University Affiliate Information Session

1. University AffiliateInformation Session February 3, 2010

2. Agenda • Overview • Visiting Researcher/Scholar Positions & Assignments • EID Affiliations and Directory Information • Service Provider access to HRMS Data • Official Visitor designation and ID Center process changes • Future Plans • Additional Information and Resources • Q&A

3. Overview • Who is an University Affiliate? • University Affiliate Types and Details • Use of University Affiliate tracking • Why add University Affiliates? • Best Practices

4. Overview - Who is an University Affiliate? • People who perform work for the university outside of traditional employment • Could be: • Paid (Casual Employees, Independent Contractors) • Unpaid • In the past, may have needed a 0% appointment and/or Official Visitor Letter to gain access to UT services or systems, such as *DEFINE, Blackboard, ID Center, parking, keys

5. Overview - types & details • Visiting researchers/scholars/scientists • including those independently funded by a grant or government, post docs • Adjunct/clinical professionals • preceptors or social work liaisons • Independent contractors • professional facilitators, contract trainers • Employees of contractors • elevator repair, equipment installation

6. Overview - types & details • Casual employees • stagehands, ushers • Employees of UT-affiliated organizations • Ex-Students Association, LBJ School • Employees of governmental agencies • ROTC, state auditors, military recruiters • Employees with an additional departmental affiliation • when a department wants to officially affiliate an employee but not fund

7. Overview - types & details • Visiting student workers • students who assist researchers • Volunteers • museum docents and guides • Other • any other worker who needs access to university services, but does not fit into any of the existing types of University Affiliate

8. Overview – Requirements by Type • Refer to Matrix (handout) • Pooled, non-pooled • Privileges • Background Check • Sponsor EID • I-9 • Existing Employee • SSN Required • Route to VP Research • Academic Level • Contact EID • External Organization • International Office Assistance • Existing Non-Faculty Employee

9. Overview – Use of University Affiliate • University Affiliates must be entered into HRMS if they: • Require access to services or systems that would have been granted with a 0% appointment or an Official Visitor Letter • Will hold a position that requires a background check (currently being evaluated) • Are Visiting Researchers / Scholars

10. Overview – Use of University Affiliate • University Affiliates who do not require services or access do not have to be entered into HRMS at this time (except in isolated situations)

11. Overview - Why add University Affiliates? • Provides a central repository for all persons doing work for the university in a wide variety of positions for tracking and reporting purposes • Provide a “holistic view” of a worker’s history at the University • Enable departments to add and remove access to university services for non-traditional workers • To support future goals of initiating all worker payment processes through HRMS, including voucher payments

12. Overview - Best practices • Before creating University Affiliate positions and assigning incumbents, ask: • Which of our University Affiliate incumbents must be entered into HRMS to retain their accesses? • Does the person we’re creating a 0% assignment for already have an EID? Check usinghttps://utdirect.utexas.edu/webapps/eidlisting/

13. The Visiting Researcher/Scholar Program and ISSS’ J-1 Exchange Program for International Visitors Liza Scarborough Office of the Vice President for Research http://www.utexas.edu/research/admin/visiting/ MAI 302 • 471-2877 Andrew Thorley Assistant Director, Faculty & Scholar Services – ISSS The International Office http://www.utexas.edu/international/isss/ WOH 1.118 • 471-2456

14. Two (2) Distinct Programs With Similar Names • The program for designating “Visiting Researcher/Scholar” is handled by the Vice President for Research. • This official designation should not be confused with the J-1 Visiting Scholars program for those international visitors coming here as exchange visitors – their immigration matters must be handled at the International Office (by Faculty & Scholar Services within ISSS). • Some international Visiting Scholars will be part of both programs, working with both the Vice President for Research and ISSS.

15. Visiting Researcher/Scholar Designation • Again, the program for designating one as a “Visiting Researcher/Scholar” is directed by the Office of the Vice President for Research.

16. First, the Visiting Researcher/Scholar Designation • The designation “Visiting Researcher/Scholar” by the Vice President for Research is a privilege. • Visiting Researchers/Scholars do not receive a stipend, nor does their appointment imply tenure or continuation at the University. • Required Qualifications: • Bachelors degree or higher • In residence two or more weeks, up to one year • May be extended with prior approval

17. Documents Required • HRMS electronic approval for ‘University Affiliate’ as a Visiting Researcher/Scholar • HRMS Addendum • A current CV • Agreement (only one should be submitted): • Visiting Researcher/Scholar Agreement: for participants employed by a higher education institution or working independently • Visiting Researcher/Scholar with Company Agreement: for participants affiliated with a company

18. Approval • After the visiting researcher/scholar request has been approved, a confirmation memo is sent to the researcher/scholar. • The nominator, chair, administrative contact, ID Center, International Office, and University Libraries are copied. • In addition, the HRMS system automatically generates an email notification to the document creator.

19. Privileges • ID Cards*, library privileges and keys will not be provided until the visiting researcher/scholar application is approved via the HRMS system • Accounts provided by sponsoring department via the HRMS document. • Office space (if available) provided by sponsoring department. • Other privileges, such as cost for membership in Recreational Sports and parking may be available at the scholar’s expense. *The ID Ctr. will not be accepting letter authorization requests as of April 1, 2010.

20. Second, J-1 Visiting Scholars as Exchange Visitors • The university enjoys a J-1 exchange visitor program approved by the U.S. Department of State • Allows certain visiting scholars and researchers to obtain visas to come here temporarily to the United States • ISSS’ Faculty and Scholar Services within International Office will handle immigration strategy and required documents for J-1 exchange visitors who are coming to U.S. from abroad

21. J-1 Exchange Visitors • J-1 Exchange Visitor classification allows professors, researchers, and others to come to U.S. for temporary period for the purpose of academic exchange as visiting scholar • Many international visitors have sufficient academic training to benefit, although J-1 visa status is not appropriate for an employee in a tenure track position, as it is designed for temporary exchanges • Specific information about the potential exchange visitor, the period of assignment, and the source of financial support is necessary for our office to prepare the “Certificate of Eligibility” (form DS-2019) for Exchange Visitor (J-1) visa status.

22. Required Planning • When setting up an ‘University Affiliate’ within HRMS, remember to check the box indicating that assistance from the International Office is required. • Once the agreements have been signed and approved through the Office of the Vice President of Research, our office can then proceed with the J-1 strategy planning. • Information can then be provided to our office via the secure J-1 Online Request Form at https://utdirect.utexas.edu/isss/vs_dept.WBX

23. Initiation and Documentation • Once the Department contact initiates the J-1 process, it is possible to check the status online at: https://utdirect.utexas.edu/isss/vs_status.WBX • After all information has been submitted online and the necessary approvals are processed within the Department, the DS 2019 form is generated and sent directly to the exchange visitor with detailed instructions for applying for the visa.

24. Arrival on Campus • All newly arriving J-1 exchange visitors must plan to promptly attend the mandatory Orientation held at our Offices. J-1 Scholar Orientation appointments should be scheduled online via our website at http://www.utexas.edu/international/isss/scholars/ and are held twice a week. • Orientation is a requirement by the U.S. government and should be one of the very first things a J-1 visiting scholar does upon arriving in Austin, or else there will be unfortunate consequences for the visitor that could have significant long-term ramifications.

25. Arrival on Campus • Given the timing events now involved, please plan to start as early as possible to allow your J-1 exchange visitors sufficient time to get their documents and apply for J-1 visas at the appropriate U.S. consulate abroad. • Please carefully read the information on the J-1 program reflected online at: http://www.utexas.edu/international/isss/dept/J1.shtml keeping in mind that further updates are ongoing.

26. Questions? VISITING SCHOLAR/RESEARCHER DESIGNATION: • Contact: Liza Scarborough with the office of the Vice President for Research by phone at 512-471-2877 or by email at liza@austin.utexas.edu • Please see the Visiting/Scholar Instructions and Forms at http://www.utexas.edu/research/admin/visiting/ J-1 VISITING SCHOLAR EXCHANGE PROGRAM & IMMIGRATION ISSUES: • Contact: ISSS’ Faculty & Scholar Services at the International Office by email at scholars@austin.utexas.edu • Please refer to the Visiting/Scholar instructions and information at http://www.utexas.edu/international/isss/dept/J1/shtml

27. EID Affiliations and Directory • EID Affiliations • All University Affiliates  “University Affiliate” EID affiliation • Official visitor option  “Official Visitor” affiliation • “Treat like an employee” option  “Current Employee” affiliation

28. EID Affiliations and Directory • Directory • University Affiliates are not displayed in the directory unless the “treat like an employee” option is selected

29. Service Provider Access to HRMS Data • *DEFINE JX2 command authorization provides ability for service providers to see: • Incumbent Name and EID • Privileges (helpful tool for service providers) • Assignment dates • Job title • Job code • Your *DEFINE Office Manager and Delegates can assist in creating these authorizations

30. Service Provider View

31. Service Provider View

32. Official Visitor and ID Center Changes • Current Process: • Designation granted via paper request. • Beginning April 1, 2010 • All Official Visitor requests should be made through HRMS. • On AW position under “Privileges” select “Official Visitor.”

33. Future Plans for University Affiliates • Slowly break privileges into specific instead of general • Current options • Treat like an Employee (0%) • Official Visitor • ID Card Only • Nothing • Future interests • Eliminate Treat like an Employee and instead offer a la carte services that can be selected separately (i.e. Parking Permit, UHS services, Rec Sports pass, etc.)

34. Future Plans for University Affiliates • Connect payment processes to HRMS assignments to integrate and streamline processes • Replace the APS/PBS document with HRMS • Attaching documents to positions and assignments

35. Additional Information and Resources • Use FireFox to access HRMS • HRMS: https://utdirect.utexas.edu/hrms • Frequently Asked Questions are available in askUS: https://austin-utexas.custhelp.com • Training Resources (including University Affiliate videos):http://www.utexas.edu/business/erp/hrms/training.html

36. Additional Information and Resources • HRMS Project Web site:http://www.utexas.edu/business/erp/hrms/ • Research Office:http://www.utexas.edu/research • ID Center: http://www.utexas.edu/its/idcenter/index.php • Upgrading an EID: http://www.utexas.edu/its/idcenter/answers/eid.php

37. Additional Information and Resources • Building Access Cards: http://www.utexas.edu/its/idcenter/answers/proximity.php

38. University Affiliates Q&A