Visiting Academic Collaborators

This policy takes effect on August 31, 2021

Overview

The Visiting Academic Collaborators Policy, outlined in the UC Davis Policy and Procedure Manual 380-09, applies to all campus faculty, clinicians, and staff who sponsor Visiting Academic Collaborators. A Visiting Academic Collaborator is any person (domestic or international) who is not employed by the University of California and has been invited by a UC Davis Sponsor to a UC Davis campus or facility to participate in or observe teaching, research, or public service activities for more than 10 consecutive days (not including weekends or campus holidays) in collaboration with a member of the UC Davis community. Visiting Academic Collaborators do not include those who should be sponsored for J-1 visa status.

Given UC Davis’ commitment to enhancing its mission of teaching, research, and service through partnerships and interactions with visiting national and international collaborators, this policy ensures that UC Davis maintains centralized information about Visiting Academic Collaborators; protects its interests, reputation and intellectual property; and mitigates related risks, including, but not limited to conflicts of interest, conflicts of commitment, export controls, foreign collaborations, and intellectual property security and control.

The Visiting Academic Collaborators designation includes domestic and international visitors not sponsored for a visa by UC Davis. (Note: International visitors will usually have a visa sponsored by another U.S. institution, a B-1 business visitor visa, or be granted U.S. entry as a business visitor under the Visa Waiver Program.) Under the policy, a Visiting Academic Collaborator must have a UC Davis employee as a Sponsor who invites the collaborator to UC Davis. Beginning August 31, 2021, both the Sponsor and the Visiting Academic Collaborator must provide required information to UC Davis prior to the collaborator’s arrival to a UC Davis facility.

Sponsors and visitors are required to submit information through a web portal, known as iGlobal, managed by Services for International Students and Scholars (SISS) within Global Affairs. During this process, the Office of Research will also collect information regarding a proposed visit by international Visiting Academic Collaborators. Under the policy, information on international visitors is required to be submitted at least 90 days prior to the planned arrival and information on domestic visitors is required at least 60 days prior to the planned arrival. More information on submission requirements is below. Note: this requirement will be waived for the first six months following the start of this policy to allow for a gradual learning period and adoption by the campus.

Frequently Asked Questions and Answers

Who is considered a Visiting Academic Collaborator?

A Visiting Academic Collaborator is any person, domestic or international, not employed by UC Davis and who a UC Davis Sponsor has invited to a UC Davis campus or facility to participate in or observe teaching, research, or public service activities for more than 10 consecutive days (not including weekends or campus holidays) in collaboration or partnership with a member of the UC Davis community (faculty, clinicians, and staff). Note: international visitors coming to UC Davis to do research must be working independently, and due to federal regulations, international visitors working with campus faculty, researchers, or others are required to use a J-1 visa and do not fall within the Visiting Academic Collaborator category of visitors.

Who is not considered a Visiting Academic Collaborator?
  • Academic visitors planning to be on campus for fewer than 10 consecutive business days.
  • Any international visitor sponsored by UC Davis for a J-1 visa. This new process does not replace the J-1 program sponsorship requirement for teaching and collaborative research, paid or unpaid by UC Davis.
    • The Visiting Academic Collaborator is not a substitute for the J-1 visa. See information on what activities are appropriate for a business visa or visa waiver.
  • Visiting Fulbright Scholars.
  • Anyone employed by UC Davis, such as postdocs or researchers.  

Visitors who have an official academic appointment should not be considered Visiting Academic Collaborators. The host department should request support for a J-1 visa for these visitors.

When must information be submitted?

Sponsors must report the visitor in advance. Information for domestic visitors is required at least 60 days prior to the planned arrival. Information on international visitors is required at least 90 days prior to the planned arrival

What information is required to be submitted?

Sponsors are required to provide the following information:

  • Name of visitor
  • Visitor’s email address
  • Is the visitor a U.S. citizen or permanent resident?
  • Name of UC Davis host
  • UC Davis host’s email address
  • Type of visit (select from a drop-down menu)
  • Anticipated arrival and departure dates

Visiting Academic Collaborators are required to provide the following information:

  • Name
  • Date of birth
  • Is the visitor a U.S. citizen or permanent resident?
  • Name of emergency contact
  • Emergency contact’s phone number
  • Emergency contact’s email address
  • Name of employer/home institution
  • Home institution department
  • Work title/position at home institution (e.g., faculty, researcher, undergraduate student, graduate student) 
  • Home institution address
  • Home institution country
  • Source(s) of funding for UC Davis visit
Who should submit the required information on Visiting Academic Collaborators?

Since Services for International Students and Scholars (SISS) in Global Affairs has a network of campus department and program contacts with whom we work with on visa issues, we recommend that these staff be given the task of submitting Visiting Academic Collaborator information as access to the UC Davis iGlobal reporting database is limited to staff with SISS approval. 

How does a Sponsor report a Visiting Academic Collaborator?
  • Contact the person in your department or cluster who normally works with SISS to bring international scholars to campus ("SISS department contact"). This person will have access to the UC Davis iGlobal system, where they will initiate the Visiting Academic Collaborator reporting form.
    • You must have access to iGlobal in order to access the reporting form.
    • Please email SISS if your department or cluster does not have an existing SISS contact (or if you do not know who this person is).
  • The SISS department contact will complete the Visiting Academic Collaborator reporting form in the UC Davis iGlobal system, including the names of others (e.g., department chair) who will be required to approve the visit.
    • The form must be submitted at least 60 days prior to the arrival of a domestic Visiting Academic Collaborator, or at least 90 days prior to the arrival of an international Visiting Academic Collaborator.
  • Once the Visiting Academic Collaborator has been registered, the reported information will be entered in a database for reporting and archival purposes.
  • Upon the Visiting Academic Collaborator's arrival, the host department must submit information confirming the visitor’s arrival and confirming arrival and planned departure dates.
What are the overall roles and responsibilities?

The Sponsor:

  • Provides required information about the prospective Visiting Academic Collaborator and coordinates the reporting process.
  • Consults with Global Affairs/SISS if there are questions about the appropriate visa status of international visitors.
  • Reports the Visiting Academic Collaborator’s actual arrival and departure dates to Global Affairs/SISS.
  • Ensures that the Visiting Academic Collaborator is aware of and follows all university policies applicable to their activities at UC Davis.
  • Works with Office of Research to resolve export control issues, if any.

The Department Chair/Supervisor:

  • Reviews and acknowledges the report form of the prospective Visiting Academic Collaborator within their area of supervisory responsibility.
  • Acknowledges and agrees to support the Sponsor with respect to policy compliance of the Visiting Academic Collaborator in the scope of their activities while at UC Davis, including providing and removing access to university facilities and resources.
  • Delegates to an appropriate department staff person the responsibility of reporting Visiting Academic Collaborators.

The Dean/Vice Provost/Vice Chancellor:

  • Reviews and acknowledges the report form of the prospective Visiting Academic Collaborator within their area of supervisory responsibility.
  • Acknowledges and agrees to support the Sponsor with respect to policy compliance of the Visiting Academic Collaborator within the scope of their activities while at UC Davis.

The Vice Provost and Dean - Global Affairs:

  • Enters the reported information into a database.
  • Responds to appropriate campus officials to answer questions or address issues raised, as necessary.
  • Provides periodic reports summarizing data on Visiting Academic Collaborators to other campus units for appropriate analysis and decision making.

The Visiting Academic Collaborator:

  • Submits accurate information to be included on the report form.
  • Complies with all relevant university policies.

More Information