Research Visitors

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Educational and Research Visitor

An Educational and Research Visitor (ERV) is an individual (foreign or domestic) who is visiting the University of Mississippi Medical Center for the primary purpose of observing or conducting research on a specific research project(s). ERVs fall into four categories: Educational Observers observing Research, Research Volunteers, Educational Enrichment Program Participants involved in Research, and Visiting Scholars - Research. ERVs are initiated by an academic department, school, or other unit at UMMC and are to complement the ongoing efforts of the unit. 

To comply with guidance and applicable United States (U.S.) laws and regulations pertaining to exports of items, services, and technology by or on behalf of the University of Mississippi Medical Center (UMMC), e.g., the National Science and Technology Council, the Export Administration Regulations (EAR), all ERVs must be processed through the Official Educational and Research Visitor process which requires that all ERVs undergo appropriate due diligence checks, execute an Agreement for Educational and Research Visitors, and complete the Electronic Non-Employee Personnel Action Request (E-NEPAR) prior to being granted access to engage with UMMC.

The online Research Visitor Application must be completed by the UMMC Sponsor at least 30 days prior to the ERVs proposed start date for domestic and foreign ERVs who do not require visa sponsorship and at least 90 days prior to the ERVs proposed start date for foreign ERVs who will require visa sponsorship. For Educational Enrichment Program Participants (EEPP) involved in Research, an individual application does not need to be completed for each participant. The program director/administrator should email the EEPP Research Visitor Template to Cari Fowler to complete the Research Visitor process for EEPPs.

Escorted Visitors in Research Areas

Escorted visitors, visitors to non-public areas of UMMC facilities who are escorted by a responsible UMMC employee at all times, who will visit research areas are not required to complete the Research Visitor Process. However, prior to the visit, approval must be obtained from the Office of the Associate Vice Chancellor for Research. To gain approval for escorted visitors, please email Cari Fowler with the list of visitors, their business/educational affiliation, and scope of the visit.

Documents Required to Complete the Research Visitor Application

  • All foreign individuals must upload a copy of their current passport.
  • Research Volunteers: Must upload a current copy of their CV/Resume. High school and undergraduate students do not have to upload a current copy of their CV/Resume. 
  • Visiting Scholar - Research: Must upload a current copy of their CV/Resume, Visiting Scholar Research Disclosure Form, Three Reference Letters (with one being from the Visitor's Home Instruction), and a 2-Page Research Plan

Categories of Educational and Research Visitors

Educational Observers observing Research

  • Individuals (foreign or domestic) of at least 16 years of age who engage in shadowing or observing in the areas of research as non-participating witnesses and are supervised by UMMC employees designated as Sponsors. The individuals observe only and cannot engage in research, participate in direct or indirect patient care activities, or document in any record.
  • Have an appointment of one (1) day to three (3) months.
  • UMMC will not sponsor visas for Educational Observers. If the Educational Observer is in the United States on a visa, International Services must be notified to ensure the individual’s visa is not affected by their temporary appointment with UMMC.
  • Affiliated students are not considered educational observers and must follow the policies and procedures applicable to Affiliated Students.

Research Volunteers

  • Individuals (foreign or domestic) of at least 18 years of age who perform hours of service for personal benefit and growth without promise, expectation or receipt of compensation for the volunteer services rendered. Supervised by UMMC employees designated as Sponsors.
  • Have an appointment of two (2) weeks to one (1) year. 
  • The J-1 visa is the only visa sponsorship available for Research Volunteers. The requesting department and individual will work with International Services to complete visa requirements.
  • Requires the upload of a current CV/Resume.

Educational Enrichment Program Participants

  • Individuals who participate in the following approved Educational Enrichment Programs:
    • Base Pair
    • Discovery U
    • INBRE
    • SURE
    • UPSTART
  • Requires the submission of the EEPP Research Visitor Template by the program director/administrator. 

Visiting Scholar - Research

  • An individual (foreign or domestic) who is visiting UMMC for the primary purpose of conducting research on a specific research project(s).
  • Have an appointment of six (6) months to one (1) year.
  • Individuals must possess a PhD, MD, or equivalent degree
  • Individuals must maintain a full-time appointment at their home/collaborating institution throughout the duration of their appointment.
  • Requires the upload of a current CV/Resume, Visiting Scholar Research Disclosure Form, Three Reference Letters (with one being from the Visitor's Home Institution), and a 2-Page Research Plan

Educational and Research Visitor (ERV) Process

  • Sponsor completes Research Visitor Application (RVA) at least 30 days prior to the proposed start date for domestic individuals and foreign individuals who do not require visa sponsorship and at least 90 days prior to the proposed start date for foreign individuals who require visa sponsorship.  The Visitor and Sponsor may also begin the E-NEPAR process in tandem with the RVA.
  • Due diligence review is completed by Office of the Associate Vice Chancellor of Research (OAVCR).
  • If approved by the OAVCR, Visitor signs the Agreement for Educational and Research Visitors. 
  • Visitor and Sponsor complete the E-NEPAR process, including all applicable health requirements, visa requirements, trainings, and background checks. 
  • Visitor is approved to engage with UMMC once the Research Visitor Application and E-NEPAR is approved by all applicable parties. 

ERV Forms