Visiting Scholars Policy

• Visiting Scholars to GW 

• Faculty 

• Staff 

Definition of a Visiting Scholar

A Visiting Scholar is an individual who comes to GW for a specific, limited scholarly or research purpose or academic study or collaboration, such as working with university faculty on, or using university facilities for, a project, or observing/learning research techniques at GW. Visiting Scholars must (a) have a doctoral degree or equivalent or be a recognized expert in their field, (b) be visiting from and affiliated with an outside institution or organization, (c) have a source of financial support from outside GW, and (d) be hosted by a GW academic unit. 

The Hosting Academic Unit for the Visiting Scholar may be a department and their respective school or a non-school academic unit that ultimately reports to the Provost. Visiting Scholars are invited by a specific academic unit at GW and must be approved in advance by the academic unit dean or unit head for academic units without a dean and the Vice Provost for Faculty Affairs, or their designees. Visiting Scholars will be assigned a Visiting Scholar Host, typically a faculty member in the academic unit to which the Visiting Scholar is assigned (often an individual whom the Visiting Scholar may be collaborating with), to facilitate the Visiting Scholar pre-approval process and serve as a resource once the Visiting Scholar arrives on campus. Visiting Scholar Hosts and Visiting Scholars must complete the applicable Visiting Scholar procedures prior to a Visiting Scholar's arrival and during the pre-approval process. 

The minimum time period for a Visiting Scholar visit is typically three months, and the maximum time period of a Visiting Scholar visit is typically one year, with the possibility of a one one-year extension (for a total of two years). Any Visiting Scholar visit shorter than three months or an extension of the visit beyond two years must be with compelling justification and approved by the dean or unit head for academic units without a dean and the Vice Provost for Faculty Affairs, or their designees. A Visiting Scholar visit may be terminated by GW at any time and for any reason, subject to the approval of the dean or unit head for academic units without a dean and the Vice Provost for Faculty Affairs, or their designees.

Visiting Scholars are unpaid and are not employees, students, or independent contractors of GW and have no authority to act on behalf of GW. Visiting Scholars are generally not entitled to receive compensation from GW, including reimbursement or benefits available to GW employees, such as but not limited to paid holidays, paid vacation, paid sick leave, long or short-term disability, or eligibility to participate in retirement plans. In limited circumstances, Visiting Scholars may receive a stipend with approval from the dean or unit head for academic units without a dean and the Vice Provost for Faculty Affairs, or their designees. 
Visiting Scholar designations are courtesy designations. Visiting Scholars may not claim a GW affiliation when applying for grants and contracts, but may indicate their Visiting Scholar designation in their curriculum vitae in the honors (not appointments or employment) section.  

University Policies Applicable to Visiting Scholars 

Visiting Scholars are generally subject to GW policies that apply to faculty, including but not limited to policies on intellectual property, export controls, conflict of interest and commitment, responsible conduct of research, non-discrimination and harassment, and information technology during their stay at GW, though applicability may vary depending on the Visiting Scholar’s role at GW. Visiting Scholars do not have the rights contained in the Faculty Code. The Hosting Academic Unit is responsible for ensuring that the Visiting Scholar receives information about and complies with the applicable GW policies and applicable law. 

Visiting Scholar Obligations

Conflict of Interest and Federal Award Submissions 

All Visiting Scholars working on federal awards or otherwise receiving federal funds must comply and disclose conflicts of interest in accordance with GW’s Policy on Outside Interests, Relationships, and Professional Activities.

Background Screenings 

Individuals must have a successful completion of a background screening to be eligible to be a Visiting Scholar. 

Visas

If the Visiting Scholar is a foreign national, the individual must have an appropriate visa as required by the U.S. Department of State. The visa must be in effect for the duration the Visiting Scholar will be on GW campus. 

Before considering sponsoring an international Visiting Scholar, Hosting Academic Units should read the International Service Office (“ISO”) webpage on GW J-1 visa sponsorship and the departmental responsibilities section on ISOGateway to be familiar with the requirements and responsibilities of sponsorship.  

Training

Visiting Scholars must undergo training assigned by the Hosting Academic Unit or other university unit (e.g., research-related training) as deemed applicable for their role at GW. The Hosting Academic Unit must ensure that the Visiting Scholar completes the assigned trainings following the submission of the Visiting Scholar request form and execution of the Visiting Scholar Agreement.

Medical Insurance

GW requires all Visiting Scholars to have medical insurance for themselves during their time on campus. It is the responsibility of the Hosting Academic Unit to ensure that the Visiting Scholar has adequate medical insurance coverage during the term that the Visiting Scholar is on campus. 

Technology Control and Intellectual Property  

Visiting Scholars may be subject to technology control plans, intellectual property agreements, or other requirements specific to the research to which they are contributing or collaborating while at GW. The Hosting Academic Unit is responsible for collaborating with relevant GW offices to ensure the Visiting Scholar’s compliance with these requirements. 

Visiting Scholar Privileges

Upon arrival to the university, the Hosting Academic Unit will provide support to the Visiting Scholar in obtaining a GWID, GW email, and GWorld card. Hosting Academic Units will ensure that Visiting Scholars have facility, systems, and equipment access appropriate to the purpose of the Visiting Scholar’s visit at the university and designated facility space as agreed upon in advance in the formal invitation to the Visiting Scholar. Facilities or systems access will be at the discretion of the Hosting Academic Unit in consultation with GW IT and the Office of the Export Control Officer. In addition, all Visiting Scholars will have access to those facilities generally accessible to all faculty from the Hosting Academic Unit. Unless otherwise agreed upon in advance, the Visiting Scholar will not be provided GW funds for research-related costs and fees including but not limited to Core Facility usage and travel.

Accountability and Oversight

The Office of the Provost and the Hosting Academic Unit have ultimate accountability and oversight authority over Visiting Scholars. However, Visiting Scholar-related processes and procedures developed by academic units to comply with this Visiting Scholars Policy, including but not limited to processes and procedures on export control and restricted party screening, and facility and data access, must comply with GW research security expectations and standards and be reviewed and approved by the Office of Research Integrity and Compliance.

The Hosting Academic Unit is responsible for sponsoring the Visiting Scholar as an affiliate of the university to obtain a GW UserID and/or GWorld Card. Visiting Scholar records, including those relating to Visiting Scholar applications, visa records, agreements, and documentation upon termination of a Visiting Scholar visit (e.g., documentation regarding termination of GW facility and systems access) will be maintained in accordance with the University’s Record Retention Schedule for academic appointments. The Hosting Academic Unit is also responsible for maintaining records related to Visiting Scholars within the unit in accordance with the Hosting Academic Unit’s Visiting Scholar procedures and in a manner designated and approved by the Office of the Provost. 

Within a week of the conclusion of the Visiting Scholar’s visit, the Visiting Scholar Host is responsible for notifying, in writing, the Hosting Academic Unit and the Office of the Provost of the Visiting Scholar’s departure from GW. The Hosting Academic Unit is responsible for collecting from the Visiting Scholar and returning to the appropriate department all GW-issued equipment, keys, access cards, and other GW property issued to the Visiting Scholar during their visit and ensuring, in coordination with the appropriate departments, that all facility and system access, including, e.g., GW email, is terminated.

Hosting Academic Units will be responsible for reporting to the Office of the Provost any proposed changes to the Visiting Scholar’s dates on campus. Such reporting will be completed in a manner approved by the Vice Provost for Faculty Affairs.