The Office of Regulatory Services (ORS)
It is very important to know and understand that export control review is a crucial component of the visiting scholar/foreign visitor approval process at UTA. Before issuing a formal invitation to a prospective visiting scholar/foreign visitor, it is imperative that an export control review is completed.
While UTA seeks to maintain an educational environment which shares information openly, we must also make appropriate efforts to protect against foreign influence, and to protect the intellectual property, export controlled information/items, and other sensitive information belonging to our researchers. Inviting foreign visitors to campus comes with the inherent risk of inadvertently sharing protected information with these individuals. There are also efforts by foreign governments to intentionally steal protected and sensitive information from research universities, taking advantage of the open educational environments and universities’ willingness to collaborate with foreign researchers.
If you plan to invite a foreign visitor to campus, please contact the Office of Regulatory Services (ORS) by e-mail at email@example.com so that we may conduct an export control review. ORS will request the foreign visitor’s CV and additional information for screening purposes.
Commonly, research universities use some version of a Visiting Scholar Agreement. Our agreement is in editable, MS Word format, and includes the basic background of a visit such as the visitor’s full name and outside affiliation, country citizenship, how financially supported, identification by name of faculty at UTA responsible to host, description of the subject matter of the visit, and timing (start and end), and what campus location or room(s) here (and other resources, if any) will be made available.
NOTE that if the financial support for the visitor is an employment position at UTA, then a Visiting Scholar Agreement is not required.
Visiting Scholar Agreement content is known to the department and named faculty as the official designated visit host and will include visitor input and confirmation.
The department completes this content and should consider describing in detail and adding other resources (if any) that need to account for the visitor, such as access key or card management, and Information technology (OIT) / Information security (ISO), for appropriate access.
For OIT and ISO, consider the digital resources (if any), your visitor needs, such as email, and access to content on UTA maintained servers. Providing access is often not required. Best practices for information security require that an individual who does not have a business relevant reason to know something that is being protected, should not be given access to that information. Department and individual specific security training is available upon request. Consult with OIT and ISO as needed and obtain applicable input and consent.
The Visiting Scholar Agreement also covers subject matters legally important to us, and similar to visiting scholar agreements found at other research universities. We call to a visitor’s attention and commitment, that they will follow UTA campus processes and policies as applicable when here, and describe export control, and intellectual property (IP) and publication, requirements, which are compliant with UTA legal status and obligations.
As to signature, each of the visitor and faculty host sign. Additionally, each department selects whomever it wants for administrative convenience to approve content. We ask this so we have approval at the department level of its resources to support a visit. The Dean or the Chair is a common choice.
If you have questions on agreement content, contact Agreements Management (firstname.lastname@example.org). We ask that the department keep a signed copy and provide one by email to Agreements Management.