Visiting Scholars, Remote Collaborators

Yes, all visitor requests are welcome from any country, however, there are some restrictions:  

• Visiting Scholars from countries of concern (with the exception of Russia) are encouraged, but visiting is dependent on their affiliation, the nature of the work, collaboration and purpose of the visit.  
• Visiting Scholars affiliated with an entity on the A&M System Research Security Office’s Rick Based List will be denied.  
• Russia: No collaborations with individuals affiliated with a Russian institution or organization are acceptable at this time.  

Yes, these are reviewed on a case-by-case basis.  
 
Requests for individuals located in a country of concern and needing access to TAMU electronic resources (i.e. Net I.D., VPN, Libraries, HRPC, etc.) will not be approved.   
   
If no access to TAMU resources is needed after the visit ends, the host is required to add the collaboration to their Disclosure Profile (DP) in Huron. Prior approval is required if the individual is located in or affiliated with a country of concern in accordance with A&M System Regulation 15.05.04. This prior approval can be obtained by submitting a Pre-Approval Request (PAR) in Huron.  
 
Information and guidance documents on PARS and DPs can be found here
 
   

It depends on the specific institution within the country of concern and the nature of the collaboration. The proposed collaboration should be submitted to the RESEC for review and approval pursuant to System Regulation 15.05.04: High Risk Global Engagements and High Risk International Collaborations PRIOR to continuing the collaboration. These collaboration requests must be submitted in Huron via a Pre-Approval Request. 

Each visitor request will be reviewed on a case-by-case basis. The purpose, source of support and benefit to the University will be factors in the review.  

Visiting Scholars affiliated with an entity on the Risk Based List will be denied.  

Russia: No collaborations with individuals affiliated with a Russian institution or organization are acceptable at this time 

Submit the following to the Division of Research electronically to visitingscholar@tamu.edu for review and approval.   

• The Form 5VS completed and signed by the host, department head, and dean 
• Any modifications to a previously approved form (related to a change in the original agreement such as visitation period, host, research project, etc.) where applicable 
• A signed Visiting Scholar Acknowledgement (last page on the 5VS form) 
• A current resume or CV in English

The Visiting Scholar’s host.  The host has the necessary training and possesses the knowledge and expertise to complete the form accurately. 

An alternative to Texas A&M’s Visiting Scholar Acknowledgement is available in the event a visitor has a prior obligation to an employer regarding the disclosure and assignment of intellectual property in accordance with SAP 15.99.99.M0.01. 

Each visiting scholar and remote collaborator request can be approved for a period of up to one year. However, requests can be submitted for up to five years at a time on the Visiting Scholar Form. The RESEC Office will perform an annual review with the host to ensure there are no changes to the original request.  

Remote Collaborator requests for individuals finishing publications associated with a sponsored research award will be limited to three months after the end date of the sponsored research award and are contingent upon the remote work location. Extensions will be approved on a case-by-case basis. 

Remote Collaborators located in a Country of Concern will not be approved.

Faculty members or researchers hosting an international visiting scholar or international remote collaborator must complete 2111212: Export Controls & Embargo Training – Basic Course in TrainTraq prior to the arrival of the approved visitor in accordance with SAP 15.02.99.M1 Export Controls Program Management. The training can be assigned to the host by RESEC, if needed. 

U.S. Visiting Scholar – A U.S. Visiting Scholar is a U.S. Citizen or U.S. Legal Permanent Resident employed or affiliated with another organization who has been invited and approved by Texas A&M University to come to the campus to collaborate on specific research, clinical, or other scholarly activities.  

International Visiting Scholar – A Foreign Person coming to Texas A&M University, employed or affiliated with another organization, who has been invited and approved by Texas A&M University to collaborate on campus on specific research, clinical or other scholarly activities.  Exchange Visitors as described above are also considered International Visiting Scholars and governed by SAP 33.99.09.M0.01. 

Intergovernmental Personnel Act (IPA) Assignments – The temporary assignment of personnel between the Federal Government and state and local governments, colleges and universities, Indian tribal governments, federally funded research and development centers, and other eligible organizations. 

Remote Collaborators – An individual participating remotely in specific research, clinical, or other scholarly activities with Texas A&M University. 

See additional information in SAP 15.99.99.M0.01 Visiting Scholars, Remote Collaborators, and Others Access to Texas A&M University Research, Facilities and Resources 

Visitors may receive payment or be reimbursed for expenses associated with their activities at Texas A&M University. Any payments made to visitors may be subject to taxation and are the visitor’s responsibility.  

Payment and/or reimbursement of expenses to visitors will be processed via a stipend. Visitors will not be paid through the payroll system. 

Payment for remote collaborators will be reviewed on a case-by-case basis. 

Available resources can be found on the university’s Global Engagement website.

Yes, since Fullbright Scholars are not employees or students they will need to be established as a Visiting Scholar to obtain access to university resources and facilities. 

Yes, since they are not employees or students they will need to be established as a visiting scholar to obtain access to university resources and facilities. 

All visiting scholars coming from a Country of Concern are subject to A&M System Regulation 15.05.04. 

Submit NetID requests via email to visitingscholar@tamu.edu. The NetID will not be created until your visitor has arrived and checked in with the appropriate office. 

Not all visiting scholars need an Aggie ID card. The Host is responsible for determining if the Aggie ID is needed. The department is responsible for obtaining the Aggie ID card. 

Lab specific and other training can be assigned using the Aggie Gateway. The host is responsible for ensuring the visiting scholar has completed all required training.

Access can be requested through Texas A&M High Performance Research Computing. 

In accordance with Technology Services End-User Device Guide, personally-owned devices (laptops, tablets, etc.) should not be used to conduct university business. This is because ensuring compliance with security controls on personal devices is very difficult. 

Exceptions 

In limited circumstances, an exception might be granted if a university-issued device cannot meet a specific business need. This requires: 

• A documented business justification. 
• Approval through the formal IT policy exception process. 
• Verification that the personal device meets all university security requirements, potentially requiring IT staff access to the device for verification. This often includes enrolling the device in university management systems. 
• Understanding that the device may be subject to public information requests if used for university business. 

In the event the nature, purpose, location, or duration of the visit changes, the host faculty member shall inform the department head or director, dean, and RESEC, and secure approval for the revised program 10 days prior to the expiration of the initial approval deadline, if possible. If needed, a new Form 5VS may be requested detailing the revisions. For Exchange Visitors, ISSS must be notified as well. 

The host will need to notify RESEC and ISSS for Exchange Visitors. Visiting Scholars cannot take university laptops, data, equipment, material etc. outside the U.S. without approval from RESEC and IT. 

If a visitor’s approval is rescinded, revoked, or not renewed, the visitor must be informed in writing by the hosting department. This written notice should indicate the effective end date of the visit along with the reason for which the action is being taken. A copy of the written notification should be provided to the International Student and Scholar Services (ISSS), and the Research Security and Export Controls (RESEC) offices. 

No, a back-up or alternate host may take on the responsibilities of hosting a visiting scholar while you are away. However, they need to be familiar with the research or activities and complete the Basic Export Controls and Embargoes Training SSO. 

All visitors have the right to file concerns or complaints through campus resources. Grievances made by an Exchange Visitor must be reported to the International Student and Scholar Services (ISSS) immediately due to specific reporting requirements by the U.S. Department of State. 

Visitors who 1) are accompanied by authorized University personnel; 2) do not need access to facilities or resources; 3) are not performing “hands-on” research or teaching; and 4) are visiting only for a short duration of time (approximately 10 days or less) are not considered to be a Visiting Scholar, International Visiting Scholar, or Exchange Visitor. Examples of these visits include but are not limited to campus tours, conferences, collaboration meetings, presentation of a paper, and job interviews. 

University Rules and SAPs can be found electronically.