7-1 Short-Term Visitors
Policy
Short-term visitation is for the purpose of observation, training, and learning. Visitors should not be engaged in activities that could be performed by an employee for compensation.
The visitors have a maximum of three (3) months to observe, train or learn for each visit. The maximum number of hours that a visitor is allowed to observe/train is the lesser of the number of weekly hours that the supervisor works or 35 hours per week. A visitor should not be approved for concurrent visits in multiple departments.
There are three types of visitors; Research, Clinical, and Administrative. Research visitors typically observe and train in the field of research. Clinical visitors typically are exposed to patient care, but cannot assist in any actual clinical care. Administrative visitors typically handle data and other administrative duties. There may be instances where visitors will check off Research /Clinical or Clinical/Administrative.
Required Documentation to be submitted to OFA:
- Signed Visitor Application
- Signed Confidentiality Agreement
- Visitors CV
- Signed Parental Consent (if minor)
- Inventions Agreement for Visiting Personnel Using Columbia University Research Facilities
- Proof of Medical Insurance valid in the US (now required for all visitors)
Workflow
- Department creates a ticket and submits the Short-Term Visitor’s form and documents in Jira
- Department is required to select all special indicators that will be part of the visitor’s training or observation activities
- OFA reviews documentation and submits it to the OFA approver
- If no other requirements are necessary, the OFA approver completes the process by updating the workflow status to complete. If additional requirements must be met, such as background checks or medical clearance then the OFA approver updates the workflow status to CUMC HR Review.
Resources
Short-Term Visitor Registration Form
Inventions Agreement for Visiting Personnel Using Columbia University Research Facilities