Procedures for Visitors Engaged in Research

Researchers must follow the steps below to ensure compliance with the University of Tennessee’s Visitors Engaged in Research Policy. Questions about the policy and procedures should be directed to visitingresearcher@utk.edu.

Step 1:

Faculty Sponsor/Department identify visitor who will be engaged in research and determine if packet is needed.

Step 2:

Faculty Sponsor/Department downloads and completes Visitor Information Packet¹ (with signatures of Visitor, UT Faculty sponsor)

Step 3:

Department Head or Designee approves packet, and  Departmental Business Manager or equivalent completes the Departmental Use Only section.

Step 4:

30 days prior to visit, Departmental Business Manager or equivalent uploads packet into OneDrive folder using the naming convention: FacultySponsorName (last)_VisitingResearcherName (last, first)_DateUploaded(MMDDYYYY).

Example:  Smith_JonesFred_11032020.

Please email visitingresearcher@utk.edu for access to the folder for your unit/department if needed.

Step 5:

Department requests background check for domestic visitor (other than visitors from Oak Ridge National Laboratory of Y-12.)

Step 6:

Research Integrity and Assurance (DRIA) route to appropriate areas for review and signatures.

Step 7:

DRIA include approved packet on OneDrive and notify department.

Step 8:

Departmental Business Manager or equivalent enter the Visitor into IRIS as a Friend, Subcategory – Visiting Researcher.

Definitions:

UT Faculty Sponsor

A university employee with “regular” employment status as defined in policy HR0105 who proposes a visitor.

Departmental Business Manager

The individual designated as the department business manager or equivalent of an academic department or business unit without regard to the job title of the employee, or such individual’s designee.

¹The Visitor Information Packet provides information needed for review of visitor request and with attachment of supporting documentation including but not limited to a CV/resume, visa or work eligibility documents, and for domestic visitors, a separate background check will be performed by HR.

 

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