Short-Term International Visit Requests: Information for UC San Diego Faculty and Staff

The Office of International Affairs (OIA) has re-evaluated the process related to short-term visit requests from representatives of universities and institutions abroad who would like to meet with our administrators, faculty, and staff. Most often, the objective of proposed meetings is to strengthen ties to our campus, with the ultimate goal of developing research and/or academic collaborations. Visitors typically propose to be on campus from a few hours to a full day. The nature of a short-term visit is exploratory, and does not encompass official University business such as appointments for visiting scholars, visiting graduate students and visiting faculty.

If the visit involves signing an MOU or agreement, notify OIA Director Michelle Hermas as soon as possible. OIA serves as the lead campus office to appropriately vet and receive approval for international MOUs and agreements. For more information, see Guidelines on Signing Ceremonies for International Agreements.

NOTE:

  • UC San Diego is not currently seeking agreements for undergraduate joint or dual degree programs (e.g. 2+2, 3+1), student recruitment services, branch campuses, or joint graduate degree programs with international parties.
  • Faculty, in consultation with OIA Director Michelle Hermas, routinely develop collaborations with international partners outside of face-to-face meetings. For more information, see Developing an International Agreement.

Visit Request Process

The visit request process is described in detail on the Short Term International Visit Requests webpage. Essentially, visit requests are processed in two ways, depending upon with whom visitors want to meet.

  1. Requests Specific to a Single Division, ORU, or Professional School
    When the requested visit is entirely within your division, ORU, or school (hereafter "unit"), leadership within your unit is responsible for approving or denying the request. OIA urges against saying yes to a proposed visit simply out of courtesy—this is misleading to the visitor and results in false expectations about the potential to develop partnerships. Here are some questions to consider when determining whether to approve a visit request:

    • Does the proposed visitor have strong professional ties to faculty or researchers within your unit, or share significant academic or research synergies with your unit?
    • Is there strong support from your faculty and leadership for the visit?
    • Is there a strong likelihood that meaningful collaborations may result from face-to-face meetings?

    If the answer to any of these questions is "no," OIA advises politely declining the request. Contact OIA if you would like sample language for a diplomatic denial letter.

    When leadership within your unit agrees to proposed meetings, your unit is responsible for scheduling meetings, providing logistical support, and covering related expenses. See "Guidance on Hosting International Visitors", below, for suggestions on ways to ensure a successful visit.

    NOTE: The US government maintains lists of Restricted Parties that require export licenses for exports of material, software or technology or unpublished technical data even if the foreign visitor is in the United States. Restricted Party Screening should be performed on prospective international visitors before agreeing to the visit. Contact Devon Tolliver (dntolliver@ucsd.edu) to perform this screening. Questions about the Restricted Party requirement may be directed to UC San Diego's Export Control Officer Brittany Whiting: brwhiting@ucsd.edu. Visit export.ucsd.edu for more information.

  2. Requests Involving Senior Administrators and/or Multiple Campus Units
    The Office of International Affairs—in consultation with academic, research and/or administrative leadership, as appropriate—is responsible for assessing requests and supporting approved visits that involve senior administrators and/or multiple divisions, ORUs, or professional schools. Please refer prospective visitors directly to the Short Term International Visit Requests webpage if the requested visit involves:

    • Divisions, units, or schools outside of your own.
    • Senior campus administrators: i.e. the Chancellor, EVC, VCs and/or AVCs.

    Be sure to notify the OIA Director if anyone within your unit has expressed interest in meeting with the proposed visitors. Mutual interest is a primary factor used to determine whether to approve of a visit request.

Guidance on Hosting International Visitors

Short-term international visitors should be provided with a high level of courtesy and service. To ensure a successful visit, we recommend providing:

  • Detailed maps and directions to campus.
  • An agenda of scheduled meetings/locations to all meeting participants (local and visiting), emailed in advance. Allow sufficient time on the agenda for a restroom break and travel time between meetings.
  • A reserved parking spot.*
  • A hard copy agenda to the visiting party upon arrival, along with relevant information/brochures about your unit.
  • Escorts to/from meetings, including meeting the visiting party in the parking lot when they first arrive on campus. As necessary, interrupt meetings that go overtime to ensure visitors arrive at their next meeting as scheduled.
  • A lunch meeting for high priority visitors if they will be on campus for more than ½ day.* Or, escort the visitors to one of the local restaurants (The Loft, Home Plate, Croutons, Ventanas, etc.) for a self-pay meal.

  • *OIA does not provide funding to support international visitors. Consult with leadership within your unit to determine whether the expenditure of funds is appropriate.

If discussions lead to mutual interest in developing an MOU or agreement, contact OIA Director Michelle Hermas for guidance on the agreement development process. For more information, see Developing an International Agreement.