6370.0 Interim Policy
This policy was adopted under the interim policymaking provisions of the University's Policy on Policies on August 1, 2026. Information about this policy change, and any proposals for further policymaking can be accessed at the University Policy website. Students and employees may submit comments on those proposals through the Proposed Policy Change Comment Form.
6370.1 Policy Statement
This policy establishes an institutional commitment and describes the requirements relating to the designation, approval, roles, and the delegated responsibilities for domestic and international Visiting Scholars ("Visitors"), and their hosts at Wright State University ("WSU" or "University") in compliance with federal and state requirements. Understanding of expectations, responsibilities, and roles among Visiting Scholars, their host, and WSU administration is of mutual benefit.
As used in this Policy and any related procedures, the capitalized terms shall have the meaning ascribed to them by the Office of the Vice Provost for Research ("OVPR") in its Procedures and Definitions.
6370.2 Applicability
All University personnel who wish to host Visitors at the University must comply with this policy and all other applicable laws and University policies. The University requires that Visitors be approved by the authorities designated in the Procedures, undergo the appropriate background check(s), and abide by all relevant University agreements, policies, and/or procedures.
Visiting Scholars means persons, whether domestic or international, who are on University property for academic purposes or associated with University contracts or grants where academic activities are located off-campus. Visiting Scholar status includes persons described as Visiting Faculty, Visiting Researchers, or Visiting Scientists. See the Procedures and Guidance page for exceptions to the policy. The degree of required institutional approval is based on the planned access and activities of the Visiting Scholar. The WSU Provost's Office may choose to apply this policy and its requirements to any Visitor.
Visiting Scholars requiring any via (e.g., J-1) will fulfill the institutional and legal processes addressing U.S. State Department requirements through the WSU University Center for International Education ("UCIE"). UCIE will share information with the OVPR for regulatory review and Research Office records.
Unless explicitly contracted as employees and onboarded by the Human Resources Office, Visiting Scholars shall not be construed to be University employees.
6370.3 Visitor and University Responsibilities
Visiting Scholar Responsibilities
Visiting Scholars are required to have a designated faculty or staff member as their University Host ("Host").
Visiting Scholars are required to adhere to the policies, rules, regulations, and requirements of the University, and all applicable state and federal laws and regulations, including, but not limited to, conduct, confidentiality, conflicts of interest, ethical behavior, responsible conduct of research, equal opportunity, compliance, safety, and health.
University Responsibilities
Hosts are responsible for facilitating the visit and monitoring the activities of the Visitor to ensure compliance with University policy and procedures. This includes administrative duties as designated by the Hosting Unit and Administrative Host, as defined below. Hosts must obtain all approvals as described in Procedures and Guidance before the Visitors arrive on campus.
The Hosting Unit will facilitate the visit and ensure compliance with University policies and procedures. The Hosting Unit may request that the Visitor be provided with access and privileges, but only to the extent that any such privilege is directly related to, and reasonably necessary for, the purpose of the visit and in compliance with other University policies.
Administrative Host means a University employee (typically a Department Chair) who serves in a formal supervisory capacity over the Host. Approval of the Administrative Host is required for all Visiting Scholars.
Application records and any subsequent amendments will be retained by the relevant Hosting Unit office. Copies must be forwarded to the OVPR in accordance with form instructions for records maintenance, review, and approval when required.
The OVPR will screen submissions for Export Compliance and Research Security concerns.
6370.4 Monitoring
It is the responsibility of the Host to monitor day-to-day activities of the Visitor. The University shall have full discretion to require the Host (or others associated with the project) to furnish periodic reports, records, interviews, site visits, and other information upon the request of the Vice Provost of Research (VPR), or delegate, to evaluate compliance.
6370.5 Non-Compliance and Enforcement
The University shall, in its sole discretion, take appropriate disciplinary action in response to non-compliance with this Policy, up to and including termination of employment or Visiting Scholar agreements and status. Violations may be reported to the home institution of external personnel and/or appropriate government and/or law enforcement agencies.
6370.6 Information, Records, and Disclosures
Records will be maintained in accordance with Policy 12220 (Records Management and Retention) and the Records Management Procedures.
This Policy authorizes the Vice Provost for Research and Innovation to develop procedures and forms to facilitate its oversight and enforcement of this Policy. The current program procedures are published on the OVPR website. Definitions as applied to the Visiting Scholar policy and related procedures are posted on the OVPR website.