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Office of Research and Innovation

Research Visitors FAQs

This page provides answers to frequently asked questions about eligibility, required steps, timelines, and university policies for individuals planning a research visit to NC State.

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For more detailed information, please review the FAQs in their entirety, as this list highlights only our most frequently used resources.

General Process

Does a U.S. citizen need to submit a Visiting Researcher Questionnaire?

  • Yes. The Visiting Researcher Questionnaire (VRQ) is required for all research visitors, including U.S. citizens and Permanent Residents.
  • Please follow this process.

What if the Research Visitor is not willing to sign the Visiting Researcher Agreement and/or there is an alternative agreement already in place to govern the terms of the visit?

  • If an alternative agreement already exists or is needed to cover a broader research collaboration, Sponsored Programs will review it to determine if it covers the visit.
  • If the VRA is part of a larger collaboration not covered by an existing agreement, contact your unit’s research administrator to initiate a PINS record and include the scope of work so the most appropriate alternative agreement can be determined.
  • If there is no larger agreement, and the visitor does not accept the standard VRA terms, ORI Research Operations will coordinate with the Office of General Counsel to review proposed edits.

Appointments, Job Codes, and Access

How do I know if I have the right job code?

  • Utilize the Unpaid Job Code Matrix to confirm the correct job code.
    • The hosting department is ultimately responsible for determining the most suitable appointment/job code.
  • Note: Our team is only concerned with processing UP02 Unpaid Research Scholars, and a VRA is only needed for this job code.

UP02 vs UP05: What’s the difference?

  • A UP02 Unpaid Research Scholar appointment is required for individuals who are external to NC State and:
    • Will be conducting research at NC State (regardless of access needs), and/or
    • Will require independent access to university research space, systems, or data.
  • A UP05 Unpaid Volunteer or Intern appointment can be used when:
    • The individual is an NC State student, even if conducting research, as they are covered by NC State’s PRRs and would already have access to university systems, or
    • The individual is not conducting research and will not need independent access to university research space, systems, or data.
  • Utilize the Unpaid Job Code Matrix to confirm the correct job code.  

How long can the terms of an appointment last?

  • The terms of the appointment cannot exceed three years.

Do I need to submit a new Visiting Researcher Questionnaire (VRQ) or Visiting Researcher Agreement (VRA) if I want to extend a current appointment?

  • Meet these criteria:
    • The visitor’s scope of work does not change, and
    • A VRQ has been submitted with the original VRA.
  • If the above criteria are met:
    • Email a request to group-research-visitors@ncsu.edu that includes:
      • Original approved VRA,
      • Extension timeline,
      • Written confirmation from the department head acknowledging their support of this extension, and
      • An updated VRA if the extension is longer than 6 months past the original end date.
  • If the above criteria are not met, you must submit a new VRQ and VRA.

Do previous NC State faculty, staff and students need a background check?

  • Yes. All individuals appointed under the UP02 Unpaid Research Scholar job code must have a valid background check on file within the past year, regardless of past NC State affiliation, per University Human Resources rules.
  • Exception: Undergraduate Research Experience participants. Review information under the Recent Grads and Undergrads section.

Which unpaid job code should I use for non-NC State faculty members serving on a graduate student’s committee who need a Unity ID?

  • Under REG 02.40.01, external thesis/dissertation committee members and technical consultants are not required to have an Affiliate Graduate Faculty status in order to serve. For more details, please refer to the NC State Graduate Handbook. 
  • If such a committee member is involved in research beyond simply serving on the thesis committee and does require a Unity ID to access NC State facilities, use the UP02 job code and complete the Research Visitor process.
  • Questions? Contact the Graduate School: gfac-nomination@ncsu.edu

Do Emeritus Faculty involved in research beyond simply serving on a Graduate Student thesis/dissertation committee require a UP02 appointment?

  • No. Emeritus faculty should be appointed under the UP10 Unpaid Emeritus job code. This is in accordance with paragraph 2.5 of POL 05.20.02 and section 1.3A of the NC State Graduate Handbook.

Does someone seeking a courtesy appointment in a different department (outside their primary full- or part-time role) qualify as a Research Visitor?

  • No. Use the UP11 Faculty All Ranks job code for courtesy appointments.

Does an incoming faculty member who needs to submit a proposal or transfer an award before their official start date require an unpaid Research Visitor appointment?

What is the process for Biomedical Engineering faculty who have a primary appointment with UNC-CH?

  • They are not Research Visitors, but do require unpaid appointments to access NC State Systems.

International Visitors and Facility Access

When my unit/department sponsors a Research Visitor’s visa, how do I signal the need for Export Controls and Restricted Party screenings?

Does a group or company leasing space in a building managed by my unit/department need a Research Visitor appointment to get a WolfPack One Card and building access?

  • No. These individuals and any research they conduct are not NC State-affiliated and, therefore, will not require an unpaid position with NC State.
  • Use the WolfPack One Card form to request building/door access only (no Unity ID).

Recent Grads and Undergrads

Does a recently graduated student who needs continued access to a research project require a Research Visitor appointment?

  • It depends:
    • Complete the Request Process for Continued Access for Graduates if the graduate will not participate in new research. This process will ensure continued access is appropriate and consistent with University PRRs and sponsor terms and conditions.
    • If the graduate will participate in new research and/or needs independent access to research space or systems to complete tasks outside the scope of their project from when they were a student, they must be appointed under the UP02 Unpaid Research Scholar job code and complete the Research Visitor process.
  • Note: Graduates/Graduating students can request up to 58 additional days of Unity ID access by contacting the NC State Help Desk via the NC State IT Service Portal or by calling 919.515.HELP (4357).

Is a participant in an Undergraduate Research Experience program required to go through the Research Visitor process?

Still Have Questions?