Use of Visiting Scientist/Researcher Agreement

Compliance Guidance

This guidance is intended for New York Tech administrators, faculty sponsors, and research staff who are responsible for hosting visiting scientists or researchers. It ensures proper use of the Visiting Scientist/Researcher Agreement and alignment with New York Tech’s compliance obligations.

Definitions

NOTE: Add language on why these definitions are important

Visiting Scientist/Researcher

Someone with a terminal or first professional degree or the equivalent, or someone recognized as an expert in their field. They may be currently employed at or on sabbatical from another academic institution.

Purpose: To pursue one’s own research to gain laboratory and research experience, learn to use state-of-the-art techniques, and share unique expertise with the New York Tech community.

Post-Doctoral Fellow

Someone who has earned a Ph.D., M.D., D.O., or an equivalent doctoral degree from an accredited domestic or approved international institution of higher education. They are primarily associated with New York Tech to obtain advanced research skills under the supervision of one or more members of the university faculty.

Purpose: To provide teaching, research, or training experience to prepare the fellow for permanent employment in academic or research positions. Postdoctoral Fellows receive a salary and fringe benefits from New York Tech.

When to Use the Agreement

The Visiting Scientist/Researcher Agreement must be used when:

  • An external researcher, scientist, or scholar (not employed by New York Tech) will have temporary access to New York Tech research facilities.
  • A visitor will participate in collaborative academic or research activities with New York Tech faculty, staff, or students.
  • Access to New York Tech data, laboratories, equipment, or confidential information is required.

Engaging Visiting Scientists/Researchers

The Visiting Scientist/Researcher Agreement ensures that visiting scholars and researchers are properly documented, supervised, and compliant with federal and New York Tech requirements. PIs and departments must initiate, review, and retain agreements to safeguard New York Tech’s research environment and obligations.

  • OSPAR: Reviews and approves agreements.
  • Faculty Sponsor/Department: Ensures visitors’ activities are appropriate, supervises compliance, and coordinates logistics.
  • Office of General Counsel (OGC): Provides legal review.
  • Human Resources/International Office: Verifies immigration/visa requirements when applicable.

  1. Faculty Sponsor Initiates Request: Completes internal request form and provides visitor’s CV, purpose of visit, and duration.
  2. Draft Agreement: Use New York Tech’s boilerplate Visiting Scientist/Researcher Agreement, inserting the visitor’s name, dates, sponsor, and department.
  3. Review and Approval: Forward to OSPAR (and OGC if required). Confirm compliance with export control, human/animal subjects research, and lab safety requirements.
  4. Execution: The agreement must be signed by the visitor, faculty sponsor, and authorized New York Tech official.
  5. Recordkeeping: The final executed agreement is retained by OSPAR and the hosting department for compliance auditing.

  • Intellectual Property (IP): Jointly developed IP will follow New York Tech’s IP policy.
  • Confidentiality: Visitors must safeguard New York Tech data and proprietary materials.
  • Export Controls: OSPAR must confirm whether research activities involve export-controlled technology.
  • Insurance: Visitors must provide proof of health insurance and (if required) liability coverage.

Key Contacts