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The visitor management system is a relatively new process that supports visitor management at Rice in the world of iO.
Rice defines a visitor as someone invited to establish a formal relationship with the university who is not an active employee, active student, or holds any other ongoing active relationship.
Rice defines a visitor as someone invited to establish a formal relationship with the university who is not an active employee, active student, or holds any other ongoing active relationship.
There are three different visitor types:
Remote Visitor
An individual completing their visit entirely remotely/virtually abroad or within the US and will not come onsite.
Service Provider Visitor
An individual providing non-teaching services to the university (usually under the specification of a contract or an agreement)
Academic Visitor
An individual whose primary purpose at Rice is academic (research, training)
In addition to not having a formal relationship with the University in order to be established as a visitor, the visit must be between one month to a year.
The term of the visit may be extended by the sponsor near the end of the visit termination date.
If the visit is not renewed, visitor privileges will automatically be disabled on the expiration date.
Process outline
Process outline
Sponsor
Sponsor
Invite visitor
Items to complete
Provide visit start and end date
Provide visitor type
Provide project title and description
Certify delegate VMS submission*
Once the visit is approved
Monitor activities of the visitor
Accountable for all of the visitor's activities
Visitor
Visitor
Provide Information needed
Full Name
Preferred email address
Visa status (US Citizen, J1, H1B, Etc.)
Items to complete before approval
Visitor Questionaire
IPP agreement (signed by home institution)
Items to complete after initial approval
NetID set up
iO Journeys training
*Sponsors can have a delegate submit the VMS information on their behalf, but they are responsible for supplying and certifying the information the delegate puts into VMS.
If the visitor is a visa holder, OISS must be notified before submitting the information in VMS.
If the visitor is a visa holder, OISS must be notified before submitting the information in VMS.
Email the visitor's name, visitor type, and visa type to oiss@rice.edu
Once OISS is notified, the home institution will need to provide a letter authenticating that the work they will be doing at Rice does not violate their visa status.
When you have received the letter from the home institution's OISS department, you will submit that letter to Rice's OISS department.
Once the delegate or sponsor has submitted the necessary information into VMS, the visitor will receive an email to complete the visitor questionnaire. Once that has been completed, it will go into the approval queue.
The following departments will review the information.
One-over Approval
OTT Review
SPARC Review
HR Review
OISS Review ** Only if the person is a visa holder**
After all departments have reviewed and approved the Visitor request, the delegate, sponsor, and visitor will receive an approval notification email.
The approval email lets the visitor know they will need to complete the NetID setup and iO Journeys training to become an active visitor.
Once all items are complete, the visitor can go to RUPD to collect their ID and begin to access all of the approved Rice systems: library, after-hours building access, etc.
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