MAE Unpaid Academic Visitor Request

This form should be used to request a HR appointment for unpaid visitor access. Approval from the College Deans office is now required for all Visitor unpaid appointments. This will add additional processing time to the request. Background checks are now required for all academic visitors (excluding emeritus and retiree appointments). An academic visitor is defined as any person (domestic or international) who is not employed by NC State (not paid salary); has been invited by an NC State host; will participate in or observe teaching, research, or other scholarly activities; and will require independent access to university facilities and/or resources in ways that are not available to the general public — including fully remote access to resources if a Unity ID is required. Please alert your visitor to look for an email from background check and complete it ASAP. There are several forms that need to be uploaded into this request for an unpaid visitor participating in research prior to routing. INCOMPLETE FORMS WILL SIGNIFICANTLY SLOW THE PROCESS


*The following forms are required if the unpaid individual is performing research. PLEASE NOTE: IF YOU NEED A DS2019 THE QUESTIONNAIRE AND VRA WILL BE COLLECTED DURING THAT PROCESS AND NOT NEEDED FOR THIS FORM!!

Visiting Researcher Questionnaire (To obtain the clearance email from export control, the hosting department (recommended to be the hosting faculty member) must first complete export control’s visiting scholar questionnaire. Export control will conduct a review and send an email within 48 hours to confirm approval or request additional information. Copy of this email is required for an unpaid appointment.) You will upload the email you receive into this form: https://research.ncsu.edu/administration/compliance/research-compliance/export-controls/hosting-international-visitors/visiting-scholar-questionnaire/


*Visiting Researcher Agreement (YOU ARE REQUIRED TO OBTAIN SIGNATURES BEFORE UPLOADING HERE. In regards to the Visiting Researcher Agreement the signatures needed are the visitor, home institution (if they are compensating for any of the visitors stay/pay), host scientist from NC State and finally the host scientist's department head. The Office of Research and Innovation is not requiring signatures from the Dean or Associate Dean for Research at this time. You will need to send the VSA document to group-research-visitors@ncsu.edu for review and approval from the Vice Chancellor for Research and Innovation. (EMAIL group-research-visitors@ncsu.edu): https://drive.google.com/file/d/1w2lMjO3YceVW8ft-s0fAPmWhZp1x5ZGU/view?usp=share_link


Your CV


For NCSU REU students, the following form is needed:

https://docs.google.com/document/d/1PXawr0jUIVuniWV6RQ_gvEpYzFx7fi6O/edit

For non NCSU REU students the visiting researcher questionnaire and the VRA are required.


INFORMATION RELATED TO MINORS:

Whether paid or not, regardless of the age of the minor, this type of activity would fall under REG 01.25.18 and all requirements would apply. The NC State person in charge would need to register the "activity" using the minors compliance form in REPORTER and those serving as "Covered Individuals" would need background checks specifically for working with a minor within the last 3 years as well as training. The training is automatically assigned when the activity is registered in REPORTER. There must be at least three people at all times. One on one contact with minors is prohibited.


To register in REPORTER;


- Go to reporter.ncsu.edu

- Click the users name in the top right corner

- Go to the Protection of Minors Compliance dashboard

- Create or edit the compliance form

Definition of Covered Individual - all individuals 18 years old or older (including employees volunteers, and students working for a University-Sponsored Program/Activity and owners, employees, and volunteers of Covered Third-Party Programs) who work closely with, interact, supervise, instruct, or otherwise come into direct, non-incidental contact with Minors in a Program/Activity.

Select Action type:*
Is this individual a minor?*

If yes, have you receive approval from the Youth Programs & Compliance office?

https://vptm.ehps.ncsu.edu/home/youth-programs-compliance/

Can only be a first of the month future date. No retroactive dates are allowed.

Automatically defaults to one year in the system but can be up to 3 years.

Will this person be performing research?*

*Any unpaid individual who is performing research should be appointed using the UP02 Unpaid Research Scholar job code, regardless of rank.

Please select correct Job Code:*

All job codes require a background check EXCEPT unpaid Retiree and unpaid Emeritus. Education verification is required for Adjunct faculty serving as instructors of record or graduate committee members.

Please describe the nature of this appointment. Please be detailed as to why the unpaid appointment is needed. Please include if there will be teaching duties as well.

Please be specific.

Will the visitor be coming to campus?*
Lab Safety Training*

Please confirm that you understand the following requirement regarding lab safety training: Per university requirements, all employees and volunteers must complete the NC State Safety Orientation Checklist Course via Reporter (Visitors will be able to create a guest account to access Reporter) and review the checklist with their supervisor prior to beginning activities on campus. The Visitor’s supervisor is responsible for ensuring the safety training is completed within the first 3 days. You can find the checklist here. A copy of the completed safety certification must be emailed to the MAE Business Officer within 5 days of start date. Please acknowledge your understanding of this requirement .

For visitors performing research these are mandatory.

Visiting Researcher Agreement- FULLY SIGNED

Visiting Researcher clearance email

Visitor's CV / Resume

Additional forms are required if a DS2019 is needed:

Copy of Invitation Letter from the faculty member

PartB signature page:

English proficiency certification:

CV

Drag and drop files here or

DS2019 forms needed:

Copy of Invitation Letter from the faculty member

PartB signature page:

English proficiency certification:

CV


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Description of visitor's primary activities at NC State to complete the above objectives. Please be specific but use non-technical terms.*

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Has this individual ever applied to, been accepted to, visited, or been employed by NC State?*

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(Must BE 30 HOURS PER WEEK OR GREATER)

Will the scholar be conducting research at a secondary site, in addition to the above listed address?

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