Key Roles and Responsibilities

Academic Visitor – is any person (domestic or international) who is:

(i)  not employed by NC State University (not paid salary)

(ii)  has been invited by a NC State Host; and

(iii) will participate in or observe teaching, research, or other scholarly activities; and

(iv)  will require independent access to University facilities and/or resources in ways that are not available to the general public. Note – this includes fully remote access to resources if a Unity ID is required.

Research Visitor – is an academic visitor who will be performing research activities and requires independent access to University facilities and/or resources.

Research Visitors may include but are not limited to:  

• a faculty member employed by another academic institution, 
• a student who is enrolled in an academic program at another institution, 
• an unpaid intern, 
• an individual who is employed in industry or the public sector, and 
• recent NC State graduates who require continued access to complete research activities.

• Submit accurate information
• If responsible for University research, submit a COI disclosure  
• When applicable, sign an acknowledgment, or enter into a Visiting Researcher Agreement (or approved alternative agreement), and comply with terms
• Comply with all relevant University policies, regulations and rules
• Complete all training appropriate for the visitor’s activities
• Conduct themselves in accordance with NC State’s ethical framework

Individual Host – any University employee who hosts an academic visitor pursuant to the appropriate approvals, who is primarily responsible for the visitor and who is expected to have knowledge of the expected scope of effort of the visitor and who has oversight of their actions while engaging in that scope.

• Determine the proposed scope of activities the visitor is expected to engage in
• Determine what access to University facilities and resources is needed
• Provide justification of the research value of long-term visitors 
• Host and facilitate the visit and ensure the visit concludes satisfactorily
• Provide ongoing oversight in conjunction with the administrative host for the full duration of the visit, including identifying when the scope of activities extends beyond the initially proposed scope
• Initiate visit requests

Administrative Host – the applicable head of a college, department, institute or unit where the visitor will be present. Administrative hosts may delegate day-to-day tasks related to visitors, but they retain the responsibility of oversight.

• Review the proposed scope of activities and determine if the unit can support them
• Ensure that proposed access to university facilities and use of University resources are appropriate
• Ensure that there is sufficient office space for the visitor 
• Ensure the visitor is aware of all policy, regulations and rules (PRRs) relevant to the visitor’s activities
• Ensure the visitor completes all trainings appropriate for the visitor’s activities
• Provide ongoing oversight in conjunction with the individual host for the full duration of the visit, including elevating concerns to institutional authorities, if appropriate, and holding individual hosts accountable for their responsibilities as they relate to the visitor
• Approve requests from an Individual Host in collaboration with the college HR lead

HR Lead – the applicable human resources or hiring lead of a college, department, institute, or unit where the research visitor will be present. The HR lead will ensure that all appropriate paperwork is completed prior to the final approval of the visitor’s appointment.

• Quality control check 
• Ensure that appropriate Visiting Researcher Agreement, or acceptable alternative agreement, and all necessary approvals are completed prior to the visit

Office of International Services (OIS) – The central office at NC State for processing and acquiring a visa for foreign research visitors. The OIS manages the GlobalHome system, which is an online portal for international students, scholars and employees.

• Verify appropriate visas

Office of Research and Innovation (ORI) – The central office for research efforts at NC State. ORI conducts export control and restricted party screens for foreign Research Visitors. The office is responsible for reviewing and providing final approval and signature on completed Visiting Researcher Agreements.

• Oversee the execution of the Visiting Researcher Agreements
• Provide approval for alternative agreements
• Review all proposed foreign visitors for export control considerations