Hosting Visiting Researchers, Scholars and other Foreign Nationals
As part of its academic and research mission, the University of Chicago promotes scholarly and research collaborations with colleagues from around the world. This includes hosting of visiting scholars and researchers from abroad for any length of time. However, it is important to perform restricted party screening before issuing an invitation and sponsoring a visa to visitors from sensitive countries and to ensure that the proposed activities may be performed at the University. If the scholar is from a foreign institution or university that is a restricted party, further scrutiny and due diligence may be required.
To facilitate visitors whose time on campus exceeds 10 business days, the University requires an appointment as a Visiting Scientist or Visiting Scholar or, in the case of the BSD, a separate appointment under its External Academic Research Scientists (EARS) Program. Short-term visitors should be reviewed in accordance with the steps below prior to the issuance of an invitation letter.
Faculty who wish to host an international visitor on campus should review the following to help ensure a successful visit:
- Conduct Restricted Party Screening As Early As Possible: U.S. federal agencies (e.g., Commerce, State, Treasury) maintain several lists of non-US individuals and entities for whom the government has imposed an export control or other type of governmental restriction. In the event a potential visitor (or the entity with which they are affiliated), is included on one of these restricted party lists, additional due diligence is required before issuing the invitation. The University currently conducts screening as part of the appointment process for Visiting Scientists, Visiting Scholars and appointees under BSD’s EARS Program. To request screening for a potential short-term international visitor outside of one of the above appointment processes, please click here. You will be notified via Service Now if the screening does not identify any restrictions. If there are restrictions, the University’s Export Control Manager will contact you to explain the restrictions and determine the appropriate next steps.
- Ensure that sensitive and confidential information and prepublication data is protected from unauthorized access and that appropriate protections are in place for visitors to your lab. Consider whether there are any applicable NDAs or other agreements that limit who can access your research data.
- Contact URA’s Export Control Compliance Manager if visitors will have access to projects with active Technology Control Plans. It is critical to ensure any applicable technology control plans are followed.
- Consider your disclosure obligations to federal funders: Foreign visitors who will be supporting a faculty member’s research endeavors should be disclosed as Other /Current and Pending Support
- Confirm the appropriate visa sponsorship with the Office of International Affairs: For Visiting Scholars, Scientist and EARS Participants, J-visa are most appropriate. For other international visitors (including short-term visitors), guidance on the proper content for a Business Visa or Visa Waiver Invitation letter is available here. All invitations should state that the invitation is contingent on the receipt of a valid visa from the US government. Do not extend the invitation for a period beyond when the person(s) will be in your direct supervision and responsibility. Visas are issued by the US State Department for specific activities based upon the invitation letter.
Additional information on Export Control and Sanctions laws applicable to University research activities is available here. URA also provides in-person training to provide a basic understanding of these legal regimes and how to comply. To schedule a training contact Disrael Sanchez- Rodriguez, Export Control Compliance Manager (dsanchezr@uchicago.edu). Self-guided trainings are also available on CITI here.