Visiting Scholars Form

Visiting Scholars interact with the University in numerous ways that affect multiple departments across campus. This form is designed to capture critical information early in the process of bringing in a visiting scholar. If you are considering working toward possibly bringing a visiting scholar to campus, please complete the following form and forward completed copies to the appropriate departments as designated below. This form is not designed to coverfull time or part time employees. This form is required by the College Dean to issue a zero‐pay contract.

Visiting Scholar’s Full Name:

Title: Gender:

Country of Citizenship:

Country of Legal Permanent Residence:

Current title & position or level of visitor status:

Example: Post‐doc, University Faculty, Senior Government Official, Graduate Researcher, etc.

Contact Information:

E‐mail address: __________________________

Permanent Mailing Address:

Telephone Number: ____________________

Primary purpose of visit: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Estimated Dates Scholar will be On‐

Campus:

From:

(MM/DD/YYYY)

Until: (MM/DD/YYYY)

Primary TU HostNote: This is the individual that is completing this form. The primary contact is usually a TU faculty member. For scholars wishing to visit the TU Library, the primary contact should be Dean Adrian Alexander. Scholars whose primary purpose is to use the Research Center at Helmerich Center for American Research, the primary contact should be Vice President Susan Neal.

Name:

Department:

Email:

Faculty Host Signature: Date:

Department Chair Signature: Date:

Collegiate Dean Signature: Date:

PLEASE ATTACH A COPY OF THE SCHOLAR’S CURRENT CV TO THIS FORM.

I. Zero‐Pay Contract: Visiting scholars will be required to sign a zero‐pay contract issued by the dean of their respective college in order to receive a TU ID, email address, and have official status with the university. This is completed in advance of the scholar’s arrival on campus.

In order to initiate the zero‐pay contract, a copy of this form should be sent to the appropriate staff member in the College; either Sharon Greene (sharon-green@utulsa.edu), Barbette Veit (barbette-veit@utulsa.edu), Carol Alix (carol ‐ alix@utulsa.edu ), or Barbara Walters (barbara ‐ walters@utulsa.edu ) depending on the College in which the scholar will work.

II. Source of Funding: Scholars receive funding from a variety of sources: federal grants, foreign governments, their home institutions, a TU department, personal funds, among others.

What are the sources of funding for the scholar? (Please list all)

What expenses will the scholar’s funding cover?Example: Housing, Living Expenses, Travel, Related Research Expenses

Is any funding from an externally funded grant or contract? Yes NoIf this funding is from an externally funded grant or contract please identify the principal investigators(s), sponsor(s),and account number(s). A copy of this form should be forwarded to Debbie Newton (deborah ‐ newton@utulsa.edu),Director of Research and Sponsored Programs.

Principle Investigators:

Sponsor(s):

Account number:

III. Foreign Scholars: Most foreign scholars will require that TU issue documents for them to apply for a visa, a process that may take up to three months or longer, depending upon the scholar’s home country. In some rare cases, the program through which the scholar will be visiting TU (such as Fulbright) will be responsible for providing the documents for the scholar’s visa.

Is this is a foreign scholar? Yes No

Will TU be responsible for issuing the scholar’s immigration documents? Yes No

IMPORTANT: if in doubt, please consult with Carla Guthrie, SEVIS Compliance Coordinator in International Student Services (carla ‐ guthrie@utulsa.edu ). Hosting faculty will be expected to submit additional materials associated with the Visiting Scholar’s application.

If the visitor is a foreign scholar, the completed form should be sent to Carla Guthrie and to Debbie Newton (deborah ‐ newton@utulsa.edu), Director of Research and Sponsored Programs. Please note that the US State Department has issued new regulations requiring that Visiting Research Scholars must provide proof of English language proficiency. TU is expected to make an evaluation of a scholar’s English proficiency using an “objective measurement of English language proficiency,” by means of one of the three methods outlined below. Hosting faculty are advised to first consult with Carla Guthrie regarding options for a visitor:

1. A Recognized English Language Test – TU will accept a TOEFL, IELTS or other commonly recognized English language tests. There is also an online exam through J-Check available for a fee. The Scholar will be expected to present a TOEFL score of 60 or equivalent.

2. Signed Documentation from an Academic Institution or English Language School ‐ TU will accept signed documentation from an academic institution or English language school. This would be a diploma or proof of completion from a program that specializes in intensive English language instruction. (Examples such as English Language Institute, University Language Institute, ELS – these are all intensive English language programs in the Oklahoma area).

3. Interview by Videoconferencing or by Phone : A team consisting of three TU faculty members who have been trained by a staff member with expertise in ESL will conduct the interviews and rate the scholar according to the standardized rubric.

IV. Class enrollment: Scholars may not enroll in TU class for credit or for auditing, but may be permitted to observe a class with permission of the collegiate dean.

Will the scholar be involved in any current or pending externally funded grant or contract while at TU?Yes No

If yes, please indicate the principal investigator(s), sponsor(s), and a brief description of the research they will be involved in. Attach/forward this information to Debbie Newton (deborah-newton@utulsa.edu):

Will the scholar observe a course while at TU? Yes NoIn which college does the scholar anticipate observing classes? If known, please indicate the specific class:

V. Library access: With permission, the scholar may request access to the TU Libraries.

Is the scholar coming to TU primarily for the purpose of using the TU Libraries or Special Collections?

Yes No

If yes, the completed form should be sent to Adrian Alexander (adrian ‐ alexander@utulsa.edu ), Dean of the Library.

VI. Helmerich Center for American Research (HCAR): Scholars requesting access to collections with Helmerich Center for American Research will be expected to request permission for the research.

Is the scholar coming to TU primarily for the purpose of using the collections in HCAR?Yes No

If yes, the completed form should be sent to Susan Neal (susan-neal@utulsa.edu) Vice President for Public Affairs and Executive Director, Gilcrease.

VII. Housing: In most cases, the Visiting Scholar has responsibilities for his or her housing, although the departmentmay provide assistance with locating appropriate accommodations. Given the demands for on‐campus housing, Visiting Scholars should not assume that they will be able to secure an apartment or other accommodation on campus.

VIII. A copy of this form will be submitted by the Dean of the College with a copy of the zero‐pay contract to the Office of the Provost. Questions about this document or the process may be directed to Candice Chinsethagid (candice-chinsethagid@utulsa.edu), Assistant Director, Center for Global Education.

Summary of process and contacts:Activity ContactInitial invitation to visiting scholar Hosting faculty member may prepare with approval by

the respective collegiate dean

Zero Pay Contract Arts & Sciences: Barbara Walters (barbara ‐ walters@utulsa.edu)

Engineering & Natural Sciences: Sharon Greene

(sharon-greene@utulsa.edu)

Law: Barbette Veit (barbette-veit@utulsa.edu)

Business: Carol Alix (carol ‐ alix@utulsa.edu )

Notification that the scholar is funded by an external

award or grant;

Notification that a foreign scholar will conduct

research at TU

Director of Research and Sponsored Programs:

Debbie Newton (debbie ‐ newton@utulsa.edu )

Immigration issues associated with foreign scholars International Student Services:

Carla Guthrie (carla ‐ guthrie@utulsa.edu )Permission to observe classes at TU Collegiate Dean

McFarlin Library Access Dean of McFarlin Library:

Adrian Alexander (adrian ‐ alexander@utulsa.edu )Helmerich Center for American Research Access Executive Director:

Susan Neal (susan-neal@utulsa.edu)Notification about Visiting Scholars at TU Center for Global Education:

Candice Chinsethagid (candice-chinsethagid@utulsa.edu)