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Visitor and Visiting Scholar Toolkit

Whether you're creating a new visitor and visiting scholar program or refining an existing one, these resources can assist. The Visitor and Visiting Scholar Toolkit includes customizable guidance, workflow diagram, central intake form to assess research security at the outset of visitor planning with files for importing into Qualtrics or RedCap, an invitation letter, and short and long agreements with terms and conditions for visiting scholars. These customizable forms, agreements, templates, and guidance support consistent, efficient, and research security-informed visiting scholar processes across your institution.

Visitor and Visiting Scholar Guidance

Adaptable guidance to help institutions establish or strengthen their approach to hosting visiting scholars. It outlines key considerations, requirements, and recommended practices across the visiting scholar lifecycle, from initial review and approval through ongoing oversight and closeout.

Visitor and Visiting Scholar Intake Form

A customizable intake form to help institutions collect information needed to review and manage visitor and visiting scholar requests. The form includes questions related to the proposed visit, institutional affiliations, research activities, funding, and other information that may support institutional review.

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Download Instructions for importing into Qualtrics or REDCap

Template Letters & Agreements

These documents provide adaptable starting points for institutions developing or refining their visiting scholar processes. They can be used to establish expectations, document responsibilities, and address research security and compliance considerations throughout a visiting scholar appointment.

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Templates should be reviewed and customized to align with your institution’s policies, processes, and legal requirements. Documents are provided as a .doc file for editing.

1

Sample Invitation Letter

A customizable invitation letter for formally documenting a visiting scholar appointment, including the purpose and duration of the visit, institutional expectations, and applicable research security and compliance requirements.

Download

2

Sample Agreement — Short Form

A streamlined agreement outlining core terms and responsibilities for visiting scholars, including institutional policies, intellectual property (IP), confidentiality, insurance, termination, and use of institutional facilities and resources.

Download

3

Sample Agreement —Long Version

A more comprehensive agreement for institutions that need to document detailed terms and responsibilities related to a visiting scholar appointment, including compliance obligations, confidentiality, IP, publications, insurance, and institutional and home institution requirements.

Download

This material is based upon work supported by the U.S. National Science Foundation under Cooperative Agreement No. 2403771. Any opinions, findings and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. National Science Foundation or the University of Washington.

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