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Name: Office of International Services

Visiting Scientist & Research Volunteers

Thomas Jefferson University (Jefferson) encourages research collaboration and welcomes individuals from outside of the United States of America (U.S.) to participate in certain research activities. Jefferson Departments and Supervising Investigators interested in hosting an international Visiting Scientist or Researcher Volunteer must follow the applicable onboarding procedures below before the individuals can participate in research at Jefferson.

The Visual Process Map (secure link) provides an overview of all steps.

Please note:

  • This information does not apply to individuals seeking an Observership Experience or Visiting Faculty & Staff not involved in research
  • The Office of International Services does not place international individuals in research activity

Visiting Scientist

It takes a minimum of four months to complete the contracting and onboarding requirements. Dual appointments between two Jefferson departments are not permitted.

  • Jefferson Supervising Investigator must obtain approval from the Department Chair/Dean to invite the Visiting Scientist
  • The Supervising Investigator or department representative must submit a “Sponsorship Request” in the International Services Portal
  • The Office of International Services, Export Control, and Office of Research Conduct & Compliance will review the Sponsorship Request
  • The Office of Research Support Services will provide the Supervising Investigator with a “Request for Visiting Scientist Agreement” form to be completed
  • The Supervising Investigator will email the following fully completed "Request for Visiting Scientist Agreement" form to the Office of Research Administration
  • The Office of International Services will send an email to the individual with instructions on the onboarding process and copy the Supervising Investigator, Human Resources, and Jefferson Occupational Health Network (JOHN)
  • The individual completes Human Resources and Occupational Health requirements
  • The Supervising Investigator submits the "Description of Duties" form to Theresa Wilson if research is conducted in a wet bench laboratory
  • The Office of Research Administration will notify both the Office of Research Conduct & Compliance and the Office of International Services to confirm the Visiting Scientist Agreement or other appropriate research agreement has been fully executed
  • Human Resources will notify the individual and Supervising Investigator to confirm that the Visiting Scientist can begin work. Participating as a Visiting Scientist, on-site or virtual, cannot commence until full approval is given
  • The Supervising Investigator should contact the Visiting Scientist with a schedule and logistics
  • Visiting Scientist receives instructions on how to obtain an Identification Badge
  • Visiting Scientist completes post-arrival requirements with the Office of International Services
  • Visiting Scientist completes the Environmental Health and Safety training required if research is conducted in a wet bench laboratory

Research Volunteer

It takes approximately three (3) months to complete the onboarding requirements. Dual appointments between two Jefferson departments are not permitted.

  • Jefferson Supervising Investigator or department representative reviews the Department of Labor Six-prong Test. All six of these criteria must be satisfied to determine if an assignment can be a research volunteer 
  • Supervising Investigator obtains approval from the Department Chair/Dean to invite the Research Volunteer
  • Supervising Investigator submits a “Sponsorship Request” in the International Services Portal
  • The Office of International Services, Export Control, and Office of Research Conduct & Compliance will review the Sponsorship Request
  • If initial requirements are met, the Office of International Services will send an email to the individual with instructions on the onboarding process and copy the Supervising Investigator, Human Resources, and Jefferson Occupational Health Network (JOHN)
  • The Research Volunteer completes Human Resources and Occupational Health requirements
  • The Supervising Investigator completes the Environmental Health and Safety “Description of Duties” form, required if research is conducted in a wet bench laboratory
  • The Supervising Investigator and lab complete the Child Abuse Protection Act clearance, which is required if the Research Volunteer is a minor
  • Human Resources will notify the Research Volunteer and Supervising Investigator when the Research Volunteer is approved to begin the volunteer experience. Participating as a Volunteer, on-site or virtual, cannot commence until full approval is given
  • The Supervising Investigator should contact the Research Volunteer with a schedule and logistics
  • Research Volunteer receives instructions on how to obtain an Identification Badge
  • Research Volunteer completes post-arrival requirements with the Office of International Services
  • Research Volunteer completes the Environmental Health and Safety training if research is conducted in a wet bench laboratory
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