is the username that\u2019s required to log in to a number of online university resources and other functions.<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 289.5px;\">UGA Card<\/td>\n<td style=\"width: 289.5px;\">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.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n[\/vc_column_text][\/vc_tta_section][vc_tta_section title=&#8221;Other Important VRS Information&#8221; tab_id=&#8221;1665427371663-914c051d-147d&#8221;][vc_column_text css=&#8221;&#8221;]<span style=\"font-size: 16px;\"><strong>Other important VRS information after the hosting procedures are completed:<\/strong><\/span><\/p>\n<ol>\n<li><span style=\"font-size: 16px;\">Once the UGAID has been assigned, the visitor can\u00a0set 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.<\/span><\/li>\n<li><span class=\"ui-provider bie bif c d e f g h i j k l m n o p q r s t big bih w x y z ab ac ae af ag ah ai aj ak\" dir=\"ltr\" style=\"font-size: 16px;\">Upon arrival on campus, if the visitor needs to obtain a UGA OneCard, follow the instructions <a class=\"fui-Link ___1eya986 f3rmtva f1ewtqcl fyind8e f1k6fduh f1w7gpdv fk6fouc fjoy568 figsok6 f1hu3pq6 f11qmguv f19f4twv f1tyq0we f1g0x7ka fhxju0i f1qch9an f1cnd47f fqv5qza f1vmzxwi f1o700av f13mvf36 f1cmlufx f9n3di6 f1ids18y f1tx3yz7 f1deo86v f1eh06m1 f1iescvh fhgqx19 f1olyrje f1p93eir f1nev41a f1h8hb77 f1x7u7e9 f10aw75t fsle3fq f17ae5zn\" title=\"https:\/\/tate.uga.edu\/ugacard\/ugaonecard\/onecard-affiliate\/\" href=\"https:\/\/tate.uga.edu\/ugacard\/ugaonecard\/onecard-affiliate\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link listed here\">listed here<\/a> under the Visiting Researcher\/Scholar section. This card will provide the visitor with access to various other services (including buses).<\/span><\/li>\n<li><span style=\"font-size: 16px;\">The visitor can apply for <a href=\"https:\/\/www.libs.uga.edu\/access-services\">library access<\/a>.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-size: 16px;\"><strong>Other Support Disclosure Requirements<\/strong><strong>:<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">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&#8217;s involvement on the proposed or active project. To aid in identifying each agency&#8217;s requirements for disclosure, please carefully review SPA&#8217;s Pre and Post Award Disclosures: Other Support document found <a href=\"https:\/\/spa.uga.edu\/grant-tool-box\/#1706558347974-8dd821e9-91a2\" target=\"_blank\" rel=\"noopener\">here<\/a>.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-size: 16px;\"><strong>Office of Research expects the Sponsoring Unit to assist the VRS with the following items:\u00a0<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-size: 16px;\">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 <a href=\"https:\/\/research.uga.edu\/visiting\/information\/#1494615499321-832a774b-2aa0\" target=\"_blank\" rel=\"noopener\">this section<\/a> for a link to Apartment Finder and a list of hotels in Athens.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">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.<\/span><\/li>\n<li><span style=\"font-size: 16px;\">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.<\/span><\/li>\n<\/ul>\n[\/vc_column_text][\/vc_tta_section][\/vc_tta_accordion][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]\n<h3>Contacts<\/h3>\n[\/vc_column_text][vc_column_text css=&#8221;&#8221;]\n<ul>\n<li>Office of Research &#8211; Visiting Researcher Scholar Status Request Process, <a href=\"mailto:vrs@uga.edu\">vrs@uga.edu<\/a>, 706-542-5927<\/li>\n<li>Office of Global Engagement &#8211; Immigration Services (IS), 706-542-2900<\/li>\n<li>EITS Helpdesk,\u00a0<a href=\"mailto:helpdesk@uga.edu\">helpdesk@uga.edu<\/a>, 706-542-3106<\/li>\n<li>Human Resources,\u00a0<a href=\"mailto:hrweb@uga.edu\">hrweb@uga.edu<\/a>, 706-542-2222<\/li>\n<\/ul>\n[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][\/vc_column][\/vc_row]\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1776085241707{margin-bottom: 30px !important;}&#8221;] The information below includes the definitions of a Visiting Researcher\/Scholar (VRS) and a Remote Visiting Researcher\/Scholar (Remote VRS or RVRS), why a unit should register a VRS or Remote VRS through the Office of Research, procedures for registration and other important information. Please note that visa sponsorship through UGA is a [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-120","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/pages\/120","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/comments?post=120"}],"version-history":[{"count":4,"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/pages\/120\/revisions"}],"predecessor-version":[{"id":698,"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/pages\/120\/revisions\/698"}],"wp:attachment":[{"href":"https:\/\/research.uga.edu\/visiting\/wp-json\/wp\/v2\/media?parent=120"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}