Office of Research and Development

Visitor Agreement

UMB hosts many visitors who come to observe, learn, and participate in research and other scholarly activities. Certain visitors are required to have a formal agreement in place before beginning their activities at UMB to ensure compliance with University policies, federal regulations, and sponsor requirements.

When a Visitor Agreement Is Required

Unpaid visitors must sign a Visiting Scientist Agreement (VSA) if they meet either of the following conditions:

They will have independent access to UMB facilities (i.e., are not continuously escorted), or
They will perform research in a UMB facility

This requirement applies even when the visitor is affiliated with another organization, including:

Subrecipient collaborators
Collaborators from local companies

For these purposes, “unpaid visitors” are individuals whose time at UMB is compensated by:

Their home institution, or
A scholarship or fellowship not administered by UMB

Required Forms and Documents

Visiting Scientist Agreement

Required for unpaid visitors with independent access to UMB facilities. This is a four-page agreement; all four pages are required.
VSA Modification or Extension

Use this form to extend the period of time or make other changes to an signed (active) VSA.
VSA Questionnaire

Must be completed and submitted with the VSA.
For international visitors using a J-1 visa, submit the J-1 visa request form instead.

Contact Janet Simons in SPA with questions regarding the VSA and/or procedure.
Coordinate with the Office of International Services when inviting international visitors to determine the appropriate visa type based on planned activities.

The host department completes the Visiting Scientist Agreement, including:
- Visitor name
- Period of visit
- UMB department information
- Brief description of planned activities (e.g., research, training, observation)

Visitor signs the VSA (pages 2 and 4)
Authorized official of the visitor’s home organization signs (pages 2 and 4), if applicable
UMB department chair, center director, or institute director signs page 2

Host department emails the signed VSA to Janet Simons in SPA
Host department emails the completed VSA Questionnaire or, when applicable, the J-1 visa request form

SPA reviews the agreement and supporting documentation
SPA may request additional information
SPA notifies the faculty sponsor and department if issues may delay or prevent execution

Tips and FAQS

Home organization: Identify the visitor’s home organization only if the visitor is on temporary leave and will return to that organization after their visit at UMB. If this does not apply, leave the field blank (for example, physicians in private practice or visitors who will not return to a prior organization).

Proposed Activities: Page 1 of the agreement must include a description of the visitor's planned work, training, or other activities at UMB. The description may be attached as a separate page.

SPA may request a copy of a foreign national visitor’s passport or other official document to confirm the name and citizenship for export compliance review.

SPA will provide the Authorized Official Signatures for UMB on pages 2 and 4 of the VSA.

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Visitor Agreement

When a Visitor Agreement Is Required

Required Forms and Documents

Relationship to Other Agreements