University of Pittsburgh host departments and faculty member(s) must complete a number of close-out-related actions as Category 2 and 3 Academic Visitors reach their visits’ conclusions. Host departments and faculty member(s) should address Visitor privileges related to electronic and computer access, University property, future academic and other relationships, etc., prior to a Visitor’s departure. These actions are outlined in detail below.
Required Close-Out Procedures for Category 2 and 3 Visitors
- Appointment Termination
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Academic Visitor appointment information for all Category 2 and 3 Visitors should have been entered into the PittWorx system prior to the Visitor commencing his or her University of Pittsburgh visit. Upon completion of their visits, these appointments should immediately conclude. The responsible host department administrator should initiate the termination process in PittWorx, which will be routed to the school’s dean’s office for approval and then to the Visitor Liaison for final approval. The Visitor’s appointment will then officially be terminated. The Visitor Liaison will note the Visitor’s terminated status in the Visitor’s MyEC record.
- Deactivate Email Account and Computer Access
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All Category 2 and 3 Academic Visitors will have a sponsored email account, which allows for single sign-on capabilities within the University’s computing environment. These accounts are intended for temporary use only and are created by an RC administrator assigned to the host department or school. For security and compliance purposes, sponsored email accounts must be promptly terminated at the end of a visit so that a Visitor does not have continued access to Enterprise or departmental electronic and computer systems. The host department or host faculty member(s) should contact the department’s RC administrator and request that the account be deactivated.
- Return University Property
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The host department and host faculty member(s) should identify all University of Pittsburgh property, including all technology devices and accessories owned by the University, that have been assigned to or are possessed by the Academic Visitor and ensure that they are returned prior to the Visitor’s departure. This list includes tablets, phones, University-owned software, laptop and desktop computers, external hard drives, etc. The Visitor should remove any personal information from University-owned property prior to returning the device(s).
The University of Pittsburgh host faculty member also should ensure that the Visitor returns to the host any research-related or University proprietary information that the Visitor possesses – electronic, hardcopy (e.g., research notes), or otherwise. Any research-related or other University information in any format that the Visitor desires to retain should be reviewed by the Visitor’s host faculty member prior to the Visitor’s departure. This review will ensure that it is permissible for the Visitor to possess the information upon termination of the visit. The host faculty member should consult the Office of University Counsel, the Office of Trade Compliance, the Office of Innovation and Entrepreneurship, the Office of Sponsored Programs, and/or other University offices to determine which information the Visitor may retain.
- Terminate University ID Card and Other Access Privileges
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At the conclusion of a visit, the host department and host faculty member(s) are responsible for ending all access privileges the Academic Visitor has been granted. To do this, first verify that the visit termination date has been entered into the PittWorx system. This will ensure that all basic physical and electronic access privileges conclude. Next, any specific ID-related electronic privileges provided by the host department, such as access to laboratories, clinical space, or key-card facilities should be disabled. The department then should collect the actual ID card from the Visitor as a final safety and security precaution.
- Instructions on Future Exchanges
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Certain terms of the visitor participation agreement and if appropriate, laboratory addendum or clinical space addendum, will continue beyond the termination of the visit. The host faculty member should inform the Academic Visitor of these terms at the end of the visit. However, the conclusion of the visit also provides an opportunity for the University of Pittsburgh to define for both the Visitor and the University host faculty member any desired options for appropriately continuing a relationship, research-related or otherwise.
The host faculty member should consult several University offices prior to continuing the relationship to determine whether additional contractual or other terms are necessary. These offices may include the Office of University Counsel, the Office of Trade Compliance, the Office of Innovation and Entrepreneurship, the Office of Sponsored Programs, and/or others. Be aware that University-level involvement in any continued relationship may depend upon discipline- and research-specific issues.
- Exit Interview
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The host department and host faculty member are encouraged to conduct an exit interview with all departing Academic Visitors. These interviews enable the host to gather information about a Visitor’s experience while at the University - what they benefited from and what could be improved - to enhance a Visitor’s experience. This interview also can point to areas in which the host department could invest additional resources to enhance a Visitor’s experience.