Visiting Scholar / Form 5VS
This page contains a definition of the difference between Visiting Scholars and Visiting Scientists and the appropriate form for approval of a Visiting Scholar.
Visiting Scholars Versus Visiting Scientists
The major difference between the Visiting Scholar and the Visiting Scientist is that the Visiting Scholar is not an employee of Texas A&M University or the System members at Texas A&M University facilities. Recent incidences point to the fact that department heads and deans must be aware of and approve the presence and activities of the visitors. (The Visiting Scientist titles are being phased out since they are redundant with other research titles.)
There are some fundamental issues when considering bringing in a visitor. They include:
- Potential liability of the host faculty member,
- Liability of the visitor for accidents,
- Insurance,
- Intellectual property/technology transfer (i.e., signing non-disclosure agreements), and
- Conflict of interest.
Consideration of all of the above will be done at the department level.
The Form 5VS will be initiated at the department level and approved by the department head (or associate department head) and the dean (or associate dean or other alternate approved by the Vice President for Research). The Office of the Vice President for Research will screen the application for export control issues. Upon approval by the Office of the Vice President for Research the application will be forwarded to the International Faculty and Scholar Services Office.
University Rule 15.99.99.M1 (on Visiting Scholars Not Involved in an Employer/Employee Relationship with Texas A&M University)
1. Visiting Scholars are defined as those visitors to academic units who will require use of the library and/or research facilities to conduct their projects.
2. Host faculty members must be willing to accept responsibility for the Visiting Scholar and must secure approval from the University administration for Visiting Scholars to access University facilities and utilize University resources. A modified version of the Form 5G, called Form 5VS, must be completed for the Visiting Scholar and submitted by the host faculty member for approval by the appropriate department head and dean. A copy of the approved Form 5VS should be provided to the Vice President for Research for informational purposes. This process must be completed before a Visiting Scholar may access University facilities or resources. For International Scholars, the approved form must be copied to the Immigration Services Office in the Human Resources Department.
3. All Visiting Scholars will have access to Texas A&M Rules through the University’s World Wide Web Site.
4. In the event that the purpose or duration of the visit changes, the host faculty member shall inform the department head or director, dean, and Vice President for Research, and secure approval for the revised program 14 days prior to the expiration of the initial approval deadline. A new Form 5VS must be submitted outlining the revised program and a copy of the previous Form 5VS must be attached.
5. If a Visiting Scholar’s tenure at another institution involves projects of a proprietary nature which may lead to potential conflicts of interest, the Visiting Scholar must sign a non-disclosure agreement regarding information acquired during the visit to Texas A&M University.
6. Host faculty members must make sure that the home institutions of Visiting Scholars are not located in countries listed as “prohibited” under the U.S. Export Regulations. In addition, host faculty members need to be aware of any export regulations regarding technology/information transfer.
7. Upon arrival, International Visiting Scholars must check in with the Immigration Services Office in the Human Resources Department for verification of their immigration status.
Form 5VS General Guidelines
- The purpose of this form is to establish administrative approval of a Visiting Scholar agreement. These agreements are of a temporary nature.
- The form is to be used to establish a new agreement with a Visiting Scholar or to establish a modified agreement related to a change in the original agreement. A letter of justification and a copy of the previous 5VS must be attached.
Visiting Scholars • Adobe PDF | Microsoft Word
