How do I host a domestic visitor?
The process for hosting a domestic visitor differs from hosting an international visitor. Throughout the Global Visitor Process, you must complete a series of forms in order to prepare the paperwork for your visitor’s arrival.
To host a domestic visitor, complete all of the steps in the checklist below.
- 1. Complete an Indication of Interest Form
Simply propose a placement for a visitor by filling out the form. Do not issue a letter of invitation at this time. Global will provide departments with assistance in issuing a letter later in the process.
Does the visitor need an early invitation letter in order to secure funding? Email URVisitor@rochester.edu
Global submits your completed form to your department head. Once your department head approves the Indication of Interest and the student completes the Online Application, Global determines which placement category your candidate falls into: visiting student, collaborator, or researcher. Global will upload all submitted forms and documents to the department folder in Box.
Need access to the department Box-folder? Email URVisitor@rochester.edu
- 2. Offer Letter, IPA, and Health History Form
Global will draft the Offer Letter for the visiting student, collaborator, or researcher and will email the letter and required Intellectual Property Agreement (IPA) to you for review. Ask the visitor to sign the letter and the IPA and return it to Global. Please copy Global on this email correspondence at firstname.lastname@example.org. Global will send the visitor information about housing, transportation, health insurance, and more.
If student: once the Offer Letter and IPA are received. Global will request a student record be created in the student information system, from your school’s registrar, and will notify the department once confirmed. If the student is here for 8 weeks or longer the department must mail the visitor a Health History Form prior to arrival.
- 3. Visitor Arrives!
Review the Visitor Arrival Checklists.
When the visitor arrives the department must complete the appropriate forms to register the visitor as soon as possible (if student). This will allow the visitor to properly set up their Net ID and obtain Blackboard access if applicable. It is the responsibility of the department to help the visitor with obtaining the appropriate UR permissions and access, including the facilitation of ID cards.
NOTE: Obtaining an ID Card for a visitor in the Medical Center may be different from obtaining an ID Card on the River Campus. If your visitor is in the Medical Center, contact the registrar for further instruction.
Important Notes for Faculty:
As the hosting faculty, you are the visiting student, collaborator, or researchers’ supervisor and primary point of contact with the University from an academic, research, support, and supervisory standpoint. Additionally, should the student complete their stay at UR with any outstanding fees, it is your department’s responsibility to cover those fees.
If the duration of the visiting student, collaborator, or researchers’ time at UR changes—either shortens or lengthens—you should inform your department head/dean for approval as soon as possible, and then notify Global.
Questions or concerns? Contact us at URvisitor@rochester.edu or +1 585-273-1665.