Visiting 最大资源采集网ers / Scholars
Visiting 最大资源采集网er/Scholar Registration Procedures
The information below includes the definitions of a Visiting 最大资源采集网er/Scholar (VRS) and a Remote Visiting 最大资源采集网er/Scholar (Remote VRS or RVRS), why a unit should register a VRS or Remote VRS through the Office of 最大资源采集网, procedures for registration and other important information.
Please note that visa sponsorship through UGA is a separate process through the听.听 All visa questions should be directed to that office.听 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.听 The visa process can be conducted in tandem with the VRS registration process.听 The UGAID is not required to start the visa sponsorship procedures.
Given that updates to VRS/Remote VRS Agreements may occur, please check back at this webpage to download the appropriate agreement each time you need an agreement.
Definition of the Visiting 最大资源采集网er/Scholar Status
Visiting 最大资源采集网er/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 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.听 A VRS must have a UGA Faculty Sponsor.
Who is听NOT听a Visiting 最大资源采集网er/Scholar:听
- Visitors who are not observing/collaborating/participating in research
- Persons that are not engaging in-person in research at any location. (See next accordion for persons that will remotely collaborate in research with a UGA faculty member 鈥� Remote VRS.)
- Minors and persons still enrolled in highschool. (A VRS must be at least at the undergraduate student level or above.)
- 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听)
- Postdoctoral 最大资源采集网 Scholars (support is offered by the听Office of Postdoctoral Affairs)
If you need assistance determining if your visitor is a Visiting 最大资源采集网er/Scholar, please听别尘补颈濒听vrs@uga.edu.
For each VRS, the Faculty Sponsor should initiate the hosting procedures described below in the Visiting 最大资源采集网er/Scholar Hosting Procedures section.听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.
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Definition of the Remote Visiting 最大资源采集网er/Scholar Status
Remote Visiting 最大资源采集网er/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 electronically without engaging in person at any location, whether at UGA or any site. Remote VRS must have a UGA Faculty Sponsor.
Who is听NOT听a Remote Visiting 最大资源采集网er/Scholar:听
- Visitors who are not collaborating/participating in research.
- Persons that are engaging in research in-person at UGA or any other site. (See the information above for persons that will physically come to a UGA campus to collaborate in research with a UGA faculty member 鈥� VRS.)
- Minors and persons still enrolled in highschool. (A Remote VRS must be at least at the undergraduate student level or above.)
- 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听)
- Postdoctoral 最大资源采集网 Scholars (support is offered by the听Office of Postdoctoral Affairs)
If you need assistance determining if a person qualifies for Remote Visiting 最大资源采集网er/Scholar status, please email听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 最大资源采集网, UGA visiting researchers and scholars and Remote VRS will be assigned a UGAID and have appropriate 鈥渟tanding鈥� at UGA.
Visitors/Remote VRS registered with the Visiting 最大资源采集网er/Scholar program will be assigned a UGAID (81x number). VRS can then acquire a听听to access services such as buses and building or lab access.听 Hosting units can听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 最大资源采集网 transmits the assigned UGAID back to the Faculty Sponsor.
Registration through the Office of 最大资源采集网 also helps ensure liability coverage and clarifies intellectual property and data use agreements.
Visiting 最大资源采集网er/Scholar Types and Associated Time Limits
- There are three distinct types of Visiting 最大资源采集网ers/Scholars that relate to the professional level of the visitor, and each type carries a maximum duration for the visit.
- Scholar in Residence.听 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.
- Visiting Graduate Student 最大资源采集网er.听 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 最大资源采集网er may stay in this role for up to 24 months.
- Undergraduate Interns.听 Visitors involved in temporary research or scholarship at UGA, independent or collaborative, who are pursuing an undergraduate degree听 at a non-UGA institution; an Undergraduate Intern may stay in this role for up to 12 months.
- Remote VRS. Remote Visiting 最大资源采集网er/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听鈥淚nstructions for Extension of Visit鈥澨�section.
Visiting 最大资源采集网er/Scholar Registration and Hosting Procedure
Please note that visa sponsorship through UGA is a separate process through the听.听 All visa questions should be directed to that office.听 Units hosting foreign national VRS that require a visa sponsored through UGA should initiate the visa process through Immigration Services as soon as possible.听 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
- 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 最大资源采集网 VRS Registration Procedure.
- COLLECT REQUIRED DOCUMENTS: The faculty sponsor or staff proxy should obtain the required documents from the visitor.听 See the听Required Documents section below.听 The specific required documents will depend on the visitor鈥檚 employment status and citizenship status.听 The faculty sponsor or staff proxy should upload the required documents in the VRS Registration Request Form (see next step, #3).
- COMPLETE THE VRS REGISTRATION REQUEST FORM: The faculty sponsor or staff proxy should complete听.听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鈥檚 InfoReady Portal and 鈥淪ave as Draft鈥� is now available. See the Timeline Guidelines for VRS Registration Request Submission section below for important submission timing guidance.
- OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: Office of 最大资源采集网 staff will collect and review the request.听 A request may also require review by Export Control and/or OGE-Immigration Services. 听If there are no questions or concerns, the Office of 最大资源采集网 will assign and send the visitor鈥檚听UGAID听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 最大资源采集网 as soon as possible by emailing听vrs@uga.edu.
- VRS ONBOARDING PACKET:听Office of 最大资源采集网 staff will create and send a VRS OnBoarding packet soon after the UGAID is assigned. It is the sponsoring unit鈥檚 responsibility to ensure the visitor completes the VRS OnBoarding module soon after they arrive on campus.听 It is also the Faculty Sponsor鈥檚 responsibility to ensure that the VRS completes any needed Lab Safety Training.
- REVIEW IMPORTANT VRS INFO: The Faculty Sponsor and staff contact should review the 鈥�Other Important VRS Information鈥� section.
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Required Documents
The following documents are required to complete the VRS Registration Request:
- Visitor Agreement: ALL VRS must sign a visitor agreement in order to be registered with the Office of 最大资源采集网 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.听 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.听 Please choose听one of the following options听for the agreement:
- If the visitor is听employed by, enrolled in, or associated with听any university, company, or government organization, they should sign the听Standard Visitor Agreement with Employer/Institution Signature.
- If the visitor is听not听employed by, enrolled in, or associated with any university, company, or government organization, they should sign the听Standard Visitor Agreement 鈥� No Employer/Institution.
INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT
If听the visitor or visitor鈥檚 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.听 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听a custom data use agreement is needed in addition to the required standard VRS Agreement, the Faculty Sponsor may submit a request听. For any questions regarding this process, please email听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鈥檚 institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor鈥檚 institution鈥檚 policies. After signatures are obtained on the agreement, the individual signing as VRS remains subject to additional review and processing. The individual鈥檚 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.
- Citizenship-based Document:
- If听the visitor is a US citizen/permanent resident of the United States: a background investigation听approval is required. The sponsor must initiate a background investigation by requesting the visitor complete the听. The form is submitted to听University Human Resources (HR)听to conduct the background investigation.听 HR will return the background investigation result to the unit, and it is this result that should be uploaded to the VRS Registration Request.
- If听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
Depending on the type of review required, finalization of registration may take up to or longer than one month from date of request submission.听 Therefore, the recommended timeframe to submit VRS Questionnaire is at least 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:听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.听 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:听Six months in advance.听 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 最大资源采集网er/Scholar Registration Procedure
- COLLABORATION DETAILS: Collaboration details should first be agreed upon between the UGA faculty sponsor, the remote collaborator, and the Faculty Sponsor鈥檚 unit (via the unit head) before initiating the Office of 最大资源采集网 VRS/Remote VRS Registration Procedure.
- COLLECT REQUIRED SIGNED AGREEMENT: The faculty sponsor or staff proxy should obtain the required signed Remote VRS Agreement from the remote collaborator.听 See the听Required Signed Remote VRS Agreement听section below.听 The specific required agreement will depend on the remote collaborator鈥檚 employment or student enrollment status.听 The UGA Faculty Sponsor is also required to sign the agreement.听 The faculty sponsor or staff proxy will upload the signed agreement to the VRS/Remote VRS Registration Request form (see next step, #3).
- COMPLETE THE VRS/REMOTE VRS REGISTRATION REQUEST FORM: The faculty sponsor or staff proxy should complete听.听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鈥檚 InfoReady Portal and 鈥淪ave as Draft鈥� is now available. See the Timeline Guidelines for VRS/Remote VRS Registration Request Submission section below for important submission timing guidance.
- OFFICE OF RESEARCH REVIEW AND FINAL REGISTRATION: Office of 最大资源采集网 staff will collect and review the request.听 A request may also require review by Export Control. If there are no questions or concerns, the Office of 最大资源采集网 will assign and send the remote collaborator鈥檚听UGAID听to the Faculty Sponsor, staff contact and the Remote VRS as soon as possible.听 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 最大资源采集网 as soon as possible by emailing听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 最大资源采集网 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听one of the following options听for the agreement:
- If the remote collaborator is听employed by, enrolled in, or associated with听any university, company, or government organization, they should sign the听Standard Remote Visitor Agreement with Employer/Institution Signature.
- If the remote collaborator is听not听employed by, enrolled in, or associated with any university, company, or government organization, they should sign the听Standard Remote Visitor Agreement 鈥� No Employer/Institution.
INFORMATION REGARDING A CUSTOM INTELLECTUAL PROPERTY AGREEMENT
If听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.听 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听a custom data use agreement is needed in addition to the required standard Remote VRS Agreement, the Faculty Sponsor may submit a request听. For any questions regarding this process, please email听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鈥檚 institution and to bind the institution to a contract, has the authority to sign. That would be determined per the visitor鈥檚 institution鈥檚 policies. After signatures are obtained on the agreement, the individual signing as Remote VRS remains subject to additional review and processing. The individual鈥檚 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
Depending on the type of review required, finalization of registration may take up to or longer than one month from date of request submission.听 Therefore, the recommended timeframe to submit VRS Questionnaire is at least one month in advance of the visit start date to ensure timely processing.
Preliminary Approval for Remote VRS requests two months or more in advance of the start date:听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.听 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:听Four months in advance.听 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.听 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 .听 (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 最大资源采集网 will request the UGAID be reactivated.听Extensions are for a maximum of 12 months at a time.
IMPORTANT INFORMATION REGARDING EXTENSIONS:听
- 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 最大资源采集网er 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 Application:听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:听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.听 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 Application: Do not submit an application more than six months in advance.听 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 Application:听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:听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.听 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 Application: Do not submit an application more than four months in advance.听 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.听 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鈥檚 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鈥檚 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:
- Once the UGAID has been assigned, the visitor can听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.
- Upon arrival on campus, if the visitor needs to obtain a UGA OneCard, follow the instructions under the Visiting 最大资源采集网er/Scholar section. This card will provide the visitor with access to various other services (including buses).
- The visitor can apply for .
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 .
Office of 最大资源采集网 expects the Sponsoring Unit to assist the VRS with the following items:听
- 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.
Contacts
- Office of 最大资源采集网 – Visiting 最大资源采集网er Scholar Status Request Process, vrs@uga.edu, 706-542-5927
- Office of Global Engagement – Immigration Services (IS), 706-542-2900
- EITS Helpdesk,听helpdesk@uga.edu, 706-542-3106
- Human Resources,听hrweb@uga.edu, 706-542-2222