Carnegie Mellon University

Visitor Process Frequently Asked Questions

A Visitor includes but is not limited to a person who:

1.

Is NOT an employee of CMU,

2.

Is visiting any of CMU’s U.S. Campuses, AND

3.

Has come to collaborate with University Personnel AND/OR has access to the University’s facilities, resources, and/or intellectual property that are NOT open to the public.

4.

Falls under any of the following categories:

  • Faculty members employed by other academic institutions
  • Students enrolled in an academic program at other institutions
  • Unpaid Interns
  • Individuals employed in industry or the public sector, including self-supported scholars

 

  • Self-supported scholars
 

Common examples that do NOT constitute a Collaborating Visitor under the CMU Collaborating Visitor Guidelines:

  • Paid employees (faculty or staff) and interns of CMU
  • Students who are, or will be, enrolled at CMU while they are at CMU (including “visiting/non-degree students” who are enrolled in classes)
  • Individuals on leave from another institution who are granted paid temporary “visiting faculty” status under one of the University’s faculty policies (e.g. a faculty member on sabbatical from another institution who is temporarily employed by CMU as Special Faculty)
  • Individuals visiting CMU as, or on behalf of, a contractor, subcontractor, or consultant where the purpose and tenor of the visit are covered by a separate written agreement with CMU (e.g. a subcontractor visiting CMU to perform duties under the contract)
  • Individuals at CMU for limited purposes such as attending a conference open to the public, attending an academic conference, participating in a thesis review panel, participating in an interview, giving a talk, and touring public areas
  • Student employees
  • Spouses, domestic partners, and dependent children of faculty, staff, students, or Emeriti faculty and retired faculty/staff who may obtain sponsored ID cards, which grant access to certain University facilities (e.g. athletic facilities)
  • Other individuals whose access to University property is governed by a separate written agreement or policy (e.g. individuals covered by consortium agreements with specific terms related to access to University property, individuals coming to the University as participants in human subjects research with a signed consent form)

NOTE: If a Department decides to supplement the financial support that is provided to a Collaborating Visitor by his or her home institution, the individual may be deemed to be an employee of CMU for legal purposes (and NOT a Collaborating Visitor). Thus requiring that the University follow all employment practices and processes and meet applicable legal, regulatory, and policy standards. 

No, Collaborating Visitors to SEI go through existing screening procedures at the SEI site. Contact Jason Hawk, SEI Security Manager at (412) 268-7080.

CMU is required by U.S. regulations to screen all Collaborating Visitors to campus, as defined in the Visitor Guidelines, to ensure that:

1. The Collaborating Visitor is NOT on any U.S. Restricted Party Lists that would prohibit their visit to CMU;

2. Their Home Institution/Organization/Company and Funding Sources are NOT on any U.S. Restricted Party Lists that would prohibit their visit to CMU;

3. The Collaborating Visitor is ABLE to do the work that they are coming to CMU to perform under U.S. export regulations;

AND

4. The Collaborating Visitor is ABLE to do the work that they are coming to CMU to perform under a sponsored research contract’s terms and conditions.

U.S. Person Visitors:

  1. Completed Collaborating Visitor’s Questionnaire [pdf]
  2. Resume/CV
  3. Draft Invitation Letter [doc]
  4. Draft Collaborating Visitor’s Agreement [pdf]

International Visitors:

  1. Completed Collaborating Visitor’s Questionnaire [pdf]
  2. Resume/CV
  3. Draft Invitation Letter [doc]
  4. Draft Collaborating Visitor’s Agreement [pdf]
  5. Completed FCPA Form [pdf]

All of the above information must be submitted to the CMU Visitor Coordinator.

All required information and documentation must be submitted to the CMU Collaborating Visitor Support at least thirty (30) days in advance of an anticipated visit. If the Visitor will need immigration documents this questionnaire must be submitted at least sixty (60) days in advance. 

NO. The Collaborating Visitor screening process does NOT provide Visa support. The Visa process is one that should happen concurrently to the Collaborating Visitor screening process. If the International Collaborating Visitor requires a Visa, please contact CMU’s Office of International Education at: www.cmu.edu/oie/

CMU uses the information from the Collaborating Visitor’s Resume/Curriculum Vitae to gather additional REQUIRED information. Some of this information includes the background of the Collaborating Visitor and to confirm that the Collaborating Visitor has NO affiliation with any U.S. Restricted Parties or U.S. Embargoed Organizations.

The centralized review and response of a Collaborating Visitor to CMU is heavily dependent on the information provided to the CMU Collaborating Visitor Support. If all required information is submitted in the required time frame and there are no issues, a turnaround of 10 business days can be expected. 

The turnaround time will be longer than 10 business days if:

  • Required information is missing
  • Collaborating Visitor or any affiliations are a potential match on a restricted party list
  • There is a potential export compliance issue
  • And/or an issue with the Collaborating Visitor working under a sponsored project