The Visitor Agreement procedures depend upon the purpose of the visit described in the Visitor Categories below. Your situation should fall into one of the three categories. If your Visitor situation does not appear to fit in the categories, please contact the Visitor Liaison for assistance.
A visit to any Pitt campus that:
- does not exceed 14 calendar days in duration, and
- will not involve use of a Laboratory or Clinical Space.
Brief visits can include a speaking engagement or similar activity such as a guest lecturer, presenter, debate participant, or panel participant as well as on-campus scholarship or research activities as long as they remain within the defined parameters of a brief visit.
A visit to any Pitt campus that will include on-campus scholarship or research that:
- will extend beyond 14 calendar days in duration, and
- will not involve use of a Laboratory or Clinical Space.
For visits that will likely involve access to or creation of University intellectual property, Category 2 should be chosen. Any visit involving use of a Laboratory, Clinical Space, or other high risk activities will fall into Category 3.
A visit to a Pitt campus that includes use of a Laboratory or Clinical Space. In this category, the length of the visit and the primary purpose of the visit do not matter.
Laboratory means University of Pittsburgh owned or controlled wet or dry laboratories and other locations that allow for controlled experimentation or other high risk activities involving certain hazards (for example, use of chemicals or biological agents) or any UPMC controlled areas. This definition does not include computing facilities or environments that are available for general use by the visitor. Any visit involving use of a Laboratory will place the Visitor under Category 3 regardless of the duration of the visit.
High-risk activities involve an agent, condition, or activity (e.g., toxic substances; infectious agents; flammable, explosive, or radioactive materials; moving machinery; extreme temperatures; lasers; strong magnetic fields; high voltage; or animals) that, if left uncontrolled, can result in an injury, illness, loss of property, or damage to the environment.
Clinical Space is an area used to provide diagnosis, consultation, treatment, or other services to patients in the Schools of the Health Sciences. These areas include, but are not limited to, examination rooms, testing rooms, consultation rooms, and holding areas.
Once you determine the Visitor Category, you will need to follow the procedures set forth below under each Category, prior to inviting the Visitor.
|The Visit requires...||Category 1
|Agreements & Forms|
|Visitor Participation Agreement||☐|
|Formal Invitation Letter||☐|
|Laboratory Use or Clinical Space Addendum||☐||☐|
|Speaker Participation Agreement1|
|Restricted Party Screening2||☒|
|Export Controls Review||☐|
|Verification of Health Insurance||☐|
|Potential Training Courses|
|Clearance, if in contact with minors|
|☐: Not Required; ☒: Recommended; : Required
1A Speaker Participation Agreement is required only if the Visitor will be participating in an audio, video, or other recorded session during the visit.
2The Office of Export Control Services will conduct restricted party screenings for Category 2 and 3 visitors as part of the electronic MyEC system's Export Control Review. A similar screening is recommended but not required for Category 1 visitors. See immediately below for a discussion of the MyEC system.
The MyEC Electronic Visitor Process is required for Category 2 and 3 Visitors and is optional but recommended for Category 1 Visitors. For Category 2 and 3 Visitors, information should be entered into the system before proceeding with the visitor agreement process (i.e., the invitation, agreement, and, if required, a clinical or laboratory addendum). Based upon the information provided, the system will automatically conduct the RPS, and the Office of Export Controls will conduct an export control review and embargoed country check. For Category 1 Visitors, use of the system creates a permanent electronic record of the individual’s visit, including RPS and embargoed country check results. Examples of how to use the system are provided in the Training section. Additional information on RPS and export controls is located in the Visitor Requirements section.
All original executed speaker agreements, Visitor agreements, laboratory and clinical addenda, and invitation letters should be kept at the department/school level, with electronic copies uploaded to the MyEC system. You can direct your questions about any agreement to the Visitor Liaison.
A Visitor Participation Agreement outlines the relationship between a Visitor to the University of Pittsburgh campus and the University and must be completed when the proposed visit will be of at least 14 calendar days’ duration or involve laboratory-based or clinically based University research. The agreement and any associated requirements should be completed before the proposed Visitor’s arrival on campus. Host departments and schools are responsible for completing and sending applicable agreements to prospective Visitors.
The Visitor Participation Agreement should be signed by the Visitor and an authorized official from the Visitor’s home institution. An authorized official from the host department or school, as assigned by the Dean or Department Chair, should then sign the Visitor Participation Agreement for the University of Pittsburgh.
The following items should be included in the invitation letter:
- The name of the hosting faculty member and the host department
- The dates and duration of the visit
- The nature and purpose of the visit
- If applicable, the type of research to be conducted
- An appropriate disclaimer for those Visitors who will reside within the Schools of the Health Sciences
- A disclaimer regarding provision of financial and salary support
- A request for a CV and completed Visitor Agreement
A Letter of Invitation Template is available for use.
The Laboratory Use Addendum addresses the risks and responsibilities associated with laboratory-based research and the relationship between the University and the Visitor in this context. It must be signed by the proposed Visitor and his or her institutional representative if the Visitor will conduct laboratory-based research at the University. The form must be completed before the Visitor can conduct any campus-based laboratory research.
The Clinical Space Addendum addresses the risks and responsibilities associated with clinically based research in the Schools of the Health Sciences and other activities conducted in related clinical space, as well as the relationship between the University and the Visitor in this context. The addendum must be signed by the proposed Visitor and his or her institutional representative if the Visitor will conduct clinically based research in the Schools of the Health Sciences while associated with clinical departments or if the Visitor will be associated solely with clinical departments. The form must be completed before the Visitor can conduct any clinically based activities in the Schools of the Health Sciences.
The Clinical Space Addendum is applicable for Category 3 visits in a School of the Health Sciences where clinical space and clinical activities are part of the visit. The Clinical Space Addendum should also be used instead of the Laboratory Use Addendum when laboratory use and clinical space and clinical activities are part of the visit. Please contact the Visitor Liaison if you have any questions about the applicability of either addendum.
A Speaker Participation Agreement is used when the University has invited a party to participate in a particular engagement, project, or activity and the University desires to capture that party’s participation in audio, video, or other media format. If you want to record speakers’ presentations or retain rights to the content presented, then you must document the speaker’s grant of permission and transfer of rights in writing. A Speaker Agreement is not necessary if the activity is not recorded.
Visitor Agreement Amendment
The Visitor Agreement Amendment is used to amend the original language in the Visitor Participation Agreement, Laboratory Addendum, or the Clinical Space Addendum. In most cases, the Amendment will be used to extend a Visitor’s stay beyond the initial one year appointment period limit. In cases where only the length of stay is being extended, the original restricted party screening and export controls reviews will still be valid.
If the focus of the visit changes such that the visitor will be performing activities not found in the initial scope of work, a new export controls review should be performed via the MyEC system. Please contact the Visitor Liaison if you have questions about extending a visit. The Visitor Liaison should also be contacted if more elaborate alterations to the original Visitor Participation Agreement, Laboratory Addendum, or Clinical Space Addendum are needed.
Some situations that would require Visitor Liaison assistance include:
- A change in the scope of the visitor’s activities
- A change to the visitor category based on changes in the scope of activities
- Inclusion of clinical space activities
- Proposed changes to the governing law, intellectual property, or insurance requirements
Proposed amendments should follow the same signature process as the other visitor agreements.